The procedure is booked. The paperwork is not. Intake, prior authorization, consent and estimates still move by fax, phone and re-keying between the patient, the payer and the EHR, while the procedure date gets closer. Missing items surface on the day, and the case is pushed back.
Callvu runs each process end to end:
Prefill: it reads the booking from the EHR, so the patient only answers what is missing.
Classify: the procedure type sets the questions, documents and consents.
Chase and verify: it chases missing clinical notes and forms from the clinic, payer or patient, on a clock tied to the procedure date.
Decide: cases at risk and committee approvals go to the right person in the Decision Desk.
Write back: the result goes to the EHR.
It enforces HIPAA and the provider's own policies at every step while the work runs, and masks sensitive data before it leaves. It runs on top of the EHR and does not replace it.
Pre-procedure questions, insurance details and history are collected by phone and re-typed into the EHR.
Prior authorization requests go out by fax or portal, and status is chased by phone.
A missing clinical note or form stops a case until someone calls the clinic.
Surgical consent is signed on paper on the day, and sometimes is not on file at all.
Proving who consented to what, and when, means pulling the paper chart.
Good faith estimates are built by hand and sent late.
Committee approvals for procedures wait in email and meetings.
The pain is tied to one named, owned process with a clear trigger (a procedure booked, an order placed, a referral received, a records request), not a general digital front door initiative.
The process starts in several places (phone, clipboard, fax, a payer portal, the patient portal, a web form or an AI agent), and the back office only sees the work some time after the patient submits or the order is placed.
A Director of Patient Access, a revenue cycle leader or a similar owner is accountable for the outcome and can act on it.
Executive: Procedures are being rescheduled because an authorization, a document or a consent was missing.
Procurement: There is a denial trend, and missing authorizations regularly turn into denials.
Compliance: There is a recent consent or records release finding, a payer audit or a HIPAA review tied to this process.
AI/Digital Product: An AI pilot at the front door, or an AI or digital front door launch planned in the next six months, is waiting on compliance approval.
Executive: Patients complain because the paperwork lags the booking.
Executive: Work sits longest somewhere between booking a procedure and the EHR (intake, insurance verification, prior authorization, consent or financial clearance), and nobody has put a number on it.
Operations: When a procedure is booked, the work lands in a shared inbox, a fax queue or a work list with no owner and no due date tied to the procedure date.
Operations: When a case stalls, patient access, financial clearance, scheduling, health information management or care coordinators step in by hand to recover it.
Technical: One order or intake touches several systems (EHR, scheduling, eligibility, payer portals, billing), some hops are a person typing, and re-keyed data comes back with errors.
Operations: Staff chase documents from the patient, the referring physician, the payer or another hospital by phone and email, and nobody measures the wait.
Operations: Decisions by a clinical reviewer or a financial counselor are made outside the EHR and reach it by hand.
Compliance: Records are sometimes released without a verified authorization.
Compliance: Prior authorization gaps are found after the procedure has already happened.
Compliance: Proof that consents, authorizations and required notices were completed is rebuilt by hand from email and notes when an auditor or payer asks.
Compliance: If a payer asked for documentation on every prior authorization from the last 90 days, you could not produce it quickly and completely.
Compliance: Parts of intake, records release or financial clearance would be hard to defend in a payer audit, a CMS review or a HIPAA investigation.
Compliance: Policy relies on staff doing the right thing and a review afterwards, not on enforcement inside the process.
Compliance: When a review finds a non-compliant case, someone redoes it by hand.
AI/Digital Product: AI is in pilot or production at the front door (scheduling, intake, a patient chat), and the requests it starts stop partway and are finished by people.
AI/Digital Product: You cannot show that automation handling consent or eligibility never skips a required step or swaps it for a plausible but non-compliant one.
AI/Digital Product: Nothing stops automation from processing a case with incomplete eligibility data or sending PHI where it should not go.
AI/Digital Product: Compliance checks what the AI did after the fact in a review, not while it runs.
