THE COMPLETE GUIDE TO Enhancing Security & Managing Access · Key Cards, Swipe Badges, or Fobs Key...

Enhancing Security & Managing Access

THE COMPLETE GUIDE TO

in Urgent Care Facilities

+1 (877) 254 5625 remotelock.com

Why Creating a Secure Environment is Important for Urgent Care ClinicsMedical facilities operate on security, from securing personal health information to prescription drugs.

There are plenty of complicated regulations that physicians, employees, and clinic staff members have to

comply with, but creating a safe environment is easier than you might think.

Today’s versatile smart lock technology and secure, cloud-based systems make protecting the most valu-

able information and assets in your clinic almost effortless. Advanced access control systems can be used

to manage access to more than just entryways.

While protecting patients’ physical well-being and personal information are the main objectives of medical care providers and the regulations that oversee them, providing a streamlined and convenient experience is also top-of-mind for many. One of the most persistent concerns is how to protect assets and people from security threats — both internal and external.


Ensuring Patient Privacy and Safety

Patients need to know that their personal information and their physical well-being are in good hands

when they visit an urgent care clinic. Having locked doors between the lobby and exam areas ensures that

patients only have access when and where they should. Staff members or physicians can escort patients

towards the treatment areas using an access code or swipe card. Restricting who has access to these areas

of care clinics also creates a more appropriate setting for doctor-patient interactions, which can help put

patients at ease.

Patient privacy extends beyond the exam room. With paper filing systems on their way out, it’s easier to

store patient information; however, there are still cyber and physical threats to computers and IT systems.

These areas within an urgent care clinic still need to be safeguarded from anyone that might want to pry.

Cloud-based access control systems are reliable, secure ways to monitor and grant access to IT areas —

creating an extra layer of security surrounding patient information.


Although computers and software systems may be password-protected, there may be paper documents

that administrators and physicians need to keep private. Often, health history surveys and patient intake

forms are collected on paper. Physicians and administrative staff need private spaces to review and elec-

tronically document this information. Making sure only employees have access to administrative areas,

offices, and employee lounges further protects any private information.

Protecting the Clinic’s Assets and Inventory

Equipment

Protecting machines from mischievous children, curious patients,

or staff members that aren’t properly trained to operate them can

prolong the life of the equipment and keep visitors safe. Once a clinic

staff member requests use of the equipment, their credentials can be

given access or a temporary code can be administered. Usage can

be tied to access, so there’s a count of how often equipment is used

and tests are run. This knowledge can guide decisions about when to

invest in additional machines due to demand or replace due to wear.


Supplies and Medications

In addition to equipment, medical clinics are often stocked with

prescription drugs and medicine. While these storage areas are

almost always locked, security can be taken a step further by tracking

access. With the right access control software, codes can be admin-

istered on an individual basis and records of attempted access can

be documented in a centralized dashboard. Unique credentials not

only improves safety, but it holds staff members accountable for their

actions. Clinic managers will quickly know if there’s any misconduct

based on inventory levels and who had accessed these supplies.

Upgrade Your Urgent Care Clinic’s Access Control and Security

RemoteLock supports any access control need. From entryways that use sliding doors to small medicine

cabinets or drawers, our EdgeState platform is compatible with existing lock systems and offers a more

sophisticated method for access control.

https://shop.remotelock.com/collections/all-locks


Ways to Heighten Security Without Sacrificing Patient ExperienceUrgent care clinics have to create an evironment that balances privacy, security, and exceptional patient-

care. Urgent care clinics that have locations in highly-trafficked shopping centers, offer extended hours,

and take walk-in appointments are convenient for patients. However, these factors also create persistent

concerns about how to protect assets, employees, and patients from external security threats.

Here are some ways to enhance security while preserving a retail-like experience for patients that revolves

around quality and convenience.

Discreetly Deter Theft and Misbehavior

The physical presence of a security guard or video cameras can be

enough to stop both employee and external offenses, but these can

create anxiety among patients (and are costly to maintain). Instead,

find discreet ways to signal that security is taken seriously. Signs

regarding limited access to prescription drugs or cash and the pres-

ence of a high-quality locks on every door can also ward off threats.


