Pre-surgery intake

How do we run pre-surgery intake from the booking so the EHR prefills the file, the procedure type sets the questions and documents, and the completed file returns to the EHR before the date?

Let the procedure decide what the patient is asked. When surgery is booked, Callvu prefills the intake from the EHR (the demographics, the problem list, the medications, the allergies, the prior anesthesia), classifies the procedure type to set the questionnaires, the consents and the documents required (the health history, the anesthesia screening, the medication reconciliation, the surgical and anesthesia consents, the clearances and the tests from outside providers), presents the questions in order on the patient's phone, chains the consents on a controlled screen, chases the outside documents from their holders on the surgery-date clock, routes a flagged answer or a missing clearance to the surgical and anesthesia teams in the Decision Desk, and returns the completed file to the EHR so the case is ready before the day. Live at Ministry of Health, under national rules outside the US.

Live at Ministry of HealthComplex: multi-party handoffsCallvu moves: prefill, classify, chase and verify, write back

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Last updated November 7, 2026.

The problem today

The case was cancelled at seven in the morning for a missing cardiology clearance that had been faxed to the wrong clinic twelve days earlier.

Today, without Callvu

Pre-surgery intake is a chain of forms and third parties: the health history, the anesthesia screening, the medication list, the consents, the clearance from the cardiologist, the labs from the primary care office, the pregnancy test, the authorization. Each has a different owner and a different deadline; the pre-admission nurse chases by phone; a day-of cancellation costs the operating room an hour and the patient a month.

The requirements depend on the procedure and the patient: the anesthesia standards set the screening and the history, the surgical consent rules set the content and the signatures, the clearance and testing requirements come from the procedure and the patient's conditions, and the EHR holds the file the team reviews. A patient who starts from a prefilled record and answers only the procedure's questions, with the outside documents chased by the process, is a case that starts on time.

The operating room's first case runs on the intake that finished the week before.

How it runs

From the requestto the system of record.

A surgery is booked in the scheduling system and the EHR. Callvu opens the intake from the booking with the procedure, the surgeon and the date.

Patient or guardian: Answers the procedure's questions, reconciles the medications, signs the consents and uploads documents on their phone.
Outside providers: Return clearances and results through their links.
Pre-admission nurse, anesthesia and the surgical team: Review flagged answers and decide readiness in the Decision Desk.
Callvu: Prefills, classifies the procedure, presents, chains the consents, chases, routes and returns the file.

Prefill and classify
The intake is prefilled from the EHR (the demographics, the problem list, the medication list, the allergies, the prior anesthesia events, the implants, the recent results); the procedure type, the anesthesia plan and the patient's conditions classify the questionnaires, the consents, the clearances and the tests required, and set each item's owner and deadline from the surgery date.
Present and chain
The health history and the anesthesia screening questions are presented in the order the standards set, with the patient confirming or correcting the prefilled medications and allergies (the reconciliation); the surgical consent and the anesthesia consent are chained on a controlled screen with the identity checked and the signatures captured ahead of the day (through the surgical consent process); the pre-operative instructions are delivered and acknowledged.
Chase and verify the outside items
The clearance from the primary care physician or the specialist, the laboratory and imaging results, the pregnancy test, the authorization from the payer and the implant or device documentation are requested from their holders through links on the surgery-date clock, read on arrival and checked against the requirement (the date, the content, the signer); what is missing is chased with the specifics, and the case shows what is outstanding.
Decide and write back
A flagged answer (an anticoagulant, a sleep apnea screen, a recent cardiac event, an allergy to a planned agent) goes to anesthesia or the surgical team in the Decision Desk with the record and only the allowed outcomes (proceed, order a further evaluation, change the plan, or postpone); a missing clearance near the date goes to the pre-admission nurse the same way; the completed file is returned to the EHR with every item, signature and result filed, and the day-of readiness check reads it.

Where it ends: The patient answered only the procedure's questions from a prefilled record, the consents were signed ahead, the outside documents were chased on the clock, and the EHR holds a complete file the team reviewed before the day. The Decision Trace shows the classification, the flags and the decisions; the Audit Trace shows each answer, signature, 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.

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, 164.508 and 164.312): The intake handles protected health information with the safeguards for the patient's screen and the outside providers' links; a clearance or a result requested from an outside provider for treatment needs no authorization, while records from a non-treating source may; the file is retained with the record.
Surgical and anesthesia standards (42 CFR 482.51 and 482.52 Conditions of Participation; the ASA pre-anesthesia evaluation standards; the Joint Commission Universal Protocol and PC.01.02.03): A history and physical within 30 days and updated within 24 hours before surgery, a pre-anesthesia evaluation by a qualified practitioner, a properly executed informed consent before the procedure, and the pre-procedure verification of the required items (the consent, the history and physical, the results, the site marking) are required; the intake assembles the items the verification checks.
Informed consent law (state statutes and 42 CFR 482.13(b)(2)) and the medication reconciliation standard (Joint Commission NPSG.03.06.01): The consent must disclose the procedure, the risks, the benefits and the alternatives and be signed by the patient or the legal representative; the medication list must be reconciled with the patient before the procedure to prevent errors with anticoagulants and other high-risk medications.

Company policies

The procedure type and the patient's conditions set the questions and the documents; no generic packet.
The consents are chained and signed ahead of the day on a controlled screen with identity checked.
Outside items are chased from their holders on the surgery-date clock; the nurse decides, not dials.
The EHR is the system of record for the file, and the day-of check reads it.

Controls

EHR prefill with medication reconciliation.
Procedure classification of questionnaires, consents and documents.
Ordered presentation with flag rules.
Chained consents with controlled signatures.
Outside document chases with reading and checks.
Decision Desk for flags and missing items, and EHR file return.

Clocks and deadlines

Surgery date: Every item's deadline is set from it, with escalation before the date.
History and physical: Within 30 days of surgery and updated within 24 hours, flagged on the file.
Outside clearances: Chased on the schedule, with the nurse told before the date if missing.

Documents and checks

The prefilled record and the reconciliation
The questionnaires and the flags
The signed consents and the acknowledged instructions
The clearances, results and authorization as received and checked
The complete file in the EHR

In the Decision Trace

The classification and the requirements.
Each flag and its decision.
Each outside item's check.

In the Audit Trace

Each answer and signature with time.
Each chase and arrival with time.
The file return.

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; outside providers through theirs.

The back office

Anesthesia and the surgical team review flags; the pre-admission nurse decides missing items; the file is in the EHR.

The Decision Desk

A flagged clinical answer goes to anesthesia or the surgical team and a missing clearance near the date to the pre-admission nurse, 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.

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, 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.

What is prefilled?

The demographics, the problem list, the medications and allergies, the prior anesthesia events, the implants and the recent results from the EHR; the patient confirms and corrects rather than retypes.

How are the consents handled?

The surgical and anesthesia consents are chained on a controlled screen with the identity checked and signed ahead of the day, then filed to the EHR.

Who chases the outside clearances?

The process, through the holders' links on the surgery-date clock, with the pre-admission nurse told before the date if something is still missing.

Related processes

Pre-procedure document collection Surgical informed consent, chained with anesthesia consent Pre-anesthesia assessment Day-of-surgery readiness check Try it in the sandbox All healthcare processes

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