Hospital Security
A hospital presents its own unique set of security challenges. More than any other type of institution, a hospital must convey a sense of safety and security. It is for this reason that the director of security will continually be at odds with administration over the types of security involved, and the visibility levels of that equipment. The security department will inevitably argue in favor of maximum exposure, i.e., security guards, CCTV, card access, etc. Administration will vote in favor of a more discreet security system, reasoning that extreme measures will raise the fears of both the staff and patients. A compromise must be reached between the two departments, one which ensures the security of the hospital without barbed wire fences, guards at every door, or metal detectors at the front door. This article will focus on the simplest and most economical method of upgrading security: High security retrofit cylinders, combined with a comprehensive key control program. An ideal solution to this problem is a high security master key system, incorporating both physical protection and key control. When combined with proper surveillance equipment, and a security department fully aware of potential problem areas, the high security solution provides an economical means of securing the facility. Mechanical door control is more than physically securing each opening. Visiting hours, outside physicians and lucrative items such as computers, expensive medical equipment, and high concentrations of drugs make hospitals a prime target for theft. Some of the priority areas to be focused on included:
- — In most cases, perimeter doors are left open during visiting hours, generally falling somewhere between 8 am and 10 pm. After hours, however, perimeter doors are locked with the main entrance monitored by the registration desk and/or a security guard. A door release system with an electric strike and remote control device is a common method of controlling access. Perimeter keys should be limited to security and maintenance personnel.
- — For obvious reasons, any room where cash is counted and stored should be locked at all times, with extremely tight controls on operating keys.
- — All personnel and patient files are stored here. Computers and other office equipment are also prevalent. Only management and security personnel should have keys accessing these areas.
- — Another obvious security area. Some of the more notable drug abusers in the past few years have been doctors and nurses, so strict key control in these areas is essential. Also, all carts and cabinets outside of the pharmacy which contain pharmaceuticals need to be on the same key system.
- — This area combines the needs of administration and pharmacy. Extremely sensitive patient records, many times pertaining to criminal cases, as well as prescription drugs are kept here. Keys restricted to department and security personnel.
- — One of the worst fears of any hospital is the kidnapping of a newborn from the nursery. While an extremely rare occurrence, the resulting publicity and liability from such a situation would be an absolute nightmare for the institution.
- — This is an area which often gets overlooked, but contains many items which can easily be stolen and just as easily resold. If padlocks are required, they should have the capabilities of being keyed into the existing master key system. No personnel outside of maintenance and security should possess operating keys.
Liability
A subject briefly mentioned, but which is of ever increasing concern to institutions today, is liability. Among the many considerations that go into the development of a strategic framework for today’s businesses are a marketing strategy, a sales plan, goals for manufacturing and/or services, and a solid contingency plan for any deviations from original intentions. Within the contingency plan are programs designed to limit those factors which put the company at risk of losses, both large and small, and especially situations which involve liability and the potential losses associated with litigation. More and more institutions are implementing programs which minimize risks and exposure to liability. The most economical method of accomplishing this is to control the doors at their facilities, along with the people who access them. Security risks and liability can be reduced with the installation of high security cylinders and a sound key control program.
Key Control
Unauthorized key duplication remains as the single most violated security policy in today’s business. Most keys stamped " Do Not Duplicate" or Restricted" mean little or nothing to the non-professional key cutter who regards this as a challenge, not a threat. It is therefore essential that the keying system be unique to its owner and that the key blanks for that system are protected by patent from unauthorized manufacture. In addition, if the key blank or keyway is issued to more than one end-user there is always a possibility that the system could be compromised by careless control of blanks or like key blanks cut to like combinations resulting in duplicate master keys or even duplicate great grand masters. Like key sections issued to end-users, especially within the same geographical boundaries, is a blueprint for disaster and a resulting liability risk for the institution.
Institutional locksmiths face yet another problem: The issuance of keys. In an ideal master key system, various levels of access are assigned according to the level of authority of the key holder. In the real world, everyone and their brother wants a great-grand master key. This usually places the locksmith in the uncomfortable position of arbitrator between administration and security. As a locksmith, you will be doing yourself a big favor if you can explain key control in layman’s terms. Set guidelines for the issuance of original and duplicate keys. Fines for lost keys are recommended, generally in the $10 and $20 range. Explain what is involved in the re-pinning of a cylinder. Remind them of the risks involved with unauthorized door entry. If there is a theft, and everyone in the department had a key to the storage room, it makes it extremely difficult to trace the crime.
Two sets of records should be kept. First, personnel cards with name, address, employee identification number, and number of keys issued. Second, key cards with keyset number (e.g. AA1) and all personnel who have been issued keys under that keyset number.
The locksmith shop is the most important area in maintaining the integrity of any master key and/or key control system. Therefore, strict control of the key blanks and key cutting is mandatory. All key blanks must be kept under lock and key at all times. Under no circumstances should an uncut keyblank leave the locksmith shop. No keys should be cut on site until the proper forms have been filled out and signed by the authorized employee.
At any given point in time an inventory can be taken to ensure that all key blanks can be accounted for. Blanks Ordered = blanks on hand minus cut key forms plus lost key forms plus mis-cut keys.
Locksmiths should have access to the highest level master key, however, this key should not be taken away from the hospital. Keys should be kept in the shop and signed in and out as necessary. No restricted keys are to be cut without authorization.
While the restrictions on the key control policy may seem very strict. If followed properly, it will provide the quickest, surest, and most cost effective method of upgrading the total security of the hospital. If costs allow, the addition of an electronic security system provides the best of both worlds. Along with physical security, the addition of computerized electronics generates the added benefits of audit trails and instantaneous combination changes.
Common sense must prevail in the detailing of a security system in any institution. Communication among all groups involved - administration security and the locksmith department - must be ongoing. Without support and cooperation among all these groups, any security program will die a slow, lingering death. The institutions should insist on intensive training for all employees and regular bulletins and meetings regarding security policies. New employees should of course be educated upon hiring. While normally falling under the responsibility of security, both administration and the locksmith staff should be encouraged to provide constant input. The underlying theme of all information provided should be one of commitment and participation.
Another point that needs to be made to all hospital personnel is that security and convenience are at opposite ends of the scale. As security increases, convenience decreases. Conversely, as the convenience level of a system goes up, security goes down.
Hospital security is a combination of many factors. The proper system, carefully chosen, installed and implemented, combined with employee awareness and education, insure that risks are kept to minimum and protection and safety are the rule rather than the exception.