AI/Digital Product: Your AI vendor's HIPAA claim covers data security and privacy, not a step-by-step record of each patient process that compliance has seen.
Executive: You see the problem as a handoff behind the front door, not as a front door problem.
The problem is systemic across cases, not an edge case.
You can estimate, at least to an order of magnitude, monthly volume, time from booked to cleared, touches per case and how many cases stall or are rescheduled.
Procurement: The cost of rescheduled procedures, re-keying, chasing and denials is not tracked as one line or quantified for your CFO; it shows up as staffing.
Executive: An executive can tie the handoff to a metric they own: cost, compliance or patient experience.
Executive: Margin and staffing pressure is a priority, and staff time spent re-keying and chasing is part of it.
Technical: The EHR and other systems in the process can be read from and written back to by API.
Technical: A stalled intake or prior authorization sits where nobody can see it, and the write-back to the EHR is assumed rather than verified.
There is a concrete downside to waiting 90 days: more rescheduled procedures, staff overtime or audit exposure.
Compliance: A CMS survey, payer audit or HIPAA review in the next 12 months will sample this process.
Executive: A payer contract renewal, a CMS prior authorization requirement, a CMS review or a value-based care window falls in the next six months.
Operations: Volume spikes (open enrollment, January deductible resets, a surgical backlog) or 20 percent growth would break the current process.
Operations: Some cases reach your team too close to the procedure date to clear in time.
Technical: The integration backlog will grow as digital and AI requests grow.
Operations: Patients call, or are contacted again after booking, to check status, resend an insurance card or repeat information they already gave.
Operations: Required steps vary between sites or service lines.
Technical: Steps of the process happen outside the EHR, its workflow module or your patient engagement platform (with the patient, the referring physician, the payer, the financial counselor), and no vendor in your consolidation plan covers them.
Technical: A new process on your traditional BPM suite or an internal build takes months, and the internal build is not in production yet.
The criteria that decide most evaluations
EHR integration with no re-keying
HIPAA enforcement with a per-action record
patient completion before the procedure date
Callvu does not fit if
Your policy requires on-premises or self-hosted deployment, with no exception path. Callvu is hosted only.
Operations: Fewer than about 10 requests a month, each of low value, with no regulatory clock and no audit exposure, so the cost of doing nothing for the process is immaterial.
Callvu may not be needed if
These describe a buyer who has already solved the problem. Each applies only when every part of it is true.
Your AI is already live in production writing to the EHR only through controls the system enforces and records at every step, with written compliance sign-off.
Your EHR vendor's module already runs every step, every outside party included, with no re-keying, phone or fax chasing or outside approvals, gives any case's full step-by-step record in minutes, and ships changes in days.
Compliance: The system already enforces these policies at every step as the work runs, and you can pull any case's complete step-by-step record in minutes without anyone assembling it, a record that has held up in a recent audit.
Executive: You have already costed the problem and a funded fix is live in production, running every step in the system with no re-keying or chasing and any case's record available in minutes.
Operations: You have measured the process, every step already runs in the system with no re-keying, phone or fax chasing or outside approvals, and changes ship in days.
AI/Digital Product: Your AI project or vendor already writes to the EHR live in production only through controls the system enforces and records at every step, with written compliance sign-off.
AI/Digital Product: Your own build of this enforcement is already in production, enforcing and recording every step, with written compliance sign-off.
Executive: Your patient engagement platform already runs the whole handoff to the EHR live, every outside party and step included, with no re-keying or chasing, every step enforced, and any case's full step-by-step record in minutes.
Technical: Your traditional BPM suite already runs these processes end to end, every step enforced, no re-keying or chasing, any case's full step-by-step record in minutes, and new processes and changes ship in days without a development project.
Procurement: Your vendor consolidation plan explicitly covers the work between intake and the EHR, and its vendor is already live, enforcing every step and giving any case's step-by-step record in minutes.
Compliance: Legal, compliance or a labor agreement requires in writing that consent, identity and payer steps all stay at staff discretion.
