New patient intake with insurance check
How do we complete a new patient's intake before the first visit with the history, the consents and the insurance captured from the patient, checked, and written to the EHR?
Run the intake as a chain the patient finishes on their phone before they arrive. Callvu prefills the intake from the registration and the referral, presents the history questions the visit type needs (the conditions, the medications, the allergies, the family and social history, the screening questions), chains the consents and the acknowledgments (the privacy notice, the consent to treat, the financial responsibility) with signatures on a controlled screen, captures the insurance card and the member identifier with the images, checks the coverage for active benefits before the visit, chases what is missing on the visit-date clock, routes a flagged answer or a failed coverage check to the right team in the Decision Desk, and writes the history, the consents and the insurance to the EHR so the clinician opens a complete chart. Live at Ministry of Health, under national rules outside the US.
Live at Ministry of HealthSimpleCallvu moves: prefill, chase and verify, write back
Last updated November 7, 2026.
The problem today
The patient filled in the clipboard in the waiting room, the nurse retyped half of it, and the insurance was inactive.
The first visit starts with a clipboard: the history on paper, the consents signed without reading, the insurance card photocopied. The nurse retypes the history into the EHR in the exam room while the clinician waits; the coverage is checked after the visit and the claim denies. The intake is the slowest, least accurate part of the visit, and it happens at the moment the patient is most anxious.
Intake has a structure: the history questions depend on the visit type and the specialty; the consents are legal documents with required content and signatures (the privacy notice acknowledgment, the consent to treat, the financial responsibility); the insurance must be verified for active coverage and benefits before the service; the data goes into the EHR in the fields the clinician uses, not as a scanned image. Each piece can be completed by the patient from home, in order, with the record checked as it arrives.
A complete chart before the visit is the difference between a visit and a data entry session.
How it runs
From the requestto the system of record.
A new patient's first visit is booked (after registration). Callvu opens the intake with the visit type and date and sends the patient the link.
- Patient or guardian
- Completes the history, signs the consents and uploads the insurance card on their phone before the visit.
- Clinical staff
- Review flagged answers in the Decision Desk and open a complete chart.
- Patient access and billing
- Resolve coverage failures in the Decision Desk.
- Callvu
- Prefills, presents the right questions, chains the consents, captures and checks the insurance, chases, routes and writes.
Prefill and present the history
The intake is prefilled from the registration, the referral and any prior records; the history questions for the visit type and specialty are presented (the conditions, the medications with doses, the allergies with reactions, the surgical, family and social history, the screening instruments the visit requires), with each answer validated for the structured fields the EHR uses.
Chain the consents
The consents and acknowledgments are presented in order with the required content (the privacy notice and its acknowledgment, the consent to treat, the financial responsibility and the assignment of benefits, the communication consents), each signed on a controlled screen with the identity checked, and each completion starting the next.
Chase and verify the insurance
The insurance card images and the member identifier are captured on the phone (through the card capture process), read, and the coverage is checked with the payer for active benefits, the plan and the copay before the visit; a missing item (a card image, a signature, an unanswered required question) is chased on the visit-date clock; a flagged clinical answer (a medication interaction, a screening score above the threshold) goes to clinical staff and a failed coverage check to patient access in the Decision Desk, each with only the allowed outcomes.
Write back
The history is written to the EHR in its structured fields, the signed consents are filed to the record, the insurance and the eligibility result are written to the registration and billing record, the patient profile is updated in real time, and the clinician's pre-visit view shows the chart complete.
Where it ends: The patient completed the intake from home in order, the consents are signed and filed, the coverage was checked before the service, and the clinician opened a complete, structured chart in the EHR. The Decision Trace shows the questions presented, the checks and any decision; the Audit Trace shows each step, each signature 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.
The handoff
Between the front doorand the back office.
The front door
The link from the booking; the patient or guardian completes on their phone, with a tablet at the desk for those who arrive without it.
The back office
Clinical staff see flagged answers; patient access sees coverage failures; the clinician opens a complete chart.
The Decision Desk
- A flagged clinical answer goes to clinical staff and a failed coverage check to patient access in the Decision Desk, each with the record and only the allowed outcomes.
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
At the Ministry of Health, a process chains up to five patient forms and signatures and ten internal steps; completing one step starts the next, for example surgery consent starts anesthesia consent and sends the procedure to the approving committee.
HLT-02 · Customer-attested · 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
Questions
What buyers ask next,answered plainly.
What does the patient complete at home?
The history for the visit type in structured fields, the consents in order with signatures, and the insurance card images, on their phone, chased until complete before the visit.
How are the consents handled?
They are chained with the required content (the privacy notice acknowledgment, the consent to treat, the financial responsibility), each signed on a controlled screen with the identity checked, and filed to the EHR.
What if the insurance is inactive?
The eligibility check runs before the visit, and a failure goes to patient access in the Decision Desk to resolve with the patient before the service.
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