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AI agent for hospital administrators

Operating Room Block Utilization Agent

Block time is used or released early enough for another group to fill it

SchedulingDecisionsOperationsManagementHealthcare
See how it worksGet access
Operating Room Block Utilization Agent: what goes in, what the agent does and what you get

What it does

Surgical block time is valuable and often goes unused or is released too late for another group to use it. This agent compares each group's block schedule with actual use. It finds blocks likely to go unused, based on bookings and past patterns, and offers the time to other groups before the release deadline. After the offer it checks whether the time was taken. If not, it tries another group or a different release option. It reports utilization by group and suggests policy changes. The administrator approves reallocation and policy changes. Edge case: a block has no cases booked 7 days before, but the surgeon usually adds cases late, so the agent offers only part of the block.

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 Daily scan of upcoming blocks 2 USES A TOOL Read the block schedule and bookings 3 USES A TOOL Compare with past use for each group 4 DOES Find blocks likely to go unused 5 YOU APPROVE Administrator approves the release offer 6 DOES Offer the time to other groups or the waitlist 7 CHECKS THE RESULT Was the offered time taken before the deadline? If not: offer to the next group or a smaller slice andrecheck. Back to step 6. 8 DOES Update the schedule record 9 DOES Calculate utilization by group for the month 10 RESULT Utilization report with suggested policy changes
Read the steps as a list
  1. Daily scan of upcoming blocks
  2. Read the block schedule and bookings
  3. Compare with past use for each group
  4. Find blocks likely to go unused
  5. Administrator approves the release offerThe agent waits here for your OK.
  6. Offer the time to other groups or the waitlist
  7. Was the offered time taken before the deadline?If not: offer to the next group or a smaller slice and recheck. Back to step 6.
  8. Update the schedule record
  9. Calculate utilization by group for the month
  10. Utilization report with suggested policy changes

How it decides

A block is offered for release when booked time falls below the set share at the release deadline, adjusted for the group's pattern of late adds.

  • Offer a block when booked time is under 60 percent 7 days ahead
  • Offer only part when the group often adds late
  • Do not release a block twice
  • Report utilization per group monthly

Make it yours

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

  • Release threshold (default 60 percent)
  • Days ahead (default 7)
  • Order of groups offered
  • Report cadence

What keeps you in control

It always asks you first

  • Releases and reallocation
  • Policy changes

Hard limits

  • Never reassign time without approval
  • Never remove a booked case

It stops when

  • Done: blocks used or released
  • Stop: scheduling system unavailable

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 happensOn a Tuesday, ortho block time on June 12 had 3 of 10 hours booked. The agent offered 6 hours to general surgery. No reply by the next day, so the check failed. It offered 6 hours to urology and they took it. The administrator approved both offers.

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