Pre-procedure document collection
How do we chase the tests, clearances and forms a procedure requires from the patient and outside providers on the procedure-date clock, so nothing is missing on the day?
Give every required item an owner and a deadline counted back from the procedure. When a procedure is booked, Callvu lists the items the procedure and the patient require (the laboratory and imaging results, the clearance letters, the specialist notes, the pregnancy test, the forms and the authorizations), identifies who holds each (the patient, the primary care office, a specialist, a laboratory, the payer), sends each holder a link with the specific request and the authorization where needed, chases on a schedule that works back from the procedure date, reads each document on arrival and checks it against the requirement (the date within the validity window, the content, the signer), routes a missing item near the date to the pre-admission team in the Decision Desk, and files the complete set to the EHR. Live at Ministry of Health, under national rules outside the US.
Live at Ministry of HealthComplex: multi-party handoffsCallvu moves: chase and verify, write back
Last updated November 7, 2026.
The problem today
The lab result was in the primary care office's system, the fax request was on a desk, and the procedure slot went to waste.
A procedure requires documents from people outside the hospital: the primary care office's labs, the cardiologist's clearance, the imaging report from another facility, the payer's authorization, and from the patient the forms and the tests they must have done. The pre-admission team chases by phone and fax from a list on paper; the items arrive out of order or not at all; the gap is found at the day-before check, when it is too late.
Each item has a validity window (a laboratory result within a set number of days of the procedure, a history and physical within thirty), a required content and signer, and a holder with their own response time. The procedure date is fixed. Counting back from it, each item has a date by which it must be requested and a date by which it must be chased again, and the whole list is a schedule the process can run.
A list on paper is a hope; a list with owners and deadlines is a plan.
How it runs
From the requestto the system of record.
A procedure is booked and the pre-procedure requirements are set (through the pre-surgery intake or the procedure's protocol). Callvu opens one chase per item.
- Patient or guardian
- Completes forms and uploads what they hold through their link, and has the tests done by the dates.
- Outside providers and laboratories
- Return results, clearances and notes through their links.
- Pre-admission team
- Decides missing items near the date in the Decision Desk.
- Callvu
- Lists, assigns holders, requests, chases on the clock, reads and checks, routes and files.
List and assign
The procedure's protocol and the patient's conditions set the required items with their validity windows, content and signers; each is assigned to its holder (the patient, the primary care office, the specialist, the laboratory, the imaging facility, the payer) with a request date and a chase schedule counted back from the procedure date.
Chase and verify
Each holder receives a link with the specific request (the patient's identity, the item, the date range, the format) and the authorization where one is needed; each is chased on the schedule with the case showing what is outstanding and from whom; each document is read on arrival and checked against the requirement: the date within the validity window, the content the protocol needs (the specific test values, the clearance statement), the signer; what is wrong is re-requested with the specifics.
Decide
Items that pass file by rule; a missing or failed item as the date approaches (a result outside the window, a clearance that is conditional, a holder who does not respond) goes to the pre-admission team in the Decision Desk with the schedule and only the allowed outcomes (re-order the test in-house, accept with a clinical note, escalate to the surgeon, or postpone).
File and write back
The complete set is filed to the EHR against the procedure with each item's date, source and check, the requirement list is closed, and the day-of readiness check reads the file rather than a folder.
Where it ends: Every required item was requested from its holder with a deadline counted back from the procedure, chased on the schedule, checked on arrival and filed to the EHR, so the day-before check found a complete file. The Decision Trace shows the requirements, the checks and any decision; the Audit Trace shows each request, chase and arrival 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
The patient through their link for what they hold; providers and laboratories through theirs.
The back office
The pre-admission team decides only missing or failed items near the date; the chase runs without them.
The Decision Desk
- A missing or failed item as the date approaches goes to the pre-admission team in the Decision Desk with the schedule and only re-order in-house, accept with a note, escalate to the surgeon, or postpone.
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, 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
At the Ministry of Health, a new process deploys in about 2 weeks without a new integration, with 3+ fewer touches per process.
HLT-06 · Self-asserted · verified 2026-11-05
Questions
What buyers ask next,answered plainly.
Who is asked for what?
Each item goes to its holder: the primary care office for the labs, the specialist for the clearance, the imaging facility for the report, the payer for the authorization, and the patient only for what they hold, each with a link and a deadline.
How are validity windows handled?
Each result's date is checked against the protocol's window on arrival; a result outside it is re-requested or re-ordered before the date.
What happens when something is still missing?
The pre-admission team decides before the date with the schedule in view: re-order in-house, accept with a note, escalate to the surgeon, or postpone.
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