AWV Scheduling Automation: 7 Steps Buyers Use in 2026

Key Takeaways

• awv scheduling automation is two jobs sold under one label: proving who is due for a Medicare annual wellness visit, and putting that person on a real slot. A tool that only does the questionnaire does not finish the first job.

• Medicare pays the patient cost at $0 when the clinician accepts assignment, and the visit is once every 12 months. Extra tests at the same visit can still create a bill, and the visit is not a routine physical.

• In 2024, annual wellness visit use was 65% in two-sided risk ACOs, 57% in ACOs without financial risk, and 42% among beneficiaries not in an ACO. A small clinic should compare itself with the group it actually belongs to.

• One family medicine department, across five clinics, raised wellness-visit completion from 8.4% to 50.8% in nine months by booking 40-minute combined visits with the patient's usual clinician. No-shows were 11.9% on those combined visits and 19.6% on wellness-only visits.

• Of the eight products reviewed here, ChartSpan prints $349 per NPI per month, Weave prints a floor of $199 per month, and Phreesia prints a $0 Intake window with an end date. Prevounce, ThoroughCare, Luma Health, Relatient, and NexHealth are quote-based on the pages opened for this guide.

• Buy the documentation product when patients already have a visit and the note is the bottleneck. Buy the scheduler when due patients never reach the template. Add an orchestration layer only when the list, the message, and the slot live in different systems and a person will review exceptions.

What awv scheduling automation decides

awv scheduling automation is the work of finding Medicare patients who are due for an annual wellness visit and getting a real appointment on the book without a staff member dialing the whole list. The visit builds or updates a prevention plan. It is not a head-to-toe physical, so the slot length, the script, and the reminder all have to say that plainly or patients arrive expecting the wrong service.

TL;DR: choose a documentation product when the patient is already coming in and the health risk assessment is the bottleneck, and choose a scheduler when the due patient never gets a slot.

The money side is a fee-schedule fact, not a vendor promise. Non-QP conversion factor: $33.40 according to CMS (2026). That October 31, 2025 final rule sets the 2026 qualifying APM conversion factor at $33.57, up from a prior factor of $32.35. Locality adjustments still move the allowed amount, so a national factor is a planning input, not the check your biller will post.

You can bill HCPCS G0438 for the first annual wellness visit and G0439 for each later one, and you can bill either code only once in a 12-month period, according to CMS (2026). Do not bill either code within 12 months of the Welcome to Medicare visit, G0402. A significant, separately identifiable problem-oriented visit can be billed with modifier 25 on the evaluation and management line when it is medically necessary. That rule is why a "combined" slot is a scheduling decision, not a software slogan.

The category choice comes before any brand. If your overdue patients are already on today's schedule for other reasons, you need eligibility at arrival, a health risk assessment, and a prevention plan. If they are not on the schedule at all, you need a due list, a message they will answer, and a slot that writes back to the record. Most small clinics have both gaps, and one login rarely covers both with equal depth.

Who this is for

This comparison is for an owner or operations lead at a small primary care, internal medicine, or rural clinic that already bills Medicare Part B and already keeps the chart in an electronic health record. You are close to a purchase because the front desk cannot keep calling the wellness list and also run tomorrow's session.

Red flags: the practice does not bill Medicare Part B, so this benefit is the wrong product to shop; the wellness template is already full and the real pain is the note inside the room; or the buyer wants one vendor to replace the electronic health record. These products sit beside the chart. They do not become the legal record by themselves.

You should also skip this purchase if nobody can name the person who will review exceptions. A message that offers a slot to someone who had the visit 11 months ago creates a denial, and a message that offers a physical creates a surprise bill. The operator of the list matters as much as the software.

How we evaluated these tools

The weights below are a buyer's split of attention, applied to pages opened on October 15, 2026. They are not a hands-on score, and they are not a ranking of clinical quality. A weight of 20% means that item can disqualify a tool for this search. A weight of 15% means it changes the short list but rarely ends the search alone.

