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AI agent for pharmacists

Compounding Batch Record Review Agent

Every batch record is complete, correct and has a justified beyond-use date before the pharmacist releases it.

Quality controlComplianceHealthcare
See how it worksGet access
Compounding Batch Record Review Agent: what goes in, what the agent does and what you get

What it does

A compounded medicine cannot be released until the batch record is complete and correct, and checking it by hand is slow. The agent reads each batch record and checks the formula against the master record, the lot numbers and expiry dates of every ingredient, the calculations and the signatures. It then sets the beyond-use date from the rules for that preparation. If any item fails, it returns the record with a clear note, and rechecks it after correction. The pharmacist approves release. Edge case: an ingredient lot that expires before the planned beyond-use date, which must be replaced.

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 Batch record submitted 2 USES A TOOL Read the batch record and master formula 3 DOES Compare ingredients and amounts with the master 4 DOES Check lot numbers and expiry dates 5 CHECKS THE RESULT Does every ingredient match and stay in date? If not: Return the record with a note listing the itemsto fix. Back to step 4. 6 DOES Verify calculations and signatures 7 DOES Set the beyond-use date from the preparation rules 8 CHECKS THE RESULT Do all checks pass after correction? If not: Rerun all checks on the corrected record. Backto step 4. 9 YOU APPROVE Pharmacist approves release 10 USES A TOOL Record the approval and date in the log 11 RESULT Batch released
Read the steps as a list
  1. Batch record submitted
  2. Read the batch record and master formula
  3. Compare ingredients and amounts with the master
  4. Check lot numbers and expiry dates
  5. Does every ingredient match and stay in date?If not: Return the record with a note listing the items to fix. Back to step 4.
  6. Verify calculations and signatures
  7. Set the beyond-use date from the preparation rules
  8. Do all checks pass after correction?If not: Rerun all checks on the corrected record. Back to step 4.
  9. Pharmacist approves releaseThe agent waits here for your OK.
  10. Record the approval and date in the log
  11. Batch released

How it decides

It accepts a record only when each ingredient, amount, signature and date matches the master formula, and sets the beyond-use date from the shortest applicable limit.

  • Amounts must match the master within the allowed tolerance
  • An ingredient must be in date past the beyond-use date
  • Missing signatures return the record
  • Use the shortest beyond-use limit that applies

Make it yours

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

  • Calculation tolerance
  • Beyond-use rules by preparation type
  • Required signatures
  • Who receives returned records

What keeps you in control

It always asks you first

  • Pharmacist approves release of every batch

Hard limits

  • Never release a batch itself
  • Do not change a master formula

It stops when

  • Done: record complete and release approved
  • Stop: a formula or standard is in doubt and the pharmacist must decide

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 happensA batch record lists 500 mL of a cream. The agent finds the lot of one ingredient expires 20 days before the planned beyond-use date, so the check fails. It returns the record. The technician replaces the lot, and the agent reruns all checks. They pass, it sets the beyond-use date, and the pharmacist approves release.

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