You will need to manually check in a visitor in any of the following situations:
• A visitor has multiple visits scheduled for the same day and you want to issue passes for all of the visits at the same time
• A visitor does not have a driver’s license with them
• You are not able to perform an automatic check in, for any reason
Before You Begin
A visitor must have at least one visit scheduled. If a visitor does not have a scheduled visit, follow your Health System’s procedures for issuing a courtesy pass. For more information see Issue a Courtesy Pass.
1 Login to VendorStat with your user name and ID (see Login To VendorStat).
VendorStat displays the Security Home screen. This screen provides a set of buttons that you can use to start the check in process.
2 Click on the Checkin: Manual button.
VendorStat displays the Today’s Visits screen with a Search Visits option. Use the arrow buttons on the list of visitors or the Search Visit option to find a scheduled visit. The following table provides a description of the Search Visit options in the Today’s Visits screen:
|
Search Items |
Description |
|
VendorStat ID # |
Enter the VendorStat ID number for the Vendor Representative. This number was issued when the representative registered with VendorStat. |
|
Visitor Last Name |
Enter the Last Name of the Vendor Representative. |
|
Visitor First Name |
Enter the First Name of the Vendor Representative. |
|
Company Name |
Enter the name of the Vendor Representative’s company. |
|
Sponsor Last Name |
Enter the Last Name of the person sponsoring the visit. |
|
Sponsor First Name |
Enter the First Name of the person sponsoring the visit. |
|
Search Button |
Click on the Search Button to check the list of Today’s Visits. VendorStat displays all of the visits that match your search criteria. |
3 Once you have located the correct appointment from the list of visits, click on the Checkin button next to that visit.
VendorStat displays the Badge screen. Use the instructions on this screen to take a photo of the visitor and copy that photo to VendorStat.
4 Use the camera software to take a photo of the visitor.
a Minimize VendorStat (Internet browser window) on your workstation computer.
Your computer desktop displays the camera software toolbar.
Camera Software Toolbar
b Click on the Record Videos or Capture images button to start the camera software.
The camera software displays a live image from the camera on your computer desktop.
c Have the visitor look at the camera.
View the image on your screen and adjust the position of the camera, as needed.
d In the camera software, click on the Take Photo button.
The camera software captures an image and temporarily stores it in your computer.
Take Picture Button
5 Copy the image to VendorStat.
On your workstation desktop, click on the copyimage.bat icon. This activates a “batch” file automatically copies the image you just captured to a location that VendorStat can access.
Copyimage.bat Icon
|
Note This step copies the image from your computer for temporary use by the VendorStat. |
6 Once you have copied the image, click on the Preview Badge button in the Badge screen.
VendorStat displays the Badge Preview screen. Use this screen to verify the information for the visit, the visitor, and the visit sponsor.
7 When you have verified the information, upload the image to the VendorStat database.
Uploading the scanned image to the VendorStat database allows the system to store the information and simplifies the check in process for that visitor in the future.
a Click the Browse button. VendorStat opens a choose file window.
b Navigate to the c:\scannedimages folder.
c Select the file named Image-A-Face.jpg
d Click on the Open button.VendorStat returns to the Badge Preview Screen.
e Click on the Upload Image Button
8 Collect the visitor’s driver’s license.
Once the Image upload is complete, VendorStat displays a reminder for you to collect the visitor’s license.
|
Note Follow your Health System’s policies and procedures on handling, storing, and safeguarding visitor’s licenses. |
9 Click the OK button.
VendorStat displays the Badge Preview Screen again. Use this screen to review the details of the visit.
10 Click on the Print Badge button.
VendorStat prints the badge and updates the status information on the list of visits.
|
Note If one visitor has multiple visits scheduled for the same day, you can repeat this procedure to print badges and check them in for each visit. Follow your Health System’s procedures for multiple visits. |
11 Present the badge to your visitor.
Follow your Health System’s policy and provide the visitor with any additional instructions, paperwork, etc. that may be required for Vendor Representatives visiting your facility.
For information on how-to use VendorStat to check out a visitor after they finish their visit, see Visitor Check Out.
