Pre-registration for scheduled services

How do we pre-register a patient for a scheduled service so the demographics, the coverage, the forms and the copay are completed before arrival and filed to the EHR?

Finish the front desk's work before the patient reaches it. When a service is booked, Callvu prefills the pre-registration from the EHR, asks the patient to confirm the demographics and the insurance (with the card captured where changed), runs the eligibility check and computes the expected copay or share, presents the forms the service requires (the consents, the questionnaires, the authorizations) for completion and signature, takes the copay on a secure screen where the policy collects it in advance, chases each missing item on the arrival-date clock, routes a failed check or an unsigned required form to patient access in the Decision Desk, and files everything to the EHR so arrival is an identity check and a seat. Live at Ministry of Health, under national rules outside the US.

Live at Ministry of HealthSimpleCallvu moves: prefill, chase and verify, write back

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Last updated November 7, 2026.

The problem today

Forty patients arrived at seven in the morning for imaging, and the front desk registered each one from scratch while the scanner waited.

Today, without Callvu

A scheduled service is the easiest thing to prepare for and the least prepared: the patient arrives, confirms the address, hands over the card, signs the forms on a tablet without reading, pays the copay, and waits. The front desk is the bottleneck for the whole department; the scanner, the operating room and the infusion chair run late because registration did.

Pre-registration is the same work done earlier: the demographics confirmed against the record, the coverage verified for the date of service, the copay computed from the benefits, the forms the service requires completed and signed, the arrival instructions delivered. Each is a rule on the booking, and the patient can do it from home the week before.

The patient who arrives pre-registered is the department's capacity.

How it runs

From the requestto the system of record.

A scheduled service is booked (an imaging study, a procedure, an infusion, a specialist visit). Callvu opens the pre-registration from the booking with the arrival date.

Patient or guardian: Confirms the demographics and insurance, completes and signs the forms, and pays the copay on their phone.
Patient access: Decides failures and exceptions in the Decision Desk and sees who is ready on the day.
Callvu: Prefills, confirms, checks eligibility, computes the copay, presents the forms, collects, chases, routes and files.

Prefill and confirm
The pre-registration is prefilled from the EHR (the demographics, the guarantor, the insurance, the contacts); the patient confirms or corrects each on a secure screen, and a changed insurance card is captured through the card process; the service type classifies the forms and the questionnaires required.
Chase and verify coverage and the copay
The eligibility check runs for the date of service through the verification process, the expected copay or patient share is computed from the benefits and the service, and the patient sees it with the explanation; a failed check is chased with the patient for a corrected card or another plan on the arrival-date clock.
Complete the forms and collect
The forms the service requires (the consent for the procedure or the contrast, the screening questionnaire for the modality, the financial responsibility, the authorizations) are presented in order and signed on a controlled screen; the copay is collected on a secure screen where the policy collects in advance (or scheduled for arrival); a missing or unsigned required form is chased, and an exception (a failed check unresolved, a required form the patient declines, a screening answer that contraindicates the service) goes to patient access or the clinical team in the Decision Desk with only the allowed outcomes.
File and write back
The confirmed demographics, the eligibility result, the copay collected, the signed forms and the questionnaire answers are filed to the EHR and the billing system, the arrival instructions are sent, and the department's day-of list shows each patient's readiness so arrival is an identity check.

Where it ends: The patient arrived pre-registered: demographics confirmed, coverage verified, the forms signed, the copay paid, everything filed to the EHR, and the department's capacity went to the service rather than the desk. The Decision Trace shows the classification, the checks and any decision; the Audit Trace shows each confirmation, signature and payment 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.

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): The pre-registration handles protected health information with the minimum necessary standard, the access and transmission safeguards for the patient's screen, and the privacy notice acknowledgment where it is the first service; the signed forms are retained under the retention rules.
Informed consent and procedure-specific screening standards (42 CFR 482.51 for surgical services, the ACR contrast screening guidance, the Joint Commission pre-procedure requirements): A procedure or a contrast study requires the specific consent and the screening questionnaire (renal function, allergies, implants for MRI safety) completed and reviewed before the service; the forms the service type classifies apply these standards.
Price transparency and advance payment rules (the No Surprises Act, the hospital price transparency rule, PCI DSS for the copay): The patient's expected share is provided before a scheduled service from the verified benefits; a copay collected in advance is captured on a secure screen outside the desk's PCI scope and posted to the account.

Company policies

Pre-registration opens from the booking and is chased until complete before the arrival date.
The forms are the service type's, signed on a controlled screen, never a blanket tablet at the desk.
The copay is computed from verified benefits and collected on a secure screen.
The EHR and the billing system hold the result; arrival is an identity check.

Controls

EHR prefill and confirmation.
Eligibility check and copay computation.
Service-type form classification with controlled signatures.
Secure copay collection.
Chases on the arrival-date clock and Decision Desk for exceptions.
EHR and billing filing with the readiness list.

Clocks and deadlines

Pre-registration window: From the booking to the arrival date, with reminders.
Eligibility re-check: Before the date of service on the policy's schedule.
Readiness list: The day before, showing who is complete and who is not.

Documents and checks

The confirmed demographics and insurance
The eligibility result and the copay computation
The signed forms and questionnaire answers
The copay receipt
The EHR and billing records

In the Decision Trace

The form classification by service.
The checks and the copay computation.
Any decision and the person.

In the Audit Trace

Each confirmation and signature with time.
The payment.
The filing and the readiness status.

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 did not.

The back office

Patient access decides exceptions and sees the readiness list; the department runs on time.

The Decision Desk

An unresolved coverage failure, a declined required form or a contraindicating screening answer goes to patient access or the clinical team in the Decision Desk 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.

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, 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

Questions

What buyers ask next,answered plainly.

What does the patient complete before arrival?

The confirmation of demographics and insurance, the service's consents and questionnaires with signatures, and the copay where collected in advance, on their phone from the booking.

How is the copay known?

From the eligibility check's benefits and the service, computed and shown with the explanation, then collected on a secure screen.

What happens at arrival?

An identity check and a seat; the readiness list shows the department who is complete the day before.

Related processes

Insurance eligibility verification Pre-surgery intake Pre-service deposit and copay collection Procedure and treatment consents by type Try it in the sandbox All healthcare processes

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