Eligibility and write-back sit at 20% each because this search is about booking a billable visit, not about collecting a survey from someone who is already in a room for another reason. Documentation is still 15% because a booked slot that cannot support the code is wasted clinician time. Price clarity is 15% because a small clinic comparing quote-only tools cannot build a total cost from the public page. Setup is 15% because a six-week go-live and a tablet training day are different burdens on a four-person front desk.

Published record and reading of it stay separate in the profiles below. A vendor sentence is what that vendor's page states. A fit sentence is a judgment about which clinic should buy it, and it stops where the page stops. Where a page does not mention a feature, the matrix says not published. That is an absence of evidence, not a finding that the feature is missing from the product.

Rates, codes, and the completion gap

Patients pay nothing for the yearly wellness visit if the provider accepts assignment, the Part B deductible does not apply, and the visit is covered once every 12 months. The first one cannot take place within 12 months of Part B enrollment or of the Welcome to Medicare visit, and it is not a routine physical, according to Medicare.gov (2026). Additional tests or a non-covered physical at the same appointment can still create coinsurance or a full patient bill. The scheduling script has to say "wellness visit, no patient cost if we accept assignment" and not "free physical."

Two-sided ACO AWV rate: 65% according to AJMC (2024). The same February 2026 write-up of Accountable for Health's claims review puts AWV receipt at 57% in ACOs without financial risk and 42% among beneficiaries not connected to an ACO. Among dual-eligible beneficiaries the same source reports 49%, 37%, and 26% for those three groups. A small independent clinic that is not in an ACO should not use the 65% figure as its target. The 42% figure is the closer public benchmark, and even that is a national claims rate, not a promise for one panel.

The last three rows are one department, not a national rate. They belong in the same table so a buyer does not mix them with the ACO percentages. How to read the table: the conversion factors price the work, the ACO rows describe 2024 claims, and the combined-visit rows describe a nine-month scheduling change inside five clinics. None of them is a software benchmark.

Pricing checked against the vendor pages

Pricing checked October 15, 2026. Software prices below are only amounts printed on the vendor page opened for this guide. Where that page prints no dollar amount, the cell says quote-based. Reimbursement illustrations on a vendor page are not the software price.

The RapidAWV price published by ChartSpan is $349 per NPI per month, with 5% off when paid annually, and that page states reimbursements up to $174 per visit, support for 50+ languages, and a five- to ten-year care plan, according to ChartSpan (2026). The starting price published by Weave is $199 per month, and the plan comparison lists bulk-text allotments of 15,000, 3,000, and 1,500 messages a month in the Ultimate, Elite, and Pro columns, according to Weave (2026). Full access to the Intake platform on Phreesia is $0 through May 31, 2027 in the FAQ, while the same page says standard pricing begins May 1, 2027, and most practices go live in as little as six weeks, according to Phreesia (2026). Read those two Phreesia dates together before you model next year's cost. They do not name the same last free day.

A year of the ChartSpan list price, before the annual discount, is 12 times $349, or $4,188, for one NPI. A year of the Weave floor is 12 times $199, or $2,388, before message overages or add-ons the page does not price. Those two totals are list-price arithmetic for budget envelopes. They are not quotes, and they are not a total cost of ownership. Training time, texting consent work, and biller review sit outside both numbers. The other five vendors cannot be placed on that envelope until they send a quote.

Eight products, two different jobs

The matrix separates a published fact from a blank. "Yes" means the page opened for this guide describes the capability. "Not published" means that page does not, which is not the same as a confirmed gap.

The documentation column and the scheduling column answer different pains. A clinic that buys only from the right-hand side still needs a way to complete the health risk assessment. A clinic that buys only from the left-hand side still needs a way to reach people who are not already in the waiting room. The rows are public-page facts. They are not a score.

Prevounce

Prevounce's annual wellness visit page describes a cloud platform that checks eligibility before the service, emails or texts a pre-visit questionnaire, builds a prevention plan, and produces a superbill from coding variations and history. It states that the platform is HIPAA-compliant, that integrations with popular records exist, and that a clinic without an integration can attach exportable reports to the chart. The same page tells clinics to book a consultation. It does not print a software price, so the fee is quote-based.

