Business Need
Each day the senior living community began with a steady flow of visitors, loved ones arriving to spend time with residents, caregivers stepping in to provide daily support, and professionals entering to deliver essential services. While these interactions were vital, managing them safely and efficiently had become increasingly challenging.
- The community needed a better way to balance security and hospitality, ensuring residents remained protected while visitors still felt welcomed and respected.
- Outdated manual processes made tracking and auditing difficult, limiting real-time visibility and creating risks during emergencies, compliance checks, and health-related incidents.
- With a wide variety of guests entering the premises, there was a growing need for managing diverse visitor types through structured access levels and proper credential verification.
- Post-pandemic realities brought renewed focus on health and safety screening, demanding faster, more consistent processes that reduced front-desk congestion and minimized human error.
- Clear and timely staff and resident communication became essential to prevent confusion around approved visitors, access restrictions, and security policies.
- Beyond operational efficiency, the community also recognised the importance of addressing social isolation and loneliness, ensuring residents remained emotionally connected through meaningful interactions and engagement.
Together, these needs underscored the requirement for a modern, intelligent approach, one that could seamlessly integrate safety, efficiency, and compassionate care into everyday operations.
Our Solution
- Automated Visitor Registration: Digital check-in helps verify visitor identities and ensure only authorised individuals can enter the community. If unauthorised or banned visitors attempt to sign in, staff can immediately be alerted.
- Real-Time Monitoring: Real-time visitor tracking provides immediate insight into who’s in the community at any given moment. The ability to know exactly who’s on-site enhances security and helps better serve prospective residents and guests.
- Photo Capture: By automatically capturing and storing photos with sign-in records, staff can easily access and review the data whenever needed. This visual documentation not only enhances security but also assures families that the community is proactively taking steps to protect their loved ones.
- Name Badge Printing: Visitor badges make it easy for staff to identify who has checked in and been cleared to enter the community. The use of badges helps create a secure environment while also demonstrating a clear commitment to organised, professional visitor management.
- Credential Verification: By verifying third-party care credentials, communities can ensure that every third-party caregiver and vendor meets essential safety standards and requirements. This includes validating current background checks, insurance coverage, or any additional documentation the community requires.
- Evacuation Management: During an emergency, knowing exactly who is in the building and their specific needs can make a critical difference in evacuation safety. Evacuation lists can be generated from visitor data collected at the kiosk to ensure no one is left behind.
- Community Ratings & Google Review Capture: Upon sign-out, visitors are prompted to leave a review or complete a survey, making it easy to capture feedback on community experiences in real time. This process boosts Google review volume and online visibility, helping attract more prospective residents.
- Resident Loneliness Detection: Through visit data analytics, the platform’s Love Meter feature identifies residents experiencing limited social engagement by tracking visit patterns and calculating “isolation scores”. These insights help staff proactively identify residents who may need more support and take action by coordinating volunteer visits, family outreach, and engagement activities based on resident preferences and needs.
Key Features
- Role management – Users, Super Admins, Corporate Admins, Community Admins, Vendors, Volunteers, SSO Authentication (Secured login)
- Web Dashboard – Multi-lingual support (Spanish, French) & Adaptive designs
- Insight Report at Corporate and Community Level
- Other Reports – Visitor logs, Care report, Questionnaire, Agency Staff, Evac Report
- Customer review & Feedback with RepXL
- Health Screening through multiple-choice questions on Kiosk, mobile, and Dashboard
- Policy Management
- Document Management – Collect, verify, and store required documents for Staff, Family & Friends, Service Providers, and Volunteers
- Fully customizable document approval process
- Set document expiration reminders and alerts
- Review, approve, and report on the submission status of required documents
- Connect – It is a facility communication tool to send important, timely communications to visitors, staff, and residents.
- Family Care Network – Manage the family network for the residents in the communities. Family members will be provided with POA, Visitor, admin, etc., for a resident, and the POA can monitor the visitor traffic of their parent
- Datamart – It is a data warehouse technology implemented to access and manage client data in large repositories, especially used for “Reports”, where Communities can download reports with customised conditions and date ranges, quickly.
The Impact
This is an all-in-one solution designed specifically for senior living communities with the following benefits:
- Seamless visitor and outside caregiver sign-in
- Google review accelerator and family feedback
- Touch-free QR code sign-in via app
- Integrated with all Senior living EHR, CRM, HRIS, and others
- HIPAA-compliant data storage & management
- Advanced third-party care analytics & reporting
- Agree to consent forms & community policies
- Custom printed name badges
- FLEX marketplace
- Vendor Portal – Self Employed & Agency
- Widely speard across the US; and emerged in the CA, since an year