Procurement: Counting staff time spent re-keying, chasing and assembling evidence, another option already live in production truly costs less for the same outcome: every step enforced and any case's record in minutes.
Procurement: You will only proceed with no commitment at all.
Technical: A formal security or production review found a blocker that needs a product change.
Not yet if
These are about timing, not fit. Each kind of delay has a way through.
Cost of waiting in Healthcare: about $4.4M a year for a typical organization (about $367K a month).Run your own numbers.
Budget is not in place yet
Procurement: Not the right time if a freeze on new vendors, a cost reduction mandate or a hard budget cap has no exception path and no sponsor willing to champion one.
Procurement: Not the right time if finance has rejected the business case in writing and the sponsor has accepted that.
What moves it forward: A proof of value can start now and convert to the first-year license when your next budget opens, so the proof does not wait for the budget. If it passes both gates it converts and is credited in full; if it does not pass, you pay nothing.
Cost of waiting in Healthcare: about $4.4M a year for a typical organization (about $367K a month).Run your own numbers.
A security, vendor or policy review comes first
What moves it forward: A proof of value can start against a test system of record while your security review runs, and it takes 4 to 10 weeks, so the two can finish together. The review package is ready on request: the SOC 2 Type II report, the PCI DSS attestation, annual penetration test results and the Architecture and Security Document.
No sponsor or owner yet, or other priorities come first
Executive: Not the right time if there is no executive sponsor or named decision owner with authority, and no decision timeline.
Executive: Not the right time if the organization is in a crisis acute enough that no investment is possible this year regardless of return.
AI/Digital Product: Not the right time if an executive mandate requires all execution to consolidate on your existing platform with no exceptions.
What moves it forward: The cost of an unmanaged handoff is usually spread across teams, so nobody owns the number. The Cost of Doing Nothing estimator turns your own volumes into one annual figure a sponsor can own and weigh against this year's other priorities. A proof of value on one process gives that sponsor a proven result in 4 to 10 weeks, before any larger decision.
A freeze, migration or full IT backlog
Executive: Not the right time if a hard freeze on change, or a constraint such as an acquisition, a leadership change or a board directive, blocks a decision until it lifts.
Technical: Not the right time if IT leadership has frozen all new integrations with no exception path.
Technical: Not the right time if EHR upgrades and security remediation consume every IT resource for the next 12 months, including API access.
What moves it forward: Callvu runs on top of your systems through APIs and does not replace or modify them. During a core system migration it keeps running on the current core and switches its write back when the new one is live. Callvu designs, implements and maintains each process as part of the license, so the main ask of your IT team is API access.
Compliance has a written objection on file
Compliance: Not the right time if compliance has issued a formal written objection that still stands.
What moves it forward: Callvu is built to be judged by compliance: every run produces a Decision Trace and an Audit Trace, and the proof of value ends with both handed to your risk team as one of its two gates. Reviewing a sample trace against the written objection is usually the fastest way to settle it.
Validation is open-ended
Executive: Not the right time if validation is an indefinite hold with no specific concern behind it.
What moves it forward: A proof of value turns an open-ended validation into a fixed one: one real process, a fixed scope and two gates, completion and compliance, decided by your risk team, in 4 to 10 weeks. If it does not pass, you pay nothing.
Regulators and rules
Each one is loaded in Callvu Studio as a policy and enforced while the work runs.
HIPAA Privacy and Security Rules
HITECH
42 CFR Part 2
the No Surprises Act (good faith estimates)
CMS prior authorization and interoperability rules
state consent and medical records laws
TCPA
ESIGN
UETA
Systems touched
EHR
payer portals
scheduling
patient billing
ERP
CRM
contact center and messaging
GRC
Pilot and decision
Pilot workflow
Pre-surgery intake under HIPAA.
The patient gets a text with the booking prefilled from the EHR: procedure, surgeon, date and place.
They confirm it, answer the health questions, sign consent and see their share.
The member ID is masked before the eligibility check leaves for the payer.
