BROWNS SHORT BREAK RESPITE
VISITOR MANAGEMENT Case StudyBrief Overview
Browns Short Break Respite Ltd provides care and support to adults with various disabilities in St. Helens and surrounding areas. The organisation offers essential services to vulnerable adults, including one-to-one support, group activities, sleep ins, supported living, domiciliary care and more. They have been a managed print customer of Woodbank Office Solutions now for over 10 years.
Recently, Browns Short Break Respite were looking for a way to enhance data security, create a positive first impression for visitors, and streamline their reception logins.
Here’s how Woodbank supported them in achieving these goals.
The Challenge
Browns Short Break Respite operates a very busy site, welcoming a variety of visitors daily, including vulnerable adults, staff, families, inspectors, and social workers. Previously, they relied on a physical login system which was both time-consuming and did not meet their data security goals. They wanted to improve data security, create a great first impression for visitors, and streamline the login process for staff. During a routine review of their printer requirements, Dave Duffy, their Corporate Account Manager at Woodbank, outlined a fantastic solution.
The Solution
Along with recommending an additional Sharp BP 50-C26 multi-functional device to meet their printing needs, Woodbank introduced the Sharp Optimised Visitor Management (OVM) system. This system is a smart, secure, and user-friendly platform for visitor registration. It not only creates a positive first impression and frees up staff time but also enhances security, compliance, and efficiency by securing visitor data.
Woodbank arranged an on-site demonstration of the OVM system with managers Alan and Amy Brown, showing them how visitors can register, as well as how managers can view logins on the secure mobile app. Impressed with how the system ticked all the boxes, the demo lasted no more than 30 minutes before the solution was agreed upon.
The Results
The installation of the Optimised Visitor Management system was arranged to fit their schedule to minimise disruption and was completed in under an hour. The system was set up and pre-populated with all necessary information by our team so that the implementation was as straightforward as possible.
Benefits seen since implementing the system:
- Improved GDPR Compliance: Login data is now securely stored digitally, with no open logbooks, and is accessible only to authorised members of staff.
- Enhanced Time Management: Staff can optimise their time as visitors log themselves in, and managers can use the OVM mobile app to monitor logins and logouts on the go.
- Positive First Impression: As an organisation serves vulnerable adults, the OVM system demonstrates a commitment to client safety and privacy from the moment visitors arrive.
“The system is brilliant, we’ve no issues at all and have received great feedback from staff. Our Account Manager, Dave is always at the end of the phone if I’ve got any questions or queries. If you’re thinking of working with Woodbank, definitely go for it, you’ve always got ongoing support whenever you need it. They’re transparent and if there is ever a technical issue, they’re very responsive.”
– Alan Brown (Manager)