Control Access to Restricted Areas of Your Clinic

Expensive equipment, medical supplies and prescription drugs all need to be protected from theft and

misuse. Given the fast-paced, ever-changing environment of urgent care clinics, clinic managers need a

system that streamlines access management — whether it’s changing access to level, setting it to a specific

schedule, or completely revoking it. Invalidating credentials for former employees or scheduling tempo-

rary access for employees (like contract nurses or traveling pharmacists) can help keep your facility secure

at all times. A sophisticated access system lets clinic managers control multiple credential types individu-

ally, behind-the-scenes, and almost instantaneously.

Document and Train Staff on Safety Procedures

“Expect the unexpected” are, unfortunately, words to live by for

urgent care managers. Urgent care clinics aren’t immune to facing

disgruntled employees, volatile patients, or indiscriminate wrong-

doers. Training employees to be on the lookout for suspicious or

erratic behavior — and how to respond — can be key to quickly

deescalating and preventing dangerous situations.

Keep a Log of Access Records to Audit History

The ability, not only, to control who has access to restricted areas of

a medical clinic, but also to track when these areas were accessed is

a powerful way to prevent issues. Smart locks should be integrated

with a cloud-based control system that stores access information. A

log of who accessed what, when that area was accessed, and who

issued or changed a credential or access permission, is important for

holding employees accountable. Individually-administered creden-

tials and a centralized dashboard that documents access activity

makes it easy to keep a watchful eye on what’s going on in your clinic,

even when you aren’t there.


Three of the Best Ways to Manage Access for Urgent Care ClinicsThere are a number of solutions available for managing entry into and within an urgent care clinic, but not

all can keep up with the security and safety needs of a medical facility.

Key Cards, Swipe Badges, or Fobs

Key cards systems use magnetic stripe of RFID cards to grant access, which can

become damaged or demagnetized. One of the biggest downsides to key cards,

fobs, and badges is that they can be lost, stolen, or lent to people that shouldn’t be

using them. Urgent care clinic managers rely on their staff to keep up with their own

cards and promptly report when theirs is missing.

Mobile Credentials

The newest wave of smart lock access uses mobile devices and

bluetooth technology to unlock doors. The use of mobile devices

still allows access to be issued on an individual basis. Employees

are basically supplying their own physical token for entry, so

urgent care clinics don’t need to purchase cards or fobs, and

people are less inclined to lend their mobile device to someone

in order to share access.

However, many medical facilities are already using some sort of identification card that can also serve as

an access credential. Including the person’s photo on an access card can act as a deterrent for anyone that

might want to steal someone else’s card. Tying credentials to a specific individuals and tracking usage also

gives more visibility into access and helps hold everyone accountable for the use of their credential.


However, urgent care clinics might need to consider patient experience when it comes to using mobile

devices as access credentials. Although doors can be unlocked with a phone that’s still in someone’s

pocket, employees need to be cognizant of their phone settings if they have their phone with them while

interacting with patients. Any audible ringing or phone vibration may irritate patients.

Smart Locks with a Cloud-Based Access Control System

Internet-connected door locks and access systems are quickly

gaining popularity — and for good reason. The most secure, efficient,

and cost-effective way to control access to an urgent care clinic is

through the use of smart locks and an access control system. They

offer convenient and low-maintenance solutions, and can even be

integrated with existing locks. The right access control system can

also handle non-traditional door types, like medicine cabinets or

drawers and supply closets.


Why Do Urgent Care Clinics Need Electronic Access Controls?

Keys Create Vulnerabilities, Especially for Urgent Care Clinics

Because of expanding regulations and growing security and privacy concerns, keys are starting to make

less sense for urgent care clinics. No matter the size of the clinic, it’s important to find an access control

method that delivers convenience and security. The most obvious downfall of using a traditional lock and

key system to secure your urgent care clinic is the security risk it creates — employees sharing, losing, or

copying keys leaves urgent care clinics vulnerable to theft. Mitigating this risk and maintaining patient and

staff safety is costly when using keys. Any time a single key goes missing, all keys have to be replaced and

locks have to be rekeyed or replaced. Clinics not only need to account for the cost of rekeying or replacing

locks, but also time lost collecting and redistributing the new keys to the correct employees.

Revoking access as a result of terminated employment is an additional complication. Electronic smart

locks not only streamline these procedures, but also mitigate security risks. Even with physical credentials,

like fobs or prox cards, a sophisticated access control system will let managers deactivate or revoke access

in an instant.

