AI agent for caregivers
Care Supply Reorder Agent
The caregiver never runs out of a needed supply, and every order matches the care plan.
What it does
Briefs, dressings and nutrition supplements run out on a Saturday night, and the caregiver is driving around looking for a shop. The agent reads the supply log and daily usage, predicts when each item will run out, and compares prices and delivery windows across the suppliers the caregiver uses. If the preferred item is out of stock, it looks for a substitute that matches the care plan, such as the same size or absorbency, and checks it against the plan. After an order it checks the confirmation against the request and the delivery date. The caregiver approves every order. Edge case: a nutrition supplement with a new flavor that is allowed, but a different brand that has a different calorie count.
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
- Twice-weekly supply check
- Read the supply log and usage
- Predict the run-out date for each item
- Is any item due to run out before the next delivery?If not: Mark it as urgent and look for same-day options. Back to step 3.
- Compare prices and delivery windows
- Is the preferred item in stock?If not: Look for a substitute that matches the care plan. Back to step 5.
- Build the order list
- Caregiver approves every orderThe agent waits here for your OK.
- Place the order
- Check the confirmation against the order and date
- Order and supply forecast logged
How it decides
It orders when the days of supply left are fewer than the delivery time plus a buffer, and picks the supplier with the best price that arrives in time.
- Reorder when fewer than 7 days of supply remain
- Never swap an item without checking size and care plan
- Choose the cheapest option that arrives before run-out
- Mark items with a run-out within 2 days as urgent
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Days of supply for reorder (default 7)
- Preferred suppliers
- Items and sizes tracked
- Substitution rules
What keeps you in control
It always asks you first
- Caregiver approves every order and every substitute
Hard limits
- Never place an order without approval
- Do not change the care plan
It stops when
- Done: order confirmed with delivery before run-out
- Stop: no supplier can deliver in time and the caregiver must find a local option
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
