Pre-visit questionnaires by visit type
How do we send the right pre-visit questionnaire for the visit type a few days before, and get the answers into the chart before the clinician sees the patient?
Let the visit type choose the questions and the chart receive the answers. A few days before the visit, Callvu prefills what the EHR already holds (the problem list, the medications and allergies, the last screening dates, the reason for visit), classifies the visit (a new patient, an annual wellness visit, a specialty follow-up, a procedure, a pediatric well visit, a behavioral health visit) to the questionnaire set the clinical team defined (the history and review of systems, the validated screening instruments the visit type and the quality measures require, the social needs questions, the visit-specific questions), sends it to the patient's phone in their language with the consent to texts honored, chases it with reminders until the visit, scores the instruments, flags the answers the clinical rules mark for attention, and writes the answers and the scores to the EHR as structured data before the clinician opens the chart.
In scopeSimpleCallvu moves: prefill, classify, write back
Last updated November 7, 2026.
The problem today
The patient filled the clipboard in the waiting room, the medical assistant retyped half of it, and the depression screen the measure needed was never scored.
The same forms go to every patient: a history form, a medication list, a few screening questions on a clipboard. The answers are retyped, incompletely, into the chart during the rooming, or scanned as an image nobody reads. The validated instruments the quality measures require are given inconsistently and scored by hand. The clinician opens the chart with the patient already in the room.
The questionnaire should follow the visit: a new patient needs the full history; an annual wellness visit needs the specific elements the payer requires; a follow-up needs the interval history and the instruments for the condition; a pediatric visit needs the developmental screen by age. The instruments have scoring rules and thresholds that trigger clinical action; HIPAA governs the collection and the channel; the answers belong in the EHR as data the clinician and the measures can use.
Questions chosen by the visit and answered on the patient's phone are answers the chart can hold.
How it runs
From the requestto the system of record.
A visit is booked, and the questionnaire window opens a set number of days before it (or at booking for a visit inside the window). Callvu classifies the visit and opens the questionnaire.
- Patient or caregiver
- Answers on their phone in their language, with reminders until the visit.
- Clinical team
- Receives the flagged answers and reviews the structured data in the chart.
- Callvu
- Prefills, classifies the visit to the question set, sends and chases, scores, flags, routes and writes to the EHR.
Prefill and classify
The problem list, the medication and allergy lists, the last dates of the screenings the visit type tracks, the reason for visit and the patient's language and communication consent are prefilled from the EHR; the visit type, the specialty, the patient's age and the payer program classify the questionnaire set from the clinical team's definitions: the history or interval history, the review of systems, the validated instruments the visit and the quality measures require (for example the depression, anxiety, fall risk, cognitive, developmental or substance use screens by age and program), the social needs questions, and the visit-specific items.
Send and chase
The questionnaire goes to the patient's or the caregiver's phone in their language under the consent on file, prefilled so they confirm the medication list rather than retype it; reminders follow on the schedule until it is completed or the visit arrives; an unanswered questionnaire is offered at check-in on the kiosk or the patient's phone.
Score and flag
The validated instruments are scored by their published rules, the thresholds and the critical items (a positive suicide risk item, a fall, a medication discrepancy against the list) are flagged under the clinical rules, and a flagged answer is routed to the clinical team in the Decision Desk with the answer and only the allowed actions (contact the patient before the visit, add time to the visit, add an order, note for the clinician).
Write back
The answers, the scores and the flags are written to the EHR as structured data in the visit's documentation (the history, the screening results with their codes for the quality measures, the medication reconciliation input) before the clinician opens the chart, and the questionnaire's completion is recorded on the visit.
Where it ends: The patient answered the questions the visit needed, on their phone, before arriving; the instruments were scored and the critical items acted on; and the clinician opened a chart with structured answers rather than a clipboard. The Decision Trace shows the classification, the scoring and any routing; the Audit Trace shows the send, the reminders, the completion and the write 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
A text or portal message to the patient's phone before the visit; the kiosk or the phone at check-in as the fallback.
The back office
The clinical team receives only flagged answers before the visit; the clinician opens structured data in the chart.
The Decision Desk
- A critical item (a positive risk item, a fall, a medication discrepancy) goes to the clinical team in the Decision Desk with the answer and only contact the patient, add visit time, add an order, or note for the clinician.
Proof
In scope.Proof at scale, not one process at a time.
The kind of process Callvu runs in production for customers in this industry. Ask for a reference on this exact process. The results below are the industry's published proof; each claim code links to its record on agents.callvu.com.
23 hospitals in the Ministry of Health network run on Callvu.
Across Callvu customers
More than 1,000 processes are live across Callvu customers.
Across Callvu customers
Questions
What buyers ask next,answered plainly.
Which questions does the patient get?
The set the clinical team defined for the visit type, the patient's age and the payer program: the history or interval history, the validated screening instruments the visit and the measures require, the social needs questions and the visit-specific items.
How are screening instruments handled?
They are scored by their published rules on completion, the scores are written to the EHR with the measure codes, and a critical item routes to the clinical team before the visit.
What if the patient does not complete it?
Reminders follow until the visit, and the questionnaire is offered on the kiosk or the patient's phone at check-in.
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