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AI agent for pharmacists

Investigational Product Accountability Agent

Product counts and logs reconcile to visits, with every discrepancy and excursion explained

Data cleanupComplianceQuality controlScience and researchHealthcareOperations
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Investigational Product Accountability Agent: what goes in, what the agent does and what you get

What it does

Investigational product counts rarely match the dispensing log on the first try. This agent compares shipment receipts, dispensing entries, returns and destruction records against the subject visit schedule. It works out what each participant should have received at each visit and what should remain in stock. Any gap, such as a kit dispensed to a participant with no visit, is listed. It also reads temperature logs and flags excursions with the affected lot. For each discrepancy it drafts a correction request to the person who made the entry. After corrections arrive it recounts. The pharmacist approves the final reconciliation. Edge case: a returned kit is logged twice, so the agent shows the stock as one unit higher than reality and asks for a correction.

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 Shipment received or monthly reconciliation due 2 USES A TOOL Read receipts, dispensing, returns and destructionrecords 3 USES A TOOL Read the visit schedule and temperature logs 4 DOES Calculate expected stock and expected dispensing perparticipant 5 CHECKS THE RESULT Does the physical and logged count equal theexpected count? If not: list each discrepancy with its record source.Back to step 4. 6 DOES Check temperature logs for excursions and map themto lots 7 USES A TOOL Draft correction requests to the people who made theentries 8 CHECKS THE RESULT Do updated records now reconcile? If not: keep the item open, recount and flag it to thepharmacist. Back to step 4. 9 DOES Draft the reconciliation report 10 YOU APPROVE Pharmacist approves the reconciliation 11 RESULT Signed reconciliation report
Read the steps as a list
  1. Shipment received or monthly reconciliation due
  2. Read receipts, dispensing, returns and destruction records
  3. Read the visit schedule and temperature logs
  4. Calculate expected stock and expected dispensing per participant
  5. Does the physical and logged count equal the expected count?If not: list each discrepancy with its record source. Back to step 4.
  6. Check temperature logs for excursions and map them to lots
  7. Draft correction requests to the people who made the entries
  8. Do updated records now reconcile?If not: keep the item open, recount and flag it to the pharmacist. Back to step 4.
  9. Draft the reconciliation report
  10. Pharmacist approves the reconciliationThe agent waits here for your OK.
  11. Signed reconciliation report

How it decides

Expected stock equals receipts minus dispensed, destroyed and returned items. A mismatch of even one unit is flagged for explanation.

  • Flag any difference of one unit or more
  • Quarantine a lot after a temperature excursion until reviewed
  • Flag a kit dispensed without a matching visit
  • Treat a duplicate return entry as a data error to correct

Make it yours

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

  • Count tolerance (default 0 units)
  • Temperature range for the product
  • Reconciliation frequency
  • People who receive correction requests

What keeps you in control

It always asks you first

  • Reconciliation sign-off
  • Any destruction of product

Hard limits

  • Never changes counts or logs
  • Never releases quarantined product

It stops when

  • Done: counts tie and excursions resolved
  • Stop: shipment records are missing

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 happensAt the April visit the agent expected 46 kits in stock and the pharmacy count was 45. The count check failed. It found kit 0318 returned twice in the log and a dispense on April 9 with no visit. It drafted two correction requests. After the pharmacy fixed the entries, the recount matched 45 and the agent flagged one excursion for lot 7B. The pharmacist approved the report.

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