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AI agent for operations coordinators

Clinic Roster Constraint Agent

A roster proposal that meets every coverage rule.

SchedulingPlanningHealthcareOperations
See how it worksGet access
Clinic Roster Constraint Agent: what goes in, what the agent does and what you get

What it does

Clinic roster drafts often break coverage rules, such as always having one triage-trained nurse on every shift. When a roster period opens or someone is absent, this agent builds a draft roster with a scheduling solver. It checks every coverage rule and conflict, such as rest periods and leave. When a rule is not met, it moves the one assignment with the fewest knock-on effects. It then rechecks the whole roster. If the change fills one gap but opens another, it undoes it and tries a different assignment. The coordinator publishes the roster; overtime and personnel decisions stay with managers. Edge case: no assignment can cover a gap without overtime, so the agent presents the gap and the overtime options instead of choosing one.

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, continueYes, continueApprovedNoNo 1 STARTS WHEN Roster period opens or an absence is reported 2 USES A TOOL Load staff skills, leave and coverage rules 3 USES A TOOL Build a draft roster with the solver 4 CHECKS THE RESULT Are all coverage rules met? If not: move the assignment with the fewest knock-oneffects. Back to step 3. 5 USES A TOOL Recheck the whole roster after the change 6 CHECKS THE RESULT Is the roster free of new gaps? If not: undo the change and try another assignment. Backto step 4. 7 DOES List changes and any remaining gaps 8 YOU APPROVE Coordinator publishes the roster 9 RESULT Constraint-checked roster proposal
Read the steps as a list
  1. Roster period opens or an absence is reported
  2. Load staff skills, leave and coverage rules
  3. Build a draft roster with the solver
  4. Are all coverage rules met?If not: move the assignment with the fewest knock-on effects. Back to step 3.
  5. Recheck the whole roster after the change
  6. Is the roster free of new gaps?If not: undo the change and try another assignment. Back to step 4.
  7. List changes and any remaining gaps
  8. Coordinator publishes the rosterThe agent waits here for your OK.
  9. Constraint-checked roster proposal

How it decides

It fixes the uncovered requirement with the fewest knock-on effects and re-checks the whole roster.

  • Choose the change with the fewest knock-on effects.
  • Undo any change that creates a new gap.
  • Gaps that need overtime are presented, not decided.
  • The whole roster is rechecked after every change.

Make it yours

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

  • Coverage rules per shift (skills, minimum staff)
  • Rest and working-time limits to enforce
  • Whether overtime may be proposed
  • Who publishes the roster
  • How far ahead rosters are built (default 4 weeks)

What keeps you in control

It always asks you first

  • Publishing rosters
  • Overtime
  • Personnel decisions

Hard limits

  • Draft only.

It stops when

  • Done: all rules met.
  • Needs a human: no feasible roster.

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 happensFor the week of March 3 a triage nurse calls in sick for Tuesday. The agent swaps in Nurse B from Wednesday. The recheck fails because Wednesday now has no phlebotomist. It undoes the swap and assigns a part-time nurse with triage training for Tuesday instead. All 42 shifts now pass the coverage rules. The coordinator reviews the change list and publishes the roster.

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