Insurance card and ID capture
How do we collect the insurance card and photo ID images by text before the visit, read them on arrival, and attach them to the patient record?
Ask by text and read the images when they arrive. Callvu sends the patient a link before the visit to photograph the front and back of the insurance card and the photo ID on their phone, guides each image (the framing, the glare, the readability), reads the card on arrival (the payer, the plan, the member and group identifiers, the copay lines) and the ID (the name and the date of birth) and checks them against the registration record, masks the identifiers in the record, chases a missing or unreadable image until the visit, routes a mismatch between the card, the ID and the record to patient access in the Decision Desk, and attaches the images and the extracted data to the patient record in the EHR with the eligibility check started. Live at Ministry of Health, under national rules outside the US.
Live at Ministry of HealthSimpleCallvu moves: chase and verify, write back
Last updated November 7, 2026.
The problem today
The card was photocopied at the desk, the copy was unreadable, and the claim went out with last year's group number.
Every visit starts with the card. The desk photocopies it, or scans it into a document folder nobody opens, and types the numbers by hand, wrong. The patient who changed plans in January has a new card the record does not know about. The ID is checked by glance. The claim carries the old group number and denies.
The card is data: the payer, the plan, the member and group identifiers, the copays, the claims address; the ID confirms the person. Both can be photographed on a phone before the visit, read by the process, checked against the record and the ID, masked where they are protected, and attached to the record with the data extracted. The desk then has nothing to type.
A card read before the visit is a claim that goes out right.
How it runs
From the requestto the system of record.
A visit is booked or the patient reports a new insurance, and the record lacks current card images. Callvu sends the capture link.
- Patient or guardian
- Photographs the card and the ID on their phone with the guidance.
- Patient access
- Decides mismatches in the Decision Desk.
- Callvu
- Guides the capture, reads the images, checks, masks, chases, routes and attaches.
Chase and verify the images
The patient receives a text with a link to photograph the front and back of the insurance card and the photo ID; each image is guided (the framing, the glare, the focus) and accepted only when readable; a missing image is chased with reminders until the visit.
Read and verify
The card is read on arrival: the payer, the plan name, the member and group identifiers, the subscriber, the copay lines, the claims and the eligibility contacts; the ID is read for the name and the date of birth; each is checked against the registration record (the name, the date of birth, the insurance on file), and a difference (a new plan, a changed identifier, a name mismatch) is classified.
Decide
A card that matches or updates the insurance on file by rule proceeds; a mismatch between the card, the ID and the record (a different person, a dependent on a subscriber's card without the relationship, an unreadable card after retries) goes to patient access in the Decision Desk with the images and only the allowed outcomes (accept with the update, request a new image, or hold for the desk).
Attach and write back
The images and the extracted data are attached to the patient record in the EHR with the identifiers masked in the record and on the screens, the insurance on file is updated where the card changed it, and the eligibility verification process starts with the new data.
Where it ends: The card and the ID arrived before the visit, were read and checked, the record was updated with the identifiers protected, and the eligibility check ran on the right data. The Decision Trace shows the reads, the checks and any decision; the Audit Trace shows the request, each image and the attachment with time.
Runtime enforcement
What is enforcedwhile the work runs.
The regulations preloaded in Callvu Studio and the bank's own policies, applied as steps that run, not lines in a binder. A step that breaks a rule does not run, so a completed run was compliant.
The handoff
Between the front doorand the back office.
The front door
A text with a link; the patient photographs on their phone, with a tablet at the desk as the fallback.
The back office
Patient access decides only mismatches; the record and the eligibility check are updated by the process.
The Decision Desk
- A mismatch between the card, the ID and the record, or an unreadable card after retries, goes to patient access in the Decision Desk with the images and only accept with the update, request a new image, or hold for the desk.
Proof
Live at Ministry of Health.Published results only.
Each result is a published claim, with its code on agents.callvu.com, where its status, source and last verified date are kept.
At the Ministry of Health, patient intake checks that the person is insured, and patient profiles are created and updated in real time.
HLT-04 · Self-asserted · verified 2026-11-05
PHI masking is tested and live.
ENF-08 · Self-asserted · verified 2026-11-02
The Ministry of Health hospital network runs 23 hospitals on Callvu and keeps adding more, with 3x faster procedure approvals, 78% faster patient consent and more than 1M pages of paper eliminated.
HLT-01 · Self-asserted · verified 2026-11-05
Questions
What buyers ask next,answered plainly.
What does the patient do?
Photographs the front and back of the card and the photo ID on their phone from a text link, with guidance on framing and glare, before the visit.
What is read from the card?
The payer, the plan, the member and group identifiers, the subscriber and the copay lines, checked against the record, with the identifiers masked afterwards.
What if the card does not match the record?
Patient access decides with the images: accept with the update, request a new image, or hold for the desk.
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