Smart locks have become trusted methods of electronic entry; however, it’s often difficult to know what

will be the best system for an urgent care clinic.

Consider:• The number of creden-

tials you will need to manage or purchase if using physical devices.

• If staff members will be inclined to keep their credential with them throughout the day.

• The different types of entryways and what kind of locks are already in use.


Don’t Let Dead Batteries Lock You Out of Your Urgent Care Clinic

Have an Access Control System that Checks the Batteries for You

If you manage multiple, dispersed urgent care locations, checking each smart lock may not

be the most efficient method to ensure the batteries don’t die. Smart locks managed by a

cloud-based access control system can be set up to send alerts when the batteries are low.

Urgent care clinic managers just have to be diligent about replacing batteries when they

receive the alerts.

Keyless entry and smart lock systems offer security and convenience you

don’t get with traditional lock and key systems. The benefits are ampli-

fied when used for urgent care clinics, where managing individual keys

for any number of doors, supply closets, and medicine cabinets can be

difficult. Although smart lock systems are reliable there comes a time, as

with any electronic device, that the power source begins to die.

Regularly Check Your Smart Lock Batteries

For urgent care clinics, it can be easy enough to perform regular battery

checks on your smart locks. If staff members start to report delayed

responses in recognizing access codes, it could mean that your smart

lock batteries are nearing the end of their life. Regular battery checks can

catch weak batteries before they completely give out.


Choose Smarter Smart Locks

Some smart locks save battery power by going into standby mode

when not in use.

Rather than constantly being connected to WiFi and checking for new codes or commands, locks will be in standby mode until a “heartbeat” wakes them up to check for updates or a user presses a key.

This method ensures extended battery life for smart locks at urgent

care clinics, since there are usually off-peak hours when access isn’t

needed as frequently.

Have a Backup Method for Unlocking Your Smart Lock

While smart locks are primarily controlled by a cloud-based access control system, most smart locks

have a deadbolt that can be manually overridden with a key. While it’s not ideal to have to manage keys

for every entry, closet, and cabinet door in an urgent care clinic, having a key ensures that the clinic

manager can always gain access to a space in case the batteries have died.


The Benefits of Using a More Sophisticated Access Control SystemThe modern technology used in urgent care doesn’t need to stop with medicine. An often overlooked

facet of operating an urgent care facility is how employees and physicians gain access to the building and

various areas within the clinic. Most still use a traditional lock and key system for securing doors despite

its deficiencies in security and convenience. Sophisticated access control systems will let urgent care

managers secure all door types, from sliding glass entry doors and elevators to medical supply cabinets

and drawers, while providing additional operational efficiencies and benefits.

There are Faster and More Versatile Credential Types Available

Things tend to move fast in medical clinics. People know how to use keys, but what slows employees and

physicians down is having to keep track of multiple keys and finding the right one on their key rings. Pin

codes, swipe cards, fobs, and biometric readers are all quicker, more reliable, and more secure types of

access credentials. Not to mention they are easier for users to keep track of. The technology that powers

smart locks can be easily programmed to grant or deny access to multiple types of doors — from exterior

entryways to elevators to parking gates.


Smart Locks Can Control Various Levels of Access

It’s impossible to provide each employee with a customized level

access without a mess of jangling keys in their pocket. At urgent care

clinics, there’s a need to create a hierarchy of access depending on

the employee’s role. Physicians may need to access closets where

medicine is stored. Operations managers should be able to access

every area but the medicine closet. An access control system makes it

feasible to manage different levels access for those roles.

Managing Access to Multiple Locations

Streamlining how physicians, staff, and maintenance crews get access to multiple clinic locations isn’t

easy when expanding your practice. Traditional locks require managing dozens — or hundreds depending

on the scale of your clinic — of physical keys and are a huge security liability. Keys can be lost, stolen,

or copied. And mitigating security risks in these events is costly and time-consuming, which involves

changing or rekeying locks and distributing new keys.

