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AI agent for clinical research coordinators

Eligibility Pre-Screen Chart Review Agent

A criterion-by-criterion eligibility status with the tests needed to resolve unknowns and a decision ready for PI review

DecisionsAutomationScience and researchHealthcareOperations
See how it worksGet access
Eligibility Pre-Screen Chart Review Agent: what goes in, what the agent does and what you get

What it does

Screening a patient against a long eligibility list is slow, and a missed criterion leads to a screen failure after tests were already done. This agent reviews the records the coordinator is permitted to see and goes through each inclusion and exclusion criterion. It marks each as met, not met or unknown, with the source line. For unknowns it lists the tests, results or history needed to resolve them. When new results arrive, it rereads the record and updates the status. A clear fail on any exclusion stops the review early. The principal investigator approves every eligibility decision. Edge case: a lab value is within range but dated 40 days ago, so the agent marks it unknown because the protocol needs a result within 28 days.

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 Potential participant is referred 2 USES A TOOL Read the permitted record and the protocol criteria 3 DOES Mark each criterion as met, not met or unknown witha source 4 CHECKS THE RESULT Is any exclusion criterion clearly met? If not: stop the review and report the failed criterion.Back to step 3. 5 DOES List the tests or history needed for each unknown 6 USES A TOOL Request the missing items from the coordinator 7 USES A TOOL Reread the record when new results arrive 8 CHECKS THE RESULT Are all unknowns resolved with evidence in theallowed window? If not: keep the open items and set a recheck date. Backto step 4. 9 DOES Draft the eligibility summary 10 YOU APPROVE PI approves the eligibility decision 11 RESULT Eligibility file for the participant
Read the steps as a list
  1. Potential participant is referred
  2. Read the permitted record and the protocol criteria
  3. Mark each criterion as met, not met or unknown with a source
  4. Is any exclusion criterion clearly met?If not: stop the review and report the failed criterion. Back to step 3.
  5. List the tests or history needed for each unknown
  6. Request the missing items from the coordinator
  7. Reread the record when new results arrive
  8. Are all unknowns resolved with evidence in the allowed window?If not: keep the open items and set a recheck date. Back to step 4.
  9. Draft the eligibility summary
  10. PI approves the eligibility decisionThe agent waits here for your OK.
  11. Eligibility file for the participant

How it decides

Each criterion is met only with dated evidence inside the protocol window. A missing or old value stays unknown.

  • Mark a value unknown if older than the protocol window
  • Stop early on a confirmed exclusion
  • Treat a medication name match as unknown until dose is confirmed
  • List the cheapest test first when several resolve an unknown

Make it yours

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

  • Result age window (default 28 days)
  • Criteria source version
  • Who gets the unknown-items list
  • Recheck frequency

What keeps you in control

It always asks you first

  • Eligibility decision
  • Scheduling of screening tests

Hard limits

  • Never decides eligibility
  • Only reads records the coordinator is authorized to view

It stops when

  • Done: all criteria resolved and decision reviewed
  • Stop: record access is not permitted

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 happensFor a diabetes trial the agent reviewed a 58 year old referral against 14 criteria. It marked 11 met, 1 not met in doubt and 2 unknown. HbA1c was 40 days old against a 28 day window, so the age check failed and it marked it unknown. It listed a repeat HbA1c and a creatinine test. Results arrived Friday, both met, and the PI approved eligibility.

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