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AI agent for clinical research coordinators

Clinical Study Visit Logistics Agent

Every study visit is scheduled inside its protocol window with all prerequisites ready.

SchedulingPlanningHealthcareOperationsScience and research
See how it worksGet access
Clinical Study Visit Logistics Agent: what goes in, what the agent does and what you get

What it does

Clinical study visits must fall within protocol windows and need the right staff, rooms and equipment, so they get rescheduled repeatedly. When the next visit is due or a confirmation changes, this agent first checks that the participant's consent status is present and valid; without it, nothing proceeds. It then finds slots inside the protocol window that have every needed resource and places reversible internal holds. If a hold conflicts, it releases it and searches another permitted slot. It builds a visit checklist. The coordinator confirms with the participant. Protocol deviations and eligibility stay with the study team. Edge case: no slot fits inside the window, so the agent flags a possible deviation rather than booking outside it.

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 Next visit due or confirmation changed 2 USES A TOOL Read the consent record for this patient 3 CHECKS THE RESULT Is consent status present and valid? If not: stop and alert the coordinator. Back to step 2. 4 USES A TOOL Find slots in the protocol window with all resources 5 USES A TOOL Place reversible internal holds 6 CHECKS THE RESULT Do all holds hold without conflict? If not: release the conflicting hold and search anotherslot. Back to step 4. 7 DOES Build the visit checklist 8 YOU APPROVE Coordinator confirms with the participant 9 RESULT Coordinator-reviewed visit logistics plan
Read the steps as a list
  1. Next visit due or confirmation changed
  2. Read the consent record for this patient
  3. Is consent status present and valid?If not: stop and alert the coordinator. Back to step 2.
  4. Find slots in the protocol window with all resources
  5. Place reversible internal holds
  6. Do all holds hold without conflict?If not: release the conflicting hold and search another slot. Back to step 4.
  7. Build the visit checklist
  8. Coordinator confirms with the participantThe agent waits here for your OK.
  9. Coordinator-reviewed visit logistics plan

How it decides

It picks the earliest feasible slot in the window that has every resource, and searches again when a hold conflicts; missing consent blocks progress.

  • Slot choice: earliest feasible in the window.
  • Consent: no consent status, no confirmation.
  • Missed window: flag for a protocol deviation decision.

Make it yours

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

  • Protocol windows per visit type
  • Resources required per visit (rooms, staff roles, equipment)
  • How long internal holds last before release (default 48 hours)
  • Who confirms with participants
  • Days ahead to start planning (default 14)

What keeps you in control

It always asks you first

  • Participant contact
  • Clinical eligibility
  • Protocol deviations

Hard limits

  • Never contacts participants.
  • Never decides eligibility.

It stops when

  • Done: visit planned.
  • Blocked: consent missing or window missed.

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 happensVisit 4 for participant 0193 must fall between days 28 and 32 and needs an ECG room and a research nurse. The agent holds day 30, but the only nurse slot conflicts with the room booking. The check fails, so it releases the hold and finds day 31 with both free. It builds the checklist, and the coordinator confirms the visit with the participant.

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