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AI agent for caregivers

Medication Refill and Supply Agent

No medicine runs out before a refill is in hand.

Risk managementHealthcare
See how it worksGet access
Medication Refill and Supply Agent: what goes in, what the agent does and what you get

What it does

When several medicines have different refill dates, one runs out on a Saturday when the pharmacy is closed. The agent counts the supply from the medication log, estimates the run-out date for each medicine and finds those that will run out in the next 10 days. It drafts a refill request for each and notes which need a prescriber renewal first. It then checks the pharmacy's response and the delivery. If a request is not filled before the run-out date, it makes a phone call task for the caregiver and suggests asking for a short bridge supply. The caregiver approves every request. Edge case: a controlled medicine needs a new prescription each time, so the agent asks for it earlier.

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, continueNo 1 STARTS WHEN Weekly run 2 USES A TOOL Read the medication log and supply counts 3 DOES Estimate run-out dates for each medicine 4 DOES List medicines running out within 10 days 5 DOES Draft refill requests and note renewals needed 6 YOU APPROVE Caregiver approves each request 7 USES A TOOL Send requests to the pharmacy or prescriber 8 USES A TOOL Check the pharmacy response and delivery date 9 CHECKS THE RESULT Will the refill arrive before the run-out date? If not: Create a phone call task and suggest a shortbridge supply request. Back to step 4. 10 DOES Update the supply plan 11 RESULT Supply status and next refill dates
Read the steps as a list
  1. Weekly run
  2. Read the medication log and supply counts
  3. Estimate run-out dates for each medicine
  4. List medicines running out within 10 days
  5. Draft refill requests and note renewals needed
  6. Caregiver approves each requestThe agent waits here for your OK.
  7. Send requests to the pharmacy or prescriber
  8. Check the pharmacy response and delivery date
  9. Will the refill arrive before the run-out date?If not: Create a phone call task and suggest a short bridge supply request. Back to step 4.
  10. Update the supply plan
  11. Supply status and next refill dates

How it decides

It calculates days left from the count and dosage and starts requests early enough to cover prescriber and delivery time.

  • Start the request 10 days before run-out
  • Controlled medicines start 14 days before
  • A delivery after run-out needs a bridge supply
  • Renewals go to the prescriber first

Make it yours

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

  • Days before run-out (default 10)
  • Controlled medicine lead time
  • Pharmacy contact
  • Delivery rules
  • Run day

What keeps you in control

It always asks you first

  • Caregiver approves every refill request
  • Caregiver approves any change to a medicine or dose

Hard limits

  • Never change a dose or advise on medicines
  • Never send requests without approval
  • Never place an order that needs payment

It stops when

  • Done: all medicines have a refill in hand
  • Stop: the prescriber changes the medicine or dose

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 happensThe agent counts 9 pills left of a heart medicine taken twice a day, so it runs out in 4 days, and the refill is due Sunday. It drafts a request, the caregiver approves, and the pharmacy says it will fill on Monday. The agent sees the supply ends Saturday night, adds a call task and a bridge supply request for 3 days.

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