New patient registration

How do we register a new patient from the website, the portal or a call with the demographics, the guarantor and the contact details captured once and written to the EHR registration record?

Make registration one screen the patient completes wherever they start. Callvu identifies the person against the master patient index to avoid a duplicate, prefills what the system already holds from a referral or a prior encounter, takes the demographics, the guarantor, the emergency contact, the preferred language and the communication preferences on a secure screen in the patient's channel, validates the identity data against the registration rules (the legal name as on the identity document, the date of birth, the address format, the identifiers), routes a probable duplicate or an identity conflict to registration in the Decision Desk, and writes one registration record to the EHR with the patient profile created in real time. Live at Ministry of Health, under national rules outside the US.

Live at Ministry of HealthSimpleCallvu moves: prefill, write back

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Last updated November 7, 2026.

The problem today

The patient was registered three times under three spellings, and the lab results went to the record nobody was looking at.

Today, without Callvu

Registration is the first record and the one every other record depends on. Taken by phone with a spelling guessed, re-keyed from a paper form at the desk, created again by a department that could not find the first one: the duplicates follow the patient for years, and the clinical risk is real when results and allergies split across records. The demographics also drive billing, so the guarantor and the address errors become denials.

Registration has rules: the identity data elements and their format, the master patient index matching to prevent duplicates, the privacy obligations from the first data point, the guarantor and the financial responsibility, the preferred language and accessibility needs the law requires to be captured, and the EHR as the single registration record. The patient can supply all of it from their phone before anyone types.

One registration, matched and validated, is what the rest of the chart stands on.

How it runs

From the requestto the system of record.

A person starts registration on the website or the portal, calls the access center, or is referred. Callvu matches them and opens the registration.

Patient or guardian: Completes the demographics, the guarantor and the contacts on a secure screen, and uploads the identity document where the policy requires.
Registration staff: Sees the record on a call, sends the link, and decides duplicates and conflicts in the Decision Desk.
Callvu: Matches against the index, prefills, validates, routes and writes.

Match and prefill
The person's name, date of birth, contact and any identifier are matched against the master patient index; an existing record is prefilled rather than recreated; a referral's data or a prior encounter's data prefills the rest, and the patient confirms instead of retyping.
Complete on a secure screen
The demographics (the legal name, the date of birth, the sex and gender identity fields the policy captures, the address, the identifiers), the guarantor and the financial responsibility, the emergency contact, the preferred language, the accessibility needs and the communication preferences are completed on a secure screen in the patient's channel; the identity document is uploaded and read where the policy requires it.
Validate and decide
The entries are validated against the registration rules (the name as on the document, the date format, the address against the postal reference, the identifier's format, the guarantor's relationship); a probable duplicate from the index, an identity conflict between the entries and the document, or a minor without a guardian goes to registration in the Decision Desk with the match candidates and only the allowed outcomes (merge to the existing record, create new with the reason, or hold).
Write back
One registration record is written to the EHR with the patient profile created in real time, the privacy notice process and the consent to treat process are triggered, the portal account is offered, and the record is ready for scheduling and insurance verification.

Where it ends: The patient was registered once, matched against the index and validated, from whichever channel they started, with the EHR holding the single record every later process will use. The Decision Trace shows the match, the validations and any decision; the Audit Trace shows the entries, the document and the write.

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.

Regulations

US requirements shown. Ministry of Health runs this process under national rules outside the US; Callvu loads each market's rules as policies the same way.

HIPAA Privacy and Security Rules (45 CFR 164.502, 164.520 and 164.312): Registration data is protected health information from the first data point; the privacy notice must be provided at the first service delivery with a good faith effort to obtain the acknowledgment, the data is collected and used under the minimum necessary standard, and the electronic capture must meet the access control, integrity and transmission security safeguards.
Patient identification and master patient index standards (the Joint Commission NPSG.01.01.01 two-identifier rule, the ONC patient matching guidance): At least two identifiers are used to identify a patient, the registration data elements (legal name, date of birth, sex, address, phone) are captured in the standard format to support matching, and probable duplicates are resolved before a new record is created, since duplicate records are a recognized patient safety risk.
Language access and nondiscrimination rules (Section 1557 of the ACA, 45 CFR 92; Title VI) and state registration requirements: The preferred language and any communication needs are captured at registration so interpreter services and accessible communications are provided; state rules may add required fields (race and ethnicity reporting, guarantor details) to the registration record.

Company policies

Every registration is matched against the master patient index before a record is created; a probable duplicate is decided by a person.
The patient completes the registration on a secure screen in their channel; staff send links rather than type.
The preferred language and accessibility needs are captured with the demographics, not later.
The EHR is the system of record; one registration record per patient.

Controls

Master patient index matching.
Prefill from referrals and prior encounters.
Secure capture with identity document reading.
Registration rule validation.
Decision Desk for duplicates and conflicts.
Real-time EHR profile creation and downstream triggers.

Clocks and deadlines

Registration before the visit: Completed from the booking, chased with reminders until done, so the visit starts with the record.
Privacy notice: Provided at the first service delivery, triggered from the registration.

Documents and checks

The index match result
The registration entries and the identity document
The validations and any decision
The EHR registration record

In the Decision Trace

The match candidates and the resolution.
The validations.
Any decision and the person.

In the Audit Trace

The entries with channel and time.
The document upload.
The write and the triggers.

The handoff

Between the front doorand the back office.

The front door

The website, the portal or a call with a link; the patient or guardian completes on a secure screen.

The back office

Registration staff decide only duplicates and conflicts; the EHR holds one record.

The Decision Desk

A probable duplicate, an identity conflict with the document, or a minor without a guardian goes to registration in the Decision Desk with the candidates and only merge, create with reason, or hold.

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

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

At the Ministry of Health, Callvu integrated with very old legacy systems at several hospitals, and brings ERP, CRM and EHR data into one experience.

HLT-05 · Customer-attested · verified 2026-11-05

Questions

What buyers ask next,answered plainly.

How are duplicates prevented?

Every registration is matched against the master patient index first; an existing record is prefilled, and a probable duplicate goes to registration staff to merge or create with a reason.

What does the patient provide?

The demographics, the guarantor and financial responsibility, the emergency contact, the preferred language and accessibility needs, and the identity document where required, on a secure screen in their own channel.

Where does the record go?

To the EHR as the single registration record, with the patient profile created in real time and the privacy notice and consent processes triggered.

Related processes

New patient intake with insurance check Insurance eligibility verification Pre-registration for scheduled services Demographic and insurance updates Try it in the sandbox All healthcare processes

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