Best fit: a small clinic whose patients already have visits on the book, and whose gap is the questionnaire, the plan, and the claim support. Limitation: patient self-scheduling is not published on that page, so Prevounce does not, on the public record reviewed here, close an empty template by itself. Implementation: plan on either an existing integration or a weekly export-and-attach routine, and name who checks eligibility exceptions before a claim goes out. Primary page: Prevounce's AWV software page.

ChartSpan

ChartSpan sells RapidAWV as software that checks Medicare eligibility in real time against CMS HETS as patients arrive, including a note that ChartSpan pays the HETS fees and does not require a structured data feed. Staff can have the patient complete a customizable health risk assessment on a tablet in the waiting room so the wellness visit rides along with a visit that was already scheduled. The page lists Android and iOS, telehealth compatibility, no-cost EMR integration, a quality dashboard, onsite or remote training, and a client success director after onboarding. It also says the software is HIPAA-compliant, follows CMS regulations, and is SOC 2 Type 2 certified.

Best fit: a clinic that already sees Medicare patients for other reasons and wants those arrivals converted into a wellness visit plus a five- to ten-year plan. Limitation: the public workflow is arrival-based, not an outbound campaign that fills next month's empty wellness blocks. If your list is people who do not come in, this page does not show the booking engine. Implementation: budget tablet time in the waiting room, a training block for each role, and the per-NPI fee in the pricing table. Primary page: ChartSpan's RapidAWV page.

ThoroughCare

ThoroughCare's AWV page centers on assessments, eligibility filters, care plans, and claims. It describes automation for eligibility checks, chart updates, and care plan creation, and it says clinics can send a health risk assessment before the visit or use it in the office. Built-in scores cover areas such as alcohol, smoking, depression, and behavior, and the page names ADL, CAGE, DAST-10, GAD-7, MDQ, PAC, PHQ-2, and a mini cognitive exam, with assessments informed by American Academy of Family Physicians recommendations. Billing support assigns G0402, G0438, G0439, G0468, and 99497. A linked interoperability page describes bi-directional data from records, health information exchanges, devices, advance directives, and a mobile app. No software price is printed, so the fee is quote-based.

Best fit: a clinic that wants the wellness visit to feed care management and advance care planning, and that will have a care manager touch the chart. Limitation: a patient-facing slot picker is not described, so the scheduling problem stays in whatever system holds the template. Implementation: confirm the record interface in writing, decide who reviews self-reported medications before they overwrite the chart, and ask for an itemized quote if messaging is extra. The page also publishes a client comment from MedZed. That comment is the vendor's page, not an independent audit. Primary page: ThoroughCare's AWV page.

Phreesia

Phreesia's pricing page sells the Intake platform and says it integrates bidirectionally with many leading records. The appointments page describes 24/7 self-scheduling, reminders by text, email, and voice, and a waitlist that offers cancelled slots. Those are scheduling features a clinic can point at a wellness visit type if the rules allow that visit type to be offered online. The price fact is the dated $0 window in the table, followed by a custom quote. There is no per-message fee in the quote description on that page.

Best fit: a clinic that already wants digital intake, insurance check-in, and self-scheduling in one vendor, and that can live with a quote after the free window. Limitation: an AWV-specific health risk assessment, G0438 logic, and a prevention plan are not what the pricing page documents. You may still need Prevounce, ChartSpan, or ThoroughCare for the note. Implementation: the page says most practices go live in as little as six weeks, with the exact timeline depending on size, workflow, and record. Primary pages: Phreesia's pricing page and Phreesia's appointments page.

Luma Health

Luma's September 2026 write-up of Navigator says a due or overdue list is loaded, the system checks that the needed appointments can be booked, the team chooses when outreach starts, and Navigator texts the patient and helps them book. The example on that page includes wellness visits and diabetic eye exams, and a separate note says Navigator can reach out after a patient's last wellness visit. Voice and text both appear in the company's outreach descriptions, and cancellations can be reoffered. No public price was on the pages reviewed, so the fee is quote-based. Vendor-reported percentages on those pages are the company's own results, not an independent count, and they are not repeated here as a benchmark.

