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AI agent for psychologists

Client Dropout Risk Outreach Agent

Make sure clients who drift away get a respectful, timely check-in and a recorded outcome.

Client Dropout Risk Outreach Agent: what goes in, what the agent does and what you get

What it does

Some clients quietly drop out after a few missed or cancelled sessions, and nobody notices until the file is reviewed months later. This agent reads attendance and cancellation records, and compares them with the practice's own outreach policy, for example two no-shows in a row or three cancellations in a month. It lists clients who meet the policy, and for each drafts a short, warm check-in message that mentions no clinical details. It logs replies, checks whether the client rebooked, and updates the plan or closes the file if the client has ended care. It never contacts anyone. The psychologist approves each message and decides on outreach, including whether any outreach is appropriate for that client. Edge case: clients who asked not to be contacted are excluded.

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.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Weekly attendance update 2 USES A TOOL Read attendance, cancellations and contactpreferences 3 DOES Compare each client with the outreach policy 4 CHECKS THE RESULT Is the client free of a do-not-contact flag orplanned break? If not: remove the client from the list and note thereason. Back to step 3. 5 DOES Rank the flagged clients by days since lastattendance 6 USES A TOOL Draft a short check-in message with no clinicalcontent 7 YOU APPROVE Psychologist approves each message and decides whoto contact 8 USES A TOOL Log replies and check the booking calendar 9 CHECKS THE RESULT Did the client reply or rebook within 10 days? If not: propose a second attempt or file closure for thepsychologist's decision. Back to step 6. 10 RESULT Outreach log and updated plan
Read the steps as a list
  1. Weekly attendance update
  2. Read attendance, cancellations and contact preferences
  3. Compare each client with the outreach policy
  4. Is the client free of a do-not-contact flag or planned break?If not: remove the client from the list and note the reason. Back to step 3.
  5. Rank the flagged clients by days since last attendance
  6. Draft a short check-in message with no clinical content
  7. Psychologist approves each message and decides who to contactThe agent waits here for your OK.
  8. Log replies and check the booking calendar
  9. Did the client reply or rebook within 10 days?If not: propose a second attempt or file closure for the psychologist's decision. Back to step 6.
  10. Outreach log and updated plan

How it decides

It flags a client only when the pattern matches the practice's written policy. It excludes anyone with a do-not-contact flag or a recent planned break.

  • Flag after two consecutive no-shows or three cancellations in 30 days
  • Exclude clients with a do-not-contact flag
  • Allow at most 2 outreach attempts per episode
  • Propose closure only after the second attempt and the psychologist's review

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Outreach policy thresholds
  • Message tone and channel
  • Maximum attempts (default 2)
  • Reply wait (default 10 days)
  • Excluded client flags

What keeps you in control

It always asks you first

  • Every message
  • The decision whether to reach out
  • Closing a file

Hard limits

  • Never send messages or mention clinical content
  • Respect every contact preference

It stops when

  • Done: client rebooks or file is closed with a note
  • Stop: client asks to stop contact

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.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • 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
Get access to this agent

An example run

What happensOn Monday, 4 of 38 active clients met the policy. One had asked for no contact, so she was removed. For the other three, the agent drafted a short message each. The psychologist approved two and skipped one for clinical reasons. After 10 days, one client had rebooked, and one had not replied. A second attempt was approved.

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