Time-Saving VMS Improving Emergency Services

In an environment where every second counts, our client faced the challenge of modernizing its visitor management system while maintaining strict security protocols. Through the implementation of Digital Reception's visitor management system, they boosted their facility access control and staff efficiency. This case study examines how the integration of smart digital reception technology helped our client achieve a high reduction in administrative overhead while enhancing security compliance and visitor experience.

* Visitor management system at the client's entrance door

Challenge

The intersection of emergency services and visitor management presents unique operational complexities. For Ambulance Oost, an emergency medical service provider in the Netherlands, managing visitor access while maintaining security protocols had become increasingly demanding on their resources.

Their existing visitor management process required full-time reception staff to manually register visitors, contact staff members, and ensure security protocols were followed. This system led to:

• Significant staff time allocation for basic visitor processing tasks
• Inconsistent visitor documentation and tracking
• Delays in notifying staff about visitor arrivals
• Security vulnerabilities due to manual protocol enforcement
• Limited ability to pre-screen visitors and provide arrival instructions

Solution Implementation

Our client selected Digital Reception's visitor management system for its robust security features and seamless integration capabilities. The implementation process focused on creating a frictionless experience while maintaining strict security standards.

The comprehensive solution deployment included:

• Installation of a branded indoor kiosk with an integrated QR code scanner with the help of our partner 2Orange
• Implementation of Microsoft Outlook calendar integration for automated visitor pre-registration
• Configuration of multi-channel staff notifications (email, SMS, call)
• Setup of mandatory safety instruction acceptance protocols
• Customization of communication templates with client branding
• Integration with facility access control systems

* Digital reception with button for pre-registered users and call reception button

Key Benefits

The upgrade from manual to digital visitor management delivered immediate and measurable improvements across multiple operational areas. Here's how Digital Reception addressed each critical aspect.

Enhanced Security

The new system established multiple layers of security while maintaining operational efficiency:

• Pre-registered visitors receive time-limited QR codes valid only during appointment windows
• Mandatory safety instruction acknowledgment before check-in completion
• Digital audit trail of all visitor movements
• Automated access control based on visitor credentials
• Real-time security protocol enforcement

Operational Efficiency

Digital Reception's automation capabilities significantly reduced manual intervention requirements:

• Automated visitor pre-registration through Outlook integration
• Instant staff notifications through preferred communication channels
• Self-service check-in process requiring no reception staff
• Digital record-keeping and reporting
• Centralized visitor management dashboard

Improved Visitor Experience

The updated reception process created a more professional and efficient visitor journey:

• Clear pre-visit communications with directions and expectations
• Quick self-service check-in process
• Automated host notification and response
• Professional branded interface and communications
• Integrated waiting area display with relevant information

* Digital Reception: Visitor management system and acceptance safety instructions screen

Results

The implementation of Digital Reception's visitor management system solution delivered quantifiable improvements across key metrics:

Technical implementation achievements:

• System deployment completed within 8 weeks
• 99.9% system uptime since installation
• 100% successful integration with existing calendar systems
• Zero security incidents since implementation

Operational improvements:

• Reduction in administrative time spent on visitor management
• Decrease in check-in wait times
• Compliance with safety instruction protocols
• High visitor satisfaction

Next Steps

Digital Reception's visitor management system has proven to be an amazing solution for Ambulance Oost's facility access control and staff efficiency needs. For organizations facing similar challenges, we offer:

• Comprehensive solution demonstration
• Custom implementation consultation
• Technical specification review

Contact our team to learn how Digital Reception can upgrade your visitor management process.

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