Caresoft VMS is a hospital visitor management system. Visitors scan a QR code at the gate, verify their mobile number over WhatsApp and receive a digital gate pass tied to a patient, ward and bed. Security scans the pass to record entry and exit, so the hospital always knows who is inside.
The same flow works at the main gate, the OPD block and the ICU lobby. Each gate has its own QR, so you always know where a visitor came in.
A printed poster at every entry point. No app to download, no counter to queue at.
Name and mobile number, then a one-time password on WhatsApp. Email stays optional.
Enter the UHID and the patient name, ward and bed come back from the HIS. Ward limits apply automatically.
A pass with a QR appears on the phone. Security scans it to mark entry, and again on the way out.
Caresoft runs the platform. Each hospital runs its own tenant. Gate staff only ever see the one screen they need at 3 AM.
Onboard hospitals, set the subscription window, switch the HIS link on.
The medical superintendent's view of who is inside, where and for how long.
One screen, large buttons, works on a tablet or an old desktop with a barcode scanner.
Every visitor record carries a verified mobile number. Rate limited, with an SMS fallback.
Two attendants in the general ward, one in the ICU. The system refuses the third pass instead of the guard arguing about it.
An hour for a ward visit, twelve for a bystander. Passes expire on their own and show up on the overstay report.
Actual duration per visitor, not a signature in a register. Contact tracing takes one search.
Anyone who has caused trouble is refused at self-registration and at the desk, with the reason on record.
Your registration screen is the highest-traffic surface in the hospital. Put camps, packages and infection-control messages on it.
Day, purpose, ward, gate, peak hour, repeat visitors, overstays. Filter and export the raw log.
Who issued which pass, who allowed entry, who denied it, from which IP.
Separate QR per gate, separate tenants per unit, one platform view for the group.
A visitor types a UHID. The name, ward, bed and treating doctor come back from the HIS in the same second, so nobody guesses a bed number and no attendant walks into the wrong ward.
Each issued pass is pushed back into the HIS visitor log, and again when the visitor leaves. Turn the link off and the same screens keep working on manual entry.
A hospital visitor management system replaces the paper visitor register at the gate with a digital record. Visitors register themselves, their identity is verified, and they receive a time-limited gate pass linked to the patient they are visiting. Security staff scan the pass to record entry and exit, so the hospital knows who is inside the building, which ward they are in, and how long they have been there.
No. The visitor scans a QR code printed on a poster at the gate, which opens a web page in the phone browser. They enter their name and mobile number, confirm an OTP sent over WhatsApp, and the gate pass appears on screen. No app install and no account are required. Visitors without a smartphone are registered at the security desk instead.
After the visitor enters a mobile number, the system sends a one-time password to that number through the WhatsApp Business API using an approved message template. The visitor types the code back into the registration page. Because the OTP is delivered to the phone itself, the recorded number is proven to belong to the person at the gate, which is what makes the visitor log usable later.
Yes. A limit can be set per ward, and Caresoft VMS also reads the limit from the hospital information system when the two are integrated. The system counts both visitors currently inside and visitors holding a valid unused pass, so an ICU set to one attendant cannot have two people collect passes and arrive together. Once the limit is reached, further passes are refused until someone exits.
The visitor system calls the HIS over a small set of read-only endpoints. When a visitor types a UHID, the HIS returns the patient name, ward, bed, treating doctor and the number of attendants allowed. Ward and doctor masters are pulled the same way, and each issued pass is written back to a visitor log inside the HIS. If the HIS is unreachable, registration continues with details typed by hand.
Typical reports cover day-wise footfall, purpose-wise and ward-wise visitor counts, gate-wise split, peak hours for staffing decisions, repeat visitors, and anyone currently overstaying their pass validity. Caresoft VMS provides all of these with date filters, a printable view and CSV export, plus a live count of everyone inside the building at that moment.
Yes. Because every entry is tied to a patient, a ward and a bed with timestamps, the hospital can answer contact-tracing questions directly: who visited a given ward on a given day, how long they stayed, and how to reach them. Ward-wise visitor caps and visiting-hour windows also reduce crowding in high-risk areas such as ICU and post-operative wards.
About thirty seconds in normal use: scan the QR code, enter name and mobile number, confirm the WhatsApp OTP, select the patient and purpose. Repeat visitors are faster because their details are already on record. The gate itself moves faster still, since the security guard only scans a code rather than writing entries into a register by hand.
The gate console and the visitor registration page both run over the hospital network, so connectivity is required at the gate. Nothing needs to reach the public internet except WhatsApp OTP delivery. QR codes are generated on the server itself, so the system works inside networks that block outbound traffic, which is common in hospital DMZs.
Hospital visitor management software in India is usually licensed per facility per year, with the price scaling by bed count, number of gates and number of operator logins. Caresoft VMS follows the same model and is quoted per hospital; hospitals already running Caresoft HIS use the same integration at no additional integration cost. Contact Caresoft for current pricing.
Twenty minutes on a call. We will set up a trial tenant with your ward list, print a gate QR for you and show the MIS the superintendent will actually open.
Already a Caresoft HIS hospital? The patient lookup is a configuration change, not a project.