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AI agent for midwifes

Due-Date Caseload Capacity Agent

Accept new clients only when the practice can cover their births

SchedulingRisk managementHealthcareOperations
See how it worksGet access
Due-Date Caseload Capacity Agent: what goes in, what the agent does and what you get

What it does

Midwifery practices can only safely attend a certain number of births each month, and on-call midwives burn out when one month is overbooked. This agent tracks current clients by due month and compares the count with capacity per midwife and with the on-call rota. When someone inquires, it tells the intake person whether the client's due month has room. It also checks whether holidays, planned leave and rota gaps still leave cover. If a month is full, it drafts a waitlist reply and lists nearby practices. If cover is thin, it marks the month as limited and asks the lead midwife. It updates counts when clients transfer or deliver early. Staff approve every new client. Edge case: several clients due around a holiday with reduced cover are flagged even if the month is under capacity.

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 New client inquiry 2 USES A TOOL Read the estimated due date from the inquiry 3 USES A TOOL Read caseload by due month 4 DOES Compare with capacity per midwife and the on-callrota 5 CHECKS THE RESULT Is there capacity for that month? If not: offer a waitlist place and list nearby practicesfor the intake person. Back to step 3. 6 CHECKS THE RESULT Do planned leave and holidays still leave cover? If not: mark the month as limited and ask the leadmidwife. Back to step 4. 7 YOU APPROVE Lead midwife confirms acceptance 8 RESULT Client booked and caseload updated
Read the steps as a list
  1. New client inquiry
  2. Read the estimated due date from the inquiry
  3. Read caseload by due month
  4. Compare with capacity per midwife and the on-call rota
  5. Is there capacity for that month?If not: offer a waitlist place and list nearby practices for the intake person. Back to step 3.
  6. Do planned leave and holidays still leave cover?If not: mark the month as limited and ask the lead midwife. Back to step 4.
  7. Lead midwife confirms acceptanceThe agent waits here for your OK.
  8. Client booked and caseload updated

How it decides

Clients per due month are compared with capacity and cover.

  • Capacity per midwife per month
  • Holidays reduce capacity
  • Waitlist when full

Make it yours

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

  • Capacity
  • Holiday rules
  • Waitlist message
  • Rota source

What keeps you in control

It always asks you first

  • Accepting clients

Hard limits

  • No clinical decisions

It stops when

  • Done: inquiry answered
  • Stop: practice closed to intake

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 happensAn inquiry came in on March 3 for a client due in late September. The agent counted 11 clients due that month against a capacity of 12. The second check found one midwife on leave for two weeks in September, which cut capacity to 10. It marked September limited and asked the lead midwife. She approved a waitlist place, and the client was booked when a transfer of care freed a spot.

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