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AI agent for clinical research coordinators

Delegation Log and Training Currency Agent

Every task in recent records matches a current delegation and valid training, with expiring items caught early

ComplianceRisk managementScience and researchHealthcareOperations
See how it worksGet access
Delegation Log and Training Currency Agent: what goes in, what the agent does and what you get

What it does

Regulators check whether anyone did a task before they were trained or delegated for it. This agent compares the staff named in recent visit and procedure records to the delegation log and each person's training records. It looks for tasks done by someone who was not delegated, tasks done before a training date, and certificates that will expire soon. Each gap becomes a request to the right person to update the log or finish the training. After the fixes, it rereads the log and records to confirm. The principal investigator approves delegation changes. Edge case: a nurse drew blood on the day her phlebotomy certificate expired, so the agent flags the date and asks for a note-to-file.

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 check or new staff added 2 USES A TOOL Read the delegation log and training records 3 USES A TOOL Read staff names and task dates from visit records 4 DOES Match each task to a delegation and a training date 5 CHECKS THE RESULT Is each task covered by a delegation and validtraining on that date? If not: list the gap and draft a note-to-file request.Back to step 4. 6 DOES Find certificates expiring within the warning window 7 USES A TOOL Draft requests for renewals and log updates 8 YOU APPROVE PI approves delegation changes and notes 9 USES A TOOL Reread logs after updates 10 CHECKS THE RESULT Do the logs now close every listed gap? If not: reopen the item and escalate to the PI. Back tostep 4. 11 RESULT Delegation and training status report
Read the steps as a list
  1. Weekly check or new staff added
  2. Read the delegation log and training records
  3. Read staff names and task dates from visit records
  4. Match each task to a delegation and a training date
  5. Is each task covered by a delegation and valid training on that date?If not: list the gap and draft a note-to-file request. Back to step 4.
  6. Find certificates expiring within the warning window
  7. Draft requests for renewals and log updates
  8. PI approves delegation changes and notesThe agent waits here for your OK.
  9. Reread logs after updates
  10. Do the logs now close every listed gap?If not: reopen the item and escalate to the PI. Back to step 4.
  11. Delegation and training status report

How it decides

A task passes only when the person is delegated for it and training is dated before the task and not expired.

  • Flag a task done before the training date
  • Warn 60 days before a certificate expires
  • Flag any task by an undelegated person as a possible deviation
  • Never infer delegation from job title

Make it yours

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

  • Expiry warning window (default 60 days)
  • Task categories to check
  • Records period (default last 30 days)
  • Who receives requests

What keeps you in control

It always asks you first

  • Delegation changes
  • Notes-to-file for deviations

Hard limits

  • Never alters the delegation log
  • Never decides what is a protocol deviation

It stops when

  • Done: no unresolved gaps
  • Stop: delegation log is not available

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 happensThe agent reviewed 120 visit entries for February. It found 3 blood draws by a nurse whose phlebotomy certificate expired February 14, and one ECG done by a coordinator not on the log. The coverage check failed. It drafted two notes-to-file and a delegation request. After the PI approved them and the log was updated, the recheck cleared the ECG item and kept the nurse note open.

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