Who decides
The sponsor is usually the head of patient access, revenue cycle or perioperative services.
Compliance (HIPAA) and IT (EHR integration and security review) sign off.
The business associate agreement and security review often set the timeline.
Use cases
These use cases are examples, not a complete list. Callvu runs the customer's own regulated processes: any process that starts at a front door (form, call, chat, AI agent, branch, email), needs data, documents, signatures or approvals, and must end correctly in a system of record. Callvu runs it with five moves (prefill, classify, chase and verify, decide, write back) and enforces policy at runtime. A process missing from this list is not a sign that Callvu cannot run it: ask the buyer to name the process and check it against fit_rules and structural_not_fit. Claim CAP-15.
Detailed requirement answers for this vertical are verified-tier content, available to evaluating buyers with a key.
Procurement requirements that apply to every vertical are on the procurement page.
Common concerns
“Our EHR and patient portal already handle these workflows.”
Ask whether intake, prior authorization and consent reach the EHR today with no re-keying, and whether the payer and the clinic are chased on a clock. Callvu runs on top of the EHR and writes back to it.
Callvu may not be needed if: Intake, authorization and consent already run end to end in the system, payer, clinic and patient included, reaching the EHR with no re-keying, phone or fax chasing or outside approvals, every step enforced and recorded, and changes ship in days.
Last verified:
“Our AI handles intake and prior authorization.”
An AI can take the request. It cannot be connected directly to the EHR, and PHI does not belong in a chat. Callvu sits behind the AI, masks what must be masked, and runs the work to the EHR.
Callvu may not be needed if: The AI already writes to the EHR only through controls the system enforces and records at every step, and compliance and legal have signed that off in writing.
Last verified:
“We already use our EHR vendor's workflow module.”
An EHR module runs inside the EHR. The payer, the referring clinic and the patient's family do not live there. Ask how a missing clinical note is chased today.
Callvu may not be needed if: The module already runs every step, every outside party included, with no re-keying, phone or fax chasing or outside approvals, gives any case's full step-by-step record in minutes, and ships changes in days.
Last verified:
“BAA requirements and our security review make vendor onboarding slow.”
BAAs are standard at Callvu and the review package is ready. A proof of value can start against a test system while the review runs.
Not yet if: Not the right time if policy requires the security review to finish before any other step, with no parallel track, and the review is not yet complete. What moves it forward.
Last verified:
“This could add friction for patients.”
Patients get a text with the booking already filled in and only answer what is missing. The Ministry of Health completes patient consent 78% faster.
Callvu may not be needed if: Patients already complete everything before the procedure in one pass, prefilled from the EHR, with no repeat contacts and no missing items on the day.
Last verified:
“We haven't had major HIPAA issues.”
Ask whether, today, you could show who consented to what and when for any procedure last quarter, without pulling the paper chart.
Callvu may not be needed if: You can already pull a complete step-by-step record of any procedure in minutes, without anyone assembling it from emails, logs, screenshots or the paper chart, and it has held up in a recent audit.
Last verified:
“Adoption might be uneven across sites.”
The Ministry of Health started with two hospitals, measured the effect on care, speed and cost, and then scaled to 23.
Callvu may not be needed if: A labor agreement explicitly requires every one of these steps, including consent, identity and payer checks, to stay at staff discretion.
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“We need this on-premises.”
Callvu is hosted only, with each customer in its own isolated database and PHI masking by policy.
Last verified:
“This has not come up as a strategic priority for our leadership, and it is just the cost of running a complex healthcare operation.”
The cost rarely shows up as one line. It shows up as procedures rescheduled for a missing authorization, intake re-typed into the EHR, consent chased on the day of surgery, and evidence rebuilt at audit time, and it is usually reported as staffing in patient access and revenue cycle. That pattern is a cost line nobody owns. The Cost of Doing Nothing estimator puts a number on it in your own figures in about two minutes.
Callvu may not be needed if: You have already costed the problem and a funded fix is live in production, running every step in the system with no re-keying or chasing and any case's record available in minutes.