Best fit: a clinic or small group that already struggles to work recall lists by phone and wants the outreach and the booking in one patient-access system. Limitation: the health risk assessment and the Medicare code logic are not the product described on that page. Someone still has to decide that the slot is an annual wellness visit and that the patient is outside the 12-month window. Implementation: you need a clean due list inside Luma before the first text, plus a rule for when a conversation should stop and a person should take over. Primary page: Luma's care-gap booking article.

Relatient

Relatient's Dash page describes online self-scheduling against real-time provider availability, without a username or password, for new and returning patients. The broader Dash Schedule page adds cancelled-slot fill, recurring series, and a stated connection to the practice management system and the record, and it describes the product as HIPAA-compliant and certified for HITRUST and SOC 2. A clinic can offer a wellness visit type in that picker only if the underlying template exposes it under the provider's rules. No dollar price was published on the pages reviewed, so the fee is quote-based.

Best fit: a multi-provider practice that wants patients to book after hours under rules the clinic sets, including a wellness visit type with its own duration. Limitation: eligibility for G0438 or G0439 is not a feature the self-scheduling page documents. If the template is wrong, patients will book a slot Medicare will not treat as the wellness visit. Implementation: build the visit type, the length, and the provider rules before you turn the link on, and decide whether new patients may book a wellness visit at all. A separate look at patient self-scheduling tradeoffs helps when the debate is the booking widget rather than the Medicare note. Primary pages: Relatient's self-scheduling page and Dash Schedule.

Weave

Weave's pricing page lists appointment reminders, schedule confirmations, two-way text, online scheduling, recall, and a waitlist on the plan comparison, and it includes onboarding with every plan. Bulk text is capped at the allotments in the pricing table. The medical column is part of a broader healthcare product that also speaks to dental, optometry, and veterinary workflows, so a medical buyer should confirm which rows apply to a medical record and which are marked for another setting. Named plan prices above the $199 floor are not printed.

Best fit: a small practice that wants phones, texting, reminders, and a simple online book in one monthly bill, and that will use recall to pull idle patients back. Limitation: nothing on the pricing page is an annual wellness visit rules engine. Recall can invite a patient. It does not, on that page, prove the 12-month Medicare interval. Implementation: map the wellness visit to a specific appointment type before you turn on bulk recall, or the message will fill the wrong slots. Primary page: Weave's pricing page.

NexHealth

NexHealth's pricing page does not print a package price. It says billing can be month-to-month or yearly, that the Synchronizer reads and writes the health record, and that data is encrypted at rest. The EHR list on that page includes systems a small clinic may already run, among them athenahealth, eClinicalWorks, Epic, NextGen, ModMed, and Tebra. The webhook guide shows that after an appointment is created through the API, the event name appointment_insertion.complete is sent, and the example payload includes patient_id and start_time. On-premises reads are described as arriving in batches rather than instantly.

Best fit: a clinic that wants online booking written into the record it already uses, and that has someone technical enough to subscribe to webhooks or to hire that work. Limitation: a Medicare eligibility check and a health risk assessment are not in the webhook guide or the pricing page. NexHealth can be the booking rail. It is not, on those pages, the AWV charting product. Implementation: confirm your record is on the synchronizer list, decide who verifies webhook signatures, and do not treat a payload as a completed wellness visit until a person checks the interval. Primary pages: NexHealth's pricing page and NexHealth's webhook guide.

An orchestration layer is what you add when the due flag, the text, and the slot are in three places. It is not an eighth row in the matrix, and it does not replace the record or the scheduler.

A proposed US Tech Automations workflow for that split starts when a daily eligibility export lands, or when an appointment feed shows no completed annual wellness visit inside the allowed interval. The action is one text or email to a patient who already has a messaging-consent flag, and the only times offered are slots the clinic has held for that visit type. The output is a booked slot written back to the record, or a staff task when the reply is clinical, the row has no date, or the write-back fails. Prerequisites are the export or the API, a named appointment type, and a person who clears the exception queue before anyone treats the visit as scheduled. This is a configurable design. It is not a live deployment and it is not a measured result.

A week of recall, written as steps

These seven steps are the operating sequence. Software helps at some of them and is silent at others.

1. Pull patients whose last annual wellness visit, or Part B start, falls outside the 12-month rule on the CMS page. Do this from the record, not from a copied spreadsheet that nobody dated.

