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AI agent for paramedics

Drug Box Expiry and Exchange Agent

Keep every drug box complete and in date, with open items visible until fixed.

Risk managementHealthcareOperations
See how it worksGet access
Drug Box Expiry and Exchange Agent: what goes in, what the agent does and what you get

What it does

A paramedic who opens a drug box on a call and finds an expired vial has a patient problem. This agent reads each drug box list and seal number, then compares the contents with the required inventory and expiry dates. It flags items that are expired, missing, or within a short-dated window such as 60 days. For each issue it drafts an exchange request to the pharmacy or stock room with the box number, item and quantity. After the exchange, it reads the new list and rechecks. It reports what is still open at the end of every day. The supervisor approves any change to stock. Edge case: a seal number on the new box does not match the exchange record, so the agent holds the box as unverified.

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
ApprovedYes, continueYes, continueNoNo 1 STARTS WHEN Shift change or box opened 2 USES A TOOL Read the box list and seal number 3 DOES Compare with the required inventory 4 DOES Sort issues into expired, missing and short-dated 5 YOU APPROVE Supervisor approves the exchange request 6 USES A TOOL Send the request to stock and log the box number 7 CHECKS THE RESULT Does the new box list match the required inventoryand seal record? If not: hold the box as unverified and request acorrected exchange. Back to step 2. 8 DOES Update the open items list 9 CHECKS THE RESULT Are all items closed? If not: carry open items to the next day and remind thesupervisor. Back to step 4. 10 RESULT Daily open items report
Read the steps as a list
  1. Shift change or box opened
  2. Read the box list and seal number
  3. Compare with the required inventory
  4. Sort issues into expired, missing and short-dated
  5. Supervisor approves the exchange requestThe agent waits here for your OK.
  6. Send the request to stock and log the box number
  7. Does the new box list match the required inventory and seal record?If not: hold the box as unverified and request a corrected exchange. Back to step 2.
  8. Update the open items list
  9. Are all items closed?If not: carry open items to the next day and remind the supervisor. Back to step 4.
  10. Daily open items report

How it decides

It flags anything expired or missing at once and short-dated items 60 days out. A box is closed only when a recheck shows the inventory is complete.

  • Flag items expired or missing immediately
  • Flag short-dated items at 60 days
  • Hold a box with a seal mismatch out of service
  • Escalate an item open for more than 3 days

Make it yours

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

  • Short-dated window (default 60 days)
  • Required inventory list per unit
  • Escalation days (default 3)
  • Report time (default end of shift)

What keeps you in control

It always asks you first

  • Supervisor approves exchange requests
  • Supervisor approves any stock change

Hard limits

  • Never mark a box complete without a recheck
  • Never approve stock changes without the supervisor

It stops when

  • Done: all boxes complete and in date
  • Stop: box seal mismatch needs the supervisor

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 happensBox 14 showed ondansetron expiring in 41 days and one epinephrine vial missing. The agent drafted the exchange. The returned list showed epinephrine but the seal number was 4410, not 4401. The agent held the box as unverified and asked the supervisor to confirm. After correction, the recheck passed and the item closed.

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