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AI agent for surgeons

OR Block Time Utilization Review Agent

Block time is used well, with unused hours released early and overruns tracked.

AnalysisDecisionsSchedulingHealthcareOperationsManagement
See how it worksGet access
OR Block Time Utilization Review Agent: what goes in, what the agent does and what you get

What it does

Block time goes unused or overruns, and releasing it late wastes capacity. The agent compares scheduled blocks with the actual start, end and turnover times, finds unused hours and recurring overruns, and suggests releasing or swapping time. It tests every suggestion against upcoming bookings and the release rules to be sure it will not create a conflict. It also keeps a log of why cases ran over, such as late starts or