2. Drop anyone who already has a future wellness slot, who declined recently, or whose consent flag does not allow text. A second message to a decliner is how small clinics get complaints.

3. Hold real template time before you send anything. If you want the combined-visit pattern, the slot has to be long enough for the wellness conversation and a problem-oriented visit. That hold is a staffing decision, which is why clinical staff scheduling belongs in the same week as the patient message.

4. Send one channel the patient actually answers, with a path onto those held slots. A sequenced reminder is a familiar pattern in other booking work, including this interview scheduling sequence, but the clinical rule on top of it is the 12-month Medicare interval, not a hiring calendar.

5. Write the booking back the same day and have a person confirm the interval before the slot is final. An API success message is not a Medicare eligibility determination.

6. Put the health risk assessment in front of the visit, by text, email, or a tablet at arrival, so the room time is the plan and not the clipboard.

7. Once a week, review failed messages, clinical replies, no-shows, and any booking that landed inside 12 months. That review is the control. Without it, the automation repeats its mistakes.

Combined-visit completion: 50.8% according to News-Medical (2025). That report, on a paper in Annals of Family Medicine, describes five clinics in one family medicine department. Completion moved from 8.4% to 50.8% over nine months after the team booked 40-minute combined visits for Medicare patients aged 65 and older with their usual clinician. No-shows were 11.9% on combined visits and 19.6% on wellness-only visits. The useful lesson for software buyers is the slot design: length and continuity moved the rate in that project. A texting tool pointed at a 15-minute wellness-only slot does not reproduce the study.

In a second proposed design, US Tech Automations would listen for a cancellation on the wellness template and offer that opening to the next eligible patient who has not already declined. The trigger is the cancellation, the action is one offer into the open slot, and the output is a rebooked visit or an escalation if the patient asks for a different clinician. Prerequisites are the eligibility file, a cancellation export or webhook, and a human check that the interval still holds. If the numbers below are the ones you are budgeting, keep this redesign labeled as proposed. It does not describe a current customer or a fill rate.

Take Prevounce's published illustration and set a different vendor's list price beside it. This is arithmetic for a budget meeting, not a forecast for your panel. Prevounce states that a 200-patient program averages more than $138 per patient and more than $27,600 a year, and that AWV time falls to 15–20 minutes, according to Prevounce. Using the floor of those two money figures, 200 times $138 equals $27,600, the same annual figure printed beside them. ChartSpan lists RapidAWV at $349 per NPI per month, with 5% off when paid annually, and states reimbursements up to $174 per visit, according to ChartSpan. Twelve times $349 is $4,188 a year for one NPI before that 5% discount. Subtract $4,188 from $27,600 and $23,412 remains, before locality, sequestration, staff time, and every patient in the 200 who is never booked. If NexHealth is the system that writes the slot, the finished API write is the event appointment_insertion.complete, and the payload's patient_id and start_time are what a reviewer matches to the due list before the booking counts.

Mistakes that burn a Medicare list

Calling the visit a free physical is the fastest way to create a bad arrival. Medicare.gov says the wellness visit is a conversation and a prevention plan, and that a routine physical is a different service the patient may have to pay for in full. The reminder, the online label, and the front-desk script need the same words.

Sending the whole panel one bulk text ignores the 12-month rule, prior declines, and people who already have a slot. Bulk allotments, such as Weave's published message caps, are a capacity limit. They are not a clinical filter. Someone, or a rule you can show a biller, has to apply the filter first.

Booking a short wellness-only slot with a clinician the patient does not know fights the only scheduling study cited here. That project used 40 minutes and the usual clinician. If your template cannot spare that pattern, do not expect the same completion change from a texting tool.

Trusting a vendor reimbursement tile as your net revenue will overstate cash. "Up to $174" and "more than $138" are illustrations on vendor pages. Your MAC locality, sequestration, and the share of G0438 versus G0439 visits all move the deposit. The conversion factors in the rates table are the public national inputs. They are not your remittance.

Turning on self-scheduling before the visit type exists lets patients book a sick visit under a wellness label, or a wellness visit they are not yet eligible for. Build the slot, then open the link.