Smart locks are practical answers to managing access across multiple locations. They are just as reliable

as keys when it comes to unlocking a door, but since they are electronically managed, they are the more

secure and manageable solution. Credentials or codes can be programmed for various levels of access

and can be scheduled for specific times. Roles can be assigned to give access for one, a few, or all entry

points and interior doors within any number of clinics. For example, clinic managers can fulfill requests for

short- or long-term access to third-party maintenance or cleaning crews without having to be physically

present at that location. With the right software, it’s easy to create an access hierarchy and schedule that

ensures physicians and employees have access when and where they need it.

https://shop.remotelock.com/collections/all-locks


Upgrade Your Access Control System to Streamline Staff Scheduling

Advanced access control not only protects assets and people, but it also creates efficiencies in the way

your urgent care clinic operates. Cloud-based access control systems with have methods that let you

easily integrate with existing HR and scheduling software systems. Schedulers are able to assign shifts

and administer access codes in one place. Codes can automatically be created for universal clinic access

or limited access, depending on the employee’s role, position, and work hours. A single access control

system also simplifies procedures for handling employee turnover or termination, since codes can be

revoked in an instant.

As practices grow, physicians and staff members often start to serve patients from multiple locations.

Keeping locations secure, but making sure staff, physicians, and maintenance know when and where to

be are critical to successful operations. With software that lets you connect to existing scheduling and

communications systems, you can let employees know where they are expected to be and the codes

they need to access these locations. When scheduling across multiple locations is simplified, operational

employees can shift their focus to improving other processes.


Monitoring Activity When You Aren’t Physically Present

As your clinic or practice expands, time is likely to get split between

multiple locations. Overseeing multiple locations can be tough if

there’s not a dedicated person to monitor activity and operations

at each one. Modern-day access control software lets you remotely

monitor activity from a centralized dashboard. The ability to grant,

deny, or completely revoke access from cloud-based software on

your smartphone or computer ensures that each location remains

secure and protected.

As your practice grows, you might encounter several operational

or security issues. Smart locks and access control software provide

practical solutions for a variety of these growth-related obstacles.

Controlling Access for Deliveries and Maintenance or Cleaning Crews

The ability to grant access on a one-off basis can be used for deliv-

eries or service technicians. Access can be scheduled for specific

time periods, so clinic managers can know third-party access is

restricted to only when and where it’s needed. The ability to receive

alerts when credentials are used lets you know when a job is started.

Controlling and monitoring access from a single dashboard is an

additional safeguard to protecting physicians, staff, patients, equip-

ment, and medical supplies.

No security system is impenetrable, so it’s important to find the best solution for your urgent care clinic based on needs.


At a minimum, access control for should be easily managed, reliable, and scalable. Medical providers

need to consider their current, as well as future, facility size and patient flow. No matter the solution,

having a multi-faceted security program is key to protecting staff members, patients, and physical assets,

upgrading access control is just one safeguard to ensuring this.

When you are ready to upgrade your urgent care clinic’s access control system, consider the following:

• What types of existing lock and access control systems do you have in place already?

• Have you identified vulnerabilities and high-risk areas at your clinic?

• Do you need a single, unified system that controls a variety of doors like sliding glass, medicine cabinets, or elevators doors?

• Does the system have the ability to remotely and instanta-neously lock or unlock any door in case of emergency?

• How many unique codes or credentials can be used at one time?

• Are you able to track access on an individual basis?


RemoteLock is the leader in Wi-Fi enabled smart locks and access controls systems.

This combination gives enables urgent care clinics a streamlined method to

administering and monitoring access to multiple door types and locations.

EdgeState is our cloud-based, smart lock software that gives clinic managers

complete control over access — from a single dashboard. An open API and

compatibility with Wi-Fi, Z-Wave, or any other brand of connected lock means

you can manage access to multiple clinic locations, even worldwide, and use

the credentials that work best for your staff. A robust set of integrations, access

notifications and history, and a centralized platform makes EdgeState the ideal, automated solution that

can scale and be tailored to your urgent care clinics’ needs.

Contact a RemoteLock representative to see how EdgeState can help your

organization remotely control and manage access.

RemoteLock North American HQ 2170 South Delaware St. Denver, CO 80223 U.S.A. +1 877 254 5625

RemoteLock European HQ European Distribution SmartLock Europe Ltd. United Kingdom +44 1273 930 304

RemoteLock Japan HQ Kozo Keikaku Engineering Incorporated 4-5-3 Chuo, Nakano-Ku, Tokyo 164-0011, Japan +81 3 5342 1026

https://www.remotelock.com/urgent-care

THE COMPLETE GUIDE TO Enhancing Security & Managing Access · Key Cards, Swipe Badges, or Fobs Key...

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