AI agent for occupational therapists
Adaptive Equipment Order Follow-Through Agent
Every client gets the right equipment, fitted and working, in a reasonable time.
What it does
After a therapist recommends a wheelchair, shower chair or other equipment, orders go to funding and suppliers and then stall. The agent opens a tracker for each recommendation and lists the steps: quote, funding approval, order, delivery and fitting. It follows each step with the supplier or funder, and tracks dates. When the item arrives, it checks that the fitting visit happened and that the client can use it, otherwise it chases the supplier and reschedules. It also looks for loan equipment when there is a delay. The therapist approves messages to funders and suppliers and any adjustment. Edge case: if funding is denied, the agent drafts an appeal with the clinical reasons for the therapist to review.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Equipment recommended
- Open a tracker with expected dates for each step
- Draft the quote request and funding application
- Therapist approves the messages and applicationsThe agent waits here for your OK.
- Send and track each step
- Is every step on its expected date?If not: Chase the supplier or funder, and offer a loan item if the delay passes 2 weeks. Back to step 3.
- Read the delivery update
- Book the fitting visit
- Did the fitting happen and does the client use the item safely?If not: Chase the supplier for adjustments and reschedule the visit. Back to step 3.
- Therapist approves the final recordThe agent waits here for your OK.
- Closed equipment order
How it decides
It tracks each step against expected dates and chases the step that is overdue.
- A step over 5 days late is chased
- A delay over 2 weeks prompts a loan item
- A funding denial triggers an appeal draft
- Close only after a successful fitting
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Step expected dates
- Chase days
- Suppliers in order
- Loan options
- Closure rule
What keeps you in control
It always asks you first
- Therapist approves messages and applications
- Therapist approves any change to the recommendation
Hard limits
- Never promise funding
- Never send without therapist approval
- Never close without fitting
It stops when
- Done: equipment fitted and working
- Stop: the client declines the equipment
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
