This nationally recognized children’s hospital has a
rich history of over 125 years of outstanding service
for children in the heart of the Midwest. Families
travel from all 50 states and all over the world to take
advantage of their amazing pediatric care.
Most pediatric hospital in-patient areas are fully
access-controlled and require visitors to pass thru
security checks. With many contractors working
across the campus on any given day, the facilities
team needed a dependable way to identify who
was on site and confirm that each contractor had
completed the hospital’s requirements.
“Whenever Joint Commission shows up, they ask
these questions, ‘Do you know who’s on site? How
are you managing this? How do you control it?’”
stated the VP Facilities Management. The facilities
team had to take multiple steps to produce a current
contractor count or list. The team lacked one reliable
place to check whether an individual had attended
orientation or completed other required steps. The
VP added, “We wanted a foolproof system.”
The existing entry options created friction.
Contractors without a hospital access badge waited
in line at guest check-in, showed identification, and
received a new sticker each day using precious work
time. A standard hospital badge involved a longer
process. Neither approach gave the facilities team
the simple, streamlined, daily view of contractor
activity they wanted.
The hospital selected Soleran’s Site Pass
application and badging system to put a contractor
registration and badging process in place.
Contractors register through a link, attend an
orientation led by the hospital, and complete
the required checks. The facilities coordinator
records completion in the system, authorizes,
and prints contractor badges, and can look up
company information. “If they’ve got a badge,
I know they’ve been here and they’ve been
through orientation. We know they’ve passed
the credential background check,” explained a
Project Manager, Facilities Construction.
Once badged, contractors scan at a SitePass kiosk
when they arrive. Their badges identify them as
contractors and serve as their credentials at entry,
so they do not have to repeat the guest check-in
line each day. The system records check-ins and
gives the facilities team a view of who has checked
in and how many contractors are on site. The
team can pull reports of that data at any time. The
facilities team can also select a maximum check out
time per badge for billing and safety. Credential
status can be tracked with expiration dates. The
team planned to use this for its upcoming flu
vaccination cycle as well. “It’s definitely a time
saver for them, getting in and out every day,”
said Project Manager, Facilities Construction.
The team started with a small group of long-term
contractors to test badge printing, check-ins,
counts, and expired credential behavior before
expanding the process. As the project manager put
it, “Once we got that basics down, we just started
getting guys through here and getting badges
out.”
The facilities team estimated over 120 badges had
been issued to date, with roughly 30 contractors
on site on a typical day. Instead of calling general
contractors for a head count, the team can consult
the check-in record and identify the contractors
who have checked in. “We can tell who’s here
and who’s not here at any given time,” explained
the Project Manager, Facilities Construction. It
can also verify orientation and other recorded
requirements before issuing or maintaining a
badge.
For contractors, the change is felt at the door. The
busy guest check-in line could previously mean a
wait time of at least five to seven minutes before
someone could present identification and receive
a daily sticker. With a contractor badge, they can
proceed to work without repeating that step,
allowing for better control and visibility. “We are
able to control who is on site, and we didn’t have
that process in place prior,” added VP Facilities
Management. The hospital is expanding Site Pass
to other locations in the near future.
Frustrated by costly, inconsistent third-party fire safety inspections, Tampa General Hospital adopted Soleran’s Fire Safety Manager and Permit Manager to bring compliance processes in-house. The solution streamlined inspections, reduced vendor costs, and enhanced transparency, earning praise for its simplicity, organizational efficiency, and seamless integration across 6 campuses.
