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Industries / Healthcare
For clinic, lab & medical office managers

Healthcare visitor management for clinics and labs

A healthcare visitor management system for everyone who isn't a patient. Vendor reps, contractors, couriers and visitors check in with the right steps, get a photo badge, and your team always knows who is in the building.

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14-day free trial · no credit card · vendor rep, contractor, courier and visitor types set up for you
Returning visitor quick sign-in on the kiosk
Sound familiar?

Where healthcare front desks get stretched

Paper vendor sign-in sheet on the reception counter of a modern medical clinic, with a corridor to exam rooms and the lab behind
  1. A vendor rep walks past the front desk to find a physician.No sign-in, no badge, and no record they were in clinical areas — until someone asks.
  2. A contractor arrives to service equipment in the lab.Lab biosafety guidance expects access to be controlled and everyone entering to be told about the hazards. A clipboard can't show either happened.
  3. Someone the front desk doesn't recognize is in a staff-only corridor.Healthcare workers account for 73% of nonfatal workplace-violence injuries in the U.S. (BLS) — and nobody can say who checked in today.
  4. A courier drops off supplies at the busiest moment of the morning.Patient check-in stops while the front desk works out who the package is for.
How it's solved

Vendor, contractor and courier check-in — at the kiosk

Each of those moments has a check-in step that prevents it — set per visit type, so reps, contractors, couriers and visitors each get the right one while your front desk stays with patients.

  1. A vendor rep walks past the front desk to find a physician.Every rep checked in, badged and on recordReps choose the vendor visit type, find who they're seeing and sign your vendor policy. Their host is notified, a photo badge prints, and the visit is logged.
  2. A contractor arrives to service equipment in the lab.Safety rules and escorts before the labContractors acknowledge your lab safety rules — or watch a short briefing video — before check-in continues, and visit types that need an escort can't finish without one.
  3. Someone the front desk doesn't recognize is in a staff-only corridor.Photo badges and a live rosterBadges carry the visitor's photo, so staff can tell at a glance who belongs. Live Visitors in the Visitor Log — or the evacuation list on the kiosk — shows everyone in the building right now.
  4. A courier drops off supplies at the busiest moment of the morning.Deliveries without the front deskCouriers pick the Delivery type and leave a message; the recipient is notified and the drop lands in the Visitor Log.
Your watchlist, checked at the doorCheck visitors against your own watchlist at check-in. A match holds the visit quietly and alerts the practice manager.
Visitors, not patient recordsCoReceptionist records who visited and why — name, company, host, photo, signature. Patient intake and anything clinical stays in your EHR.
A vendor rep's visit

Checked in and badged in five steps

  1. Kiosk asking the reason for the visit
    01Visit typeVendor rep, contractor, courier or visitor — each answers only what applies.
  2. Kiosk host picker with photos
    02HostThey choose the staff member expecting them; that person is notified.
  3. Visitor signing a policy on the kiosk
    03PolicyYour vendor policy, signed with a finger; a copy is emailed to them.
  4. Kiosk camera taking the visitor's photo
    04PhotoTaken for the photo badge.
  5. Kiosk Thank You screen with a visitor code
    05BadgeVisitor code on screen and the badge prints.
Ready on day one

Your trial starts with healthcare visit types

Every kind of visitor gets its own check-in. These are ready the moment you sign up — adjust any step from the dashboard.

  • Vendor repPharma, device and supply reps
    1. Name & company
    2. Who you're seeing
    3. Watchlist check
    4. Vendor policy
    5. Photo
    6. Badge
  • ContractorEquipment service, IT and facilities
    1. Name & company
    2. Host
    3. Watchlist check
    4. Safety rules
    5. Photo
    6. Escort
    7. Badge
  • CourierSupplies, specimens and deliveries
    1. Courier
    2. Recipient notified
    3. Logged — no badge
  • VisitorInterviews, inspectors and meetings
    1. Name
    2. Host
    3. Photo
    4. Badge
Start with these visit types14 days free · no credit card
The record you keep

What your healthcare visitor log looks like

VisitorCompanyTypeSeeingWatchlistSignedInOut
L. GrantNorthwind MedicalVendor repDr. AlvarezClearVendor policy09:1209:55
P. ShahCrestline ServicesContractorLab manager · escortedClearLab safety rules10:3012:10
M. RuizCoastal CourierCourierLab——11:0511:07
J. Keller—VisitorFront deskHeld · reviewed by practice manager (ref H-0912)—14:2014:31

Illustrative sample with fictional visitors and companies. Your log includes the fields your visit types collect — never health information.

  • Visitor data stored in a U.S. AWS region
  • Encrypted at rest
  • SOC 2 Type II engagement underway
Trust Center →
Getting started

Three steps to your front door

  1. 1Start your trial14 days free, no credit card. Your account opens with 4 healthcare visit types ready to use.
  2. 2Pair a tabletUse any iPad, or an Android tablet on Android 14 or later. Scan the pairing QR code and the kiosk is live. Add a label printer if you want badges.
  3. 3Add your teamAdd the people visitors come to see. They're notified by email, SMS, Slack or Microsoft Teams when someone arrives.

Questions, answered

Is CoReceptionist HIPAA compliant?We don't claim HIPAA compliance and we don't sign business associate agreements. CoReceptionist records who visited — name, company, host, photo, signature — not health information, so keep patient intake and anything clinical in your EHR. Our Security FAQ has the details.
Can vendor reps check in without the front desk?Yes. Reps check in at an iPad or Android kiosk, or from their own phone by QR code. They sign your vendor policy, their host is notified and a photo badge prints — your front desk stays with patients.
Can lab contractors acknowledge safety rules before entering?Yes. Add your lab safety rules as an agreement, or a short briefing video, to the contractor visit type. It must be accepted before check-in continues, and you can require an escort.
Can vendor reps and visitors get different check-in steps?Yes. Each visitor type has its own sign-in form, documents, photo, host and badge settings, so every visitor answers only what applies to them.
Do visitors get a badge?Yes. Badges print at check-in on a Brother QL-820NWB, with the visitor's photo if you turn it on.
Can vendor reps sign our policies at check-in?Yes. Add your policy as an agreement for the vendor visitor type. Reps sign with a finger, get a copy by email, and the signed copy stays with the visit.
Can a family check in together?Yes. With group sign-in on, one person adds everyone with them, and each gets their own badge.
How do we see who is in the building right now?Tick Live Visitors in the Visitor Log, or open the evacuation list on the kiosk, to see everyone on site.

Evaluating Envoy or Sign In Solutions? Compare →

More in our Trust Center and Security FAQ.

Try it at your front door for 14 days

  • 14 days free
  • No credit card
  • Healthcare visit types set up for you
  • Use any iPad or Android tablet
Start free trialor book a 30-minute demo →
Tablet check-in kiosk with a Brother QL-820NWB badge printer on a medical clinic reception counter
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