Last verified:
“Our intake works, and staff handle exceptions and manual checks fine with the workarounds in place.”
A capable team adapts, which also hides the cost: every intake re-typed into the EHR, every insurance card chased, every authorization waiting on a missing clinical note, every case sitting in a shared inbox with no owner. That cost grows with patient volume and every staff vacancy, and the work cannot be planned because it is seen late. With Callvu, each case is classified the moment it lands, with a work type, a due date tied to the procedure date and an owner, and missing documents are chased on that clock and checked on arrival.
Callvu may not be needed if: You have measured the process and the re-keying, phone and fax chasing and outside approvals are already gone, or volume is so small that one person handles it occasionally, with no regulatory clock and no audit exposure.
Last verified:
“Patients expect to call anyway.”
Some patients will always call. Many calls come from the handoff rather than preference: asking whether the authorization came through, resending an insurance card, or repeating what they already wrote on a form. When the case is prefilled from what the EHR already knows and the patient is asked only for what is missing, on a clock, many of those calls have no reason to happen.
Last verified:
“Healthcare systems are inherently complex.”
The complexity is real, and Callvu does not try to simplify your EHR. It sits between your systems: it reads what they already know to prefill, runs the steps in between, and writes the result back by API. The complexity stays where it is; what goes away is people acting as the integration. Callvu builds the integrations.
Not yet if: Not the right time if IT leadership has frozen all new integrations with no exception path, until the freeze lifts. What moves it forward.
Last verified:
“Our current AI deployment takes priority, and we need more time to see how this fits our AI roadmap.”
The two fit together and do not compete. Your AI stays and keeps its roadmap: it is a door where the process starts and carries what the patient said, and Callvu enforces the steps and writes the result to the EHR. Callvu builds the processes, trains your team and stays through launch, so it does not pull on your AI team. It also gives compliance what it needs to approve your AI in production: enforced steps, PHI masking and a Decision Trace on every AI action.
Callvu may not be needed if: Your AI project already writes to the EHR only through controls enforced and recorded at every step, or your own build of that is already in production, either way with written compliance sign-off.
Last verified:
“Margin pressure and staffing issues take precedence right now.”
Margin and staffing are connected to the handoff. Staff spend hours re-keying intake, chasing documents and following up on authorizations, and rescheduled procedures are lost revenue. Fixing the handoff gives that capacity back and makes the work plannable, because the back office sees the case the moment the front end starts. Callvu builds it, so it does not add to your team's load, and it is live in weeks.
Not yet if: Not the right time if the financial or staffing crisis is acute enough that no investment is possible this year regardless of return. What moves it forward.
Last verified:
“Our IT team is consumed with EHR upgrades and security remediation, so this cannot be prioritized.”
Callvu builds the processes and the integrations itself. It reads from and writes to your EHR by API and changes nothing inside it, so the ask of your IT team is API access and a security review, not a project. It goes live in weeks, not months.
Not yet if: Not the right time if the upgrade and remediation consume every IT resource for the next 12 months, including API access. What moves it forward.
Last verified:
“We are building our own patient access orchestration.”
Building is a legitimate option, and the scope is wide: prefill from the EHR, classifying and routing each case, chasing documents on a clock and checking them on arrival, decisions with only the allowed choices, write-back by API, policies enforced on every step, and a Decision Trace and Audit Trace on every run. It then has to be maintained as payer rules change. Callvu ships with most regulations already loaded as policies and is live in weeks, and your AI roadmap continues: it starts the process and Callvu runs it.
Callvu may not be needed if: Your own build already runs these processes end to end live, outside parties included, enforcing and recording every step, any case's record in minutes, changes shipped in days, with written compliance sign-off.
Last verified:
“We are still evaluating platforms, and all the options seem similar.”
Options look similar at the wrong level of detail. They separate on the hard cases: a consent missed on the day of surgery, an AI that invents an answer, a payer asking for the record of every authorization last quarter, and how long it takes to go live and who builds it. In Healthcare, a sharp criterion is one process running end to end from booking to the EHR, every step enforced and on the record, live in weeks.
