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AI agent for pharmaceutical sales representatives

Hospital Committee Submission Tracker Agent

Build each hospital committee submission from its calendar and requirements, check completeness and track decisions

AdministrationDocument handlingSales
See how it worksGet access
Hospital Committee Submission Tracker Agent: what goes in, what the agent does and what you get

What it does

Formulary or value committee submissions miss dates or documents. The agent lists each hospital committee calendar and its submission requirements. It assembles the required documents from the product dossier, such as clinical data, pricing and forms, and checks each one for completeness and currency. It tracks internal approvals. If a document is missing or old, it requests a fix and replans the date. It tracks decisions after submission and follows up on gaps. The manager approves each submission. Edge case: a committee changed its meeting date, so the agent recalculates the deadline and warns the team.

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 Committee date known 2 USES A TOOL Read the committee calendar and requirements 3 DOES List the documents and the deadline 4 USES A TOOL Collect documents from the dossier 5 CHECKS THE RESULT Is each document present, current and approved? If not: Request an update from the owner and move thedate if needed. Back to step 3. 6 DOES Assemble the submission package 7 CHECKS THE RESULT Does the package meet every requirement on thecommittee list? If not: Add the missing item and recheck. Back to step4. 8 YOU APPROVE Manager approves the submission 9 DOES Track the decision and questions 10 DOES Replan if the committee asks for more or delays 11 RESULT Submission and decision log
Read the steps as a list
  1. Committee date known
  2. Read the committee calendar and requirements
  3. List the documents and the deadline
  4. Collect documents from the dossier
  5. Is each document present, current and approved?If not: Request an update from the owner and move the date if needed. Back to step 3.
  6. Assemble the submission package
  7. Does the package meet every requirement on the committee list?If not: Add the missing item and recheck. Back to step 4.
  8. Manager approves the submissionThe agent waits here for your OK.
  9. Track the decision and questions
  10. Replan if the committee asks for more or delays
  11. Submission and decision log

How it decides

A submission is ready only when every required document is present, current and approved for use.

  • Start 8 weeks before the committee date
  • Check documents for expiry dates
  • Use only approved materials
  • Follow up 1 week after submission

Make it yours

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

  • Lead time (default 8 weeks)
  • Documents required
  • Follow-up timing
  • Committees tracked

What keeps you in control

It always asks you first

  • Manager approves each submission
  • Manager approves any response to committee questions

Hard limits

  • Never submit without approval
  • Never use unapproved materials

It stops when

  • Done: submission delivered on time
  • Stop: the committee will not accept the product

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 hospital committee met on May 14, with documents due on April 30. The agent assembled 9 items. One price sheet was dated last year. It requested an update from pricing, and the new one arrived on April 22. The package check found a missing form, which was added. The manager approved the submission on April 25.

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