Pre-visit information collection.
Collect what’s needed. Prevent delays. Keep care moving.
Use intelligent, proactive outreach to gather missing forms, insurance details, and prior authorizations before the visit—so patients are prepared and appointments proceed smoothly.
Explore intelligent outreach
The challenge...
Missing or incomplete information is one of the top reasons patients face delays at check-in—or even visit cancellation.
Collecting forms, insurance details, and prior authorizations manually is time-consuming for staff and frustrating for patients.
If this information isn’t collected ahead of time, it creates inefficiencies, drives up costs, and reduces capacity for care delivery.
The goal is to collect what’s needed before the visit so appointments run smoothly, staff are efficient, and the patient experience is seamless.
The objective...
The provider set out to create proactive pre-visit outreach that could:
Identify missing information and documents for the upcoming visit.
Collect and verify insurance details and update coverage information.
Obtain prior authorizations and confirm required approvals.
Gather completed forms and consents.
Provide reminders and friendly nudges to complete what’s missing.
Answer routine questions about requirements and what to expect.
Route complex issues or special cases to the right team member.
Reduce day-of-visit delays and administrative follow-up.
Improve patient preparedness and overall experience.
The Alvaria Intelligence
Platform approach.
AIP ingests EHR, scheduling, claims, and authorization data to identify what’s missing for each upcoming appointment and the best time to reach the patient.
AIP delivers the right message, answers questions, collects information securely, and confirms completion across voice, SMS, email, and digital channels.
Outcomes are measured, learned, and used to continuously improve pre-visit completion rates.
Agentic-led engagement for
pre-visit outreach.
& leads
or steps in as needed
An agentic agent collects what’s needed, verifies details, and answers routine questions. When a patient needs help with complex insurance, authorizations, or sensitive situations, the interaction is seamlessly handed off to a human expert.
Agentic begins and leads.
Human supervises or steps in as needed.
Better prepared patients. Smoother visits. Less follow-up.
Customer value...
- Easy, guided process to provide what’s needed
- Fewer surprises at check-in
- Clear instructions and reminders
- Less time waiting on the day of the visit
- A smoother, more confident experience
Business value...
- Fewer day-of-visit delays and reschedules
- Reduced manual calls and administrative work
- Higher prior authorization success rates
- More accurate information in the EHR
- Increased capacity and provider productivity
- Lower administrative cost and follow-up
Information today. A better visit tomorrow.
Proactive, intelligent pre-visit outreach helps you collect what’s needed before the visit—reducing delays, improving outcomes, and creating better experiences for every patient.
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