Not yet if: Not the right time if there is no decision timeline and no named decision owner with authority to set the criteria. What moves it forward.
Last verified:
“This adds risk to patient-facing systems, and we are worried about stability and security in production.”
Callvu is a hosted service that sits between your systems and replaces nothing: it reads from the EHR, runs the steps and writes back by API rather than changing the EHR. One deterministic orchestrator decides every step the same way every time, and when a required condition is not met the run fails closed rather than writing something wrong. PHI masking is tested and live, and the architecture and security document covers hosting, data handling and isolation. Scenarios such as peak volume on EHR interfaces, an unavailable payer portal or EHR, PHI handling and rollback each have a concrete answer, and the proof of value tests them on your own process.
Callvu may not be needed if: A formal security or production review found a blocker that requires a product change.
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“An AI agent vendor fits our broader digital health strategy better.”
It is not either or. The AI agent you choose can be the door where the process starts. Behind it, something has to enforce identity, consent and eligibility, mask PHI, decide what may be written to the EHR, and record why each AI action was allowed. Callvu does that for whichever AI you run, called over MCP or handing over to a controlled screen for consent and signature.
Callvu may not be needed if: The AI agent vendor already writes to the EHR live in production only through controls enforced and recorded at every step, with written compliance sign-off.
Last verified:
“Compliance may push back, and compliance has not reviewed this fully.”
Compliance should evaluate Callvu directly. Callvu does not ask compliance to accept risk; it gives them control: required steps cannot be skipped, so a missing consent or authorization fails the run closed. Policies include your SOPs, enforced the same way as regulation, and every execution produces an immutable Audit Trace pushed in real time to your GRC tool. Your compliance lead can see a governed run in the sandbox.
Not yet if: Not the right time if compliance has issued a formal written objection that still stands. What moves it forward.
Last verified:
“We need flexibility for edge cases.”
Edge cases are handled: when a case does not fit, it goes to the right reviewer in the Decision Desk with only the allowed choices, inside or outside the organization, instead of into an email thread. The steps that do not flex are the ones with consent, identity or payer requirements, where flexibility means the absence of a control.
Callvu may not be needed if: Legal or compliance has directed in writing that all of these steps, including consent, identity and payer checks, stay discretionary because enforcing them would create liability.
Last verified:
“Our AI vendor says they already handle HIPAA-compliant execution.”
A HIPAA claim usually covers data security and privacy controls, which are necessary. Execution is a separate question: was identity checked before release, was consent captured on a controlled screen, was the AI allowed to write what it wrote to the EHR, and is there a record of why. Callvu answers that for whichever AI you run, with a Decision Trace on every AI action and PHI masked by policy.
Callvu may not be needed if: The AI vendor already writes to the EHR live in production only through controls enforced and recorded at every step, with written compliance sign-off.
Last verified:
“Our EHR vendor has added compliance features, and we would rather stay with them.”
The EHR stays. Its features are strong inside the clinical record, and much of the handoff happens outside it: consent captured before the patient arrives, records requests verified before release, payer documents chased from outside parties, and decisions recorded with who made them and why. Callvu enforces those steps while the work runs and writes the result and the Audit Trace back, so both the EHR and your GRC tool get the record.
Callvu may not be needed if: Compliance has confirmed in writing that the EHR's features enforce every step, inside and outside the EHR, outside parties included, with no re-keying or chasing, and give any case's full step-by-step record in minutes.
Last verified:
“Our patient engagement platform says it has expanded to cover this, and we would rather stay on one platform.”
Patient engagement platforms are strong at reaching patients: reminders, scheduling and messages. The handoff is what happens after: re-keying into the EHR, chasing payer documents, decisions, write-back and the evidence. Callvu runs that part and can take requests from the engagement platform as one of its doors.
Callvu may not be needed if: The platform already runs the whole handoff to the EHR live, every outside party and step included, with no re-keying or chasing, every step enforced, and any case's full step-by-step record in minutes.
