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Visitor booking system for care
Access Collins is a care home visit booking system that enables you to manage visitor bookings ensure appropriate buffer times between visits to ensure safety and comfort for residents and staff.
The software keeps your clients connected to their loved ones, whilst ensuring your visitor levels are properly managed.
Care Home Visit Booking System
A care home visit booking system is a digital solution that enables families, friends and other visitors to find, book and manage their visit slots entirely online without the need to call ahead or rely on busy reception staff to coordinate arrangements on their behalf.
The system replaces paper-based visitor logs and manual phone bookings with an automated, self-service portal. Visitors can view available time slots, make a booking, and receive confirmation - all in a matter of minutes.
Care home managers can set pre-defined rules within the system, such as maximum visitor numbers at any one time and mandatory buffer periods between visits, ensuring that resident safety and comfort are always protected.
Rather than fielding a constant stream of phone calls and emails to schedule or reschedule visits, the system handles this automatically, freeing up valuable time that can be redirected towards delivering high-quality, person-centred care. Staff gain a real-time view of the full visitor roster at any point during the day, giving them the visibility they need to plan ahead and manage visitor flow effectively.
Beyond day-to-day convenience, a care home visit booking system plays an important role in safety and compliance. Digital records of every visit are stored securely, supporting GDPR requirements and providing clear audit trails that can be produced quickly during CQC inspections. In the event of an emergency such as a fire evacuation, staff can instantly access an accurate, up-to-date list of everyone on site, something paper logbooks simply cannot reliably provide.
The system also supports video call bookings, ensuring residents stay connected with loved ones regardless of whether an in-person visit is possible. Whether you manage a single care home or a multi-site operation, a visit booking system brings structure, transparency and peace of mind to one of the most important aspects of residential care.
Visitor Booking System
- Create buffer times to allow a suitable gap between visitors
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Control numbers by setting how many people can visit at one time
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Direct booking system means that users can book their visit automatically, rather than booking over the phone
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Disclaimer option for users to declare they do not present COVID-19 symptoms
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Real-time system so carers can view the most up to date roster of visitors
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Easily edited to update policies, such as 'no longer needing to social distance'
Mastering care delivery with AI
Access Evo is built into your Access care products and, therefore, the heart of your care organisation, providing a software experience to enhance outcomes and provide better personalised and preventative care.
Keeping residents connected to loved ones
Video call booking system
Video calls can be booked through Access Collins as well as visits. Video calls are a great alternative to in-person visits in the current climate and also provide more connection for residents with their loved ones.
Video calls can be scheduled based on how many tablets are available within your care organisation.
Collins is not a video calling platform, therefore video calls can be made for any platform such as Skype or Zoom leaving it up to your care organisations' preference.
Automated system for booking in video calls, just like in-person visits. Real-time system so carers can see the roster at any time ensuring no resident misses their video call.
See the software so many organisations use to deliver the highest quality care
Care Home Visit Booking System FAQs
Visitor booking system for care
What is a visitor booking system for care, and who is it for?
A visitor booking system for care is software that allows family members and friends to find, book, and manage visit slots at a care setting entirely online, without needing to call or email the home.
Visitor management software for care is predominantly used in residential care (nursing homes and care homes) but can also be useful in other care settings, such as supported living.
Whether you operate a care home, nursing home, or care in another setting, The Access Group has the solution you need to manage and improve your care services.
How do you manage visitors with software?
You can manage visitors with software by using a visitor management system to allow visitors to find, book and change their visit slots via an online portal, with inbuilt and customizable rules to ensure visitor numbers are kept to a safe and manageable level.
What key features does the system include?
- Direct online booking - a direct booking system means that users can book their visit automatically, rather than booking over the phone.
- Real-time roster visibility - a real-time system so care teams can view the most up-to-date roster of visitors at any time.
- Video call scheduling - an automated system for booking in video calls, just like in-person visits, with a real-time system so carers can see the roster at any time, ensuring no resident misses their video call.
- Customisable policies - the system is easily edited to update policies, such as no longer needing to social distance.
- Buffer periods - pre-set 'buffer periods' allow you to set a safe gap between visitors.
How does it reduce the administrative burden on care staff?
One of the most significant operational benefits is the time saved by care teams. By automating visitor bookings, staff no longer need to field booking queries over the phone or email, and do not need to spend valuable time scheduling and rescheduling visits.
Visitor management software enables managers of care services or other personnel to easily schedule visitors with conditions and constraints according to pre-set rules.This means staff can focus on delivering high-quality care rather than managing administrative tasks.
What are the benefits for residents and their families?
Access Collins enables you to automate visitor bookings so you can manage visitor numbers and ensure appropriate buffer times between visits to ensure safety and comfort for residents and staff, keeping your clients connected to their loved ones, whilst ensuring your visitor levels are properly managed.
For families, the ability to book, view, and amend visits online at any time means greater flexibility and peace of mind.
Visitors can book directly online, reducing admin pressure on care staff. This results in a smoother, more reliable visiting experience that supports residents' wellbeing and social connections.
Complete care suite to deliver Outstanding residential care
Whether you operate a care home, nursing home or care in another setting, The Access Group has the solution you need to manage and improve your care services. We've been providing software to residential care providers since 1999 and have continuously adapted, expanded and improved the solutions we offer to ensure our customers have the best tools available to meet the challenges they face and will face in the future.
With flexible solutions to manage medicines, care planning, compliance, training and more, The Access Group can give you the solution to address a specific need, or the complete solution to fully digitise your care service.
Our solutions are ISO 27001 security and Information Governance Standards compliant, with varying degrees of access control for different users to ensure data security without compromising ease of use and accessibility.