Leaving exceptions in a shared inbox means the clinical replies wait beside the "STOP" messages. A person with a daily queue is part of the design. Software that cannot hand off a clinical reply should not be the only thing talking to the patient.

Stitching it in Zapier, Make, or n8n

The real alternative for many small clinics is not another healthcare suite. It is a scenario in Zapier, Make, or n8n that watches a file drop or a webhook, sends a text, and writes a row back. Those tools can keep a run history, retry a failed step, branch on an error, and store an audit trail when someone configures them. They are not empty canvases. They are also not finished operations. The buyer has to design idempotency so the same patient is not texted twice for the same due date, plus access control, escalation, and the maintenance when the record export changes a column name.

A proposed US Tech Automations design could start from that same trigger, then map the due flag only onto slots held for the wellness visit, stop the automation when the reply is a clinical question, and require a person to release any write-back that fails the 12-month check. Prerequisites are a dated eligibility export or an appointment API, a consent flag the scenario can read, and a named reviewer for the exception queue. The no-code stack is the better buy when the list is short and an operations lead will own the scenario after the consultant leaves. The configured design is worth pricing when the list, the scheduler, and the chart do not share a queue and the clinic wants those review points set up once rather than rebuilt inside a personal login.

When NOT to use US Tech Automations

Skip an orchestration layer when any of these three conditions already holds. The record or the scheduler you pay for can offer the wellness visit type, and the overdue list is short enough that the front desk finishes it between sessions. The missing piece is the health risk assessment and the superbill, which Prevounce, ChartSpan, or ThoroughCare already covers inside one product, so a second system would only forward a form you already have. Or nobody will provide an export or an API, and nobody is named to review exceptions. In that last case the extra layer adds a queue and still cannot book safely. A simpler tool wins whenever one system already holds the list and the slot, and a person can see both on one screen.

The choice to make this month

If patients are already in the building, start with ChartSpan's arrival-and-tablet path or with Prevounce or ThoroughCare for the assessment and the claim, and ask each for the quote the public page does not print. If the template is empty, start with Phreesia, Luma Health, Relatient, Weave, or NexHealth, and force the wellness visit type to exist before the first message. Use the printed prices where they exist, and treat every other fee as quote-based until the proposal names it. Then see how US Tech Automations configures this only if the list, the message, and the slot still sit in different systems after that choice, and only if you can name the person who reviews the exceptions.

Questions clinics ask before they sign

What is awv scheduling automation?

It is the work of finding who is due for a Medicare annual wellness visit and placing that person on a real slot without a person dialing the entire list. One product family documents the visit. Another family sends the message and books the time. The search phrase covers both, and the purchase should name which gap you have.

How often will Medicare pay for this visit?

Medicare covers it on the once-a-year schedule in the rates section, and the patient pays nothing when the provider accepts assignment. The first visit cannot fall inside the initial Part B year or inside a year of the Welcome to Medicare visit. Extra services the same day can still cost the patient money.

Which products schedule the slot, and which ones document it?

Prevounce, ChartSpan, and ThoroughCare publish the assessment, eligibility, and plan side of the visit. Phreesia, Luma Health, Relatient, Weave, and NexHealth publish scheduling or outreach a clinic can point at a visit type. ThoroughCare is the one page in this set that names G0438 and G0439 in the billing copy. The schedulers, on the pages reviewed, do not.

What will the software cost?

ChartSpan, Weave, and Phreesia print the figures in the pricing table, and the other five products are quote-based on the pages opened for this guide. Add a year of staff review time before you compare a list price with a quote. The reimbursement tiles on vendor pages are not the software fee.

Can a clinic build this in Zapier, Make, or n8n?

Yes, if an operations lead builds the retries, the error branch, the run history, and the guard that stops a second text for the same due date. Those products can hold an audit trail when configured. The clinic owns the repairs when the export changes. A dedicated design is a different maintenance bargain, not a different law of Medicare.

When is the record's own recall enough?

It is enough when the wellness visit type already exists, the overdue list is short enough for the front desk, and a person can see eligibility and the template in one place. Adding outreach software on top of a working recall button only helps when the button is not being used because the list is too long to work by hand.