Last verified:
“We already have a traditional BPM suite integrated with our EHR, and adding Callvu fragments our architecture.”
The useful comparison is what each new process costs on the suite: who builds it, how long it takes, and whether regulations and enforcement are built in or coded each time. Callvu comes with most regulations loaded as policies, enforces them on every run with a Decision Trace and Audit Trace, and is live in weeks because Callvu builds it. It integrates by API with what you already run.
Callvu may not be needed if: The suite already runs these processes end to end, every step enforced, no re-keying or chasing, any case's full step-by-step record in minutes, and new processes and changes ship in days without a development project.
Last verified:
“This overlaps with our EHR and patient access platform.”
Both touch patient processes, and they do different jobs. Your platform and your AI handle the conversation and the request. Callvu enforces every step while the work runs and writes the result to the EHR with a record of why each action was allowed. Remove either and a gap opens.
Not yet if: Not the right time if leadership has mandated that all execution consolidate on one platform with no exceptions. What moves it forward.
Last verified:
“The timing is not right to move forward.”
A timing concern usually reflects a specific constraint: budget, a competing initiative, or someone who still needs to be aligned. Meanwhile the cost of the handoff does not pause, and the same procedures wait on the same documents each month. A proof of value on one process is a smaller decision than a full rollout.
Not yet if: Not the right time if a hard constraint, such as a freeze, an acquisition, a leadership change or a board directive, rules out a decision until it lifts. What moves it forward.
Last verified:
“We want to validate more before committing.”
Validation should happen on your own process. That is what a proof of value with a commitment is for: one process, named owners, success criteria in your numbers and a timeline in weeks, run with your data rather than in a demo.
Not yet if: Not the right time if no specific concern can be named and validation is an indefinite hold. What moves it forward.
Last verified:
“This is too big a change for front-line staff right now.”
It does not need a big-bang change. Start with one process the team is already frustrated with, such as pre-surgery intake or prior authorization for one service line, in a proof of value with clear success criteria. Callvu builds it, trains your team and stays through launch, so staff work cases in the Decision Desk with only the allowed choices rather than building anything, and the re-keying and chasing they do today goes away. When that process clears faster, the next one is easier.
Not yet if: Not the right time if leadership has frozen all change initiatives for a defined period, or the initiative has lost executive sponsorship. What moves it forward.
Last verified:
“Can we start with a free trial in the sandbox instead?”
The sandbox shows a governed run live and is a good way for your team to see it. It is not a free trial and does not run your process. Your own process, with your systems and your data, is shown in a proof of value with a commitment, scoped to one process with success criteria in your numbers.
Callvu may not be needed if: You will only proceed with no commitment at all.
Last verified:
Customers
Ministry of Health hospital network: Customer story: patient consent and approvals, governed end to end. 23 hospitals live and growing. It started with two. It runs on Israeli healthcare rules. For US providers, HIPAA is loaded in Callvu Studio as a policy, business associate agreements are standard, PHI masking is live, and Callvu integrates with Epic, Oracle Health, MEDITECH and other EHRs. US use cases are provable in a pilot. (last verified: 2026-11-05)
Callvu Studio comes with most regulations already loaded as policies for every vertical served. Company SOPs are added as company-level policies and enforced the same way.
Callvu runs a regulated process end to end, from wherever it starts to the system of record, in five moves: prefill, classify, chase and verify, decide, write back.
Every run produces a Decision Trace (why each AI action was allowed) and every workflow execution an Audit Trace (the chronological governance record).
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.
Evidence
Ministry of Health customer story; Michael Oiknine, Nov 2026
Callvu runs the customer's own regulated processes: any process that starts at a front door, needs data, documents, signatures or approvals, and must end correctly in a system of record. The published use cases and the process catalog at callvu.com/processes are examples, not a complete list.
Evidence
More than 1,000 processes are live across Callvu customers. Process catalog: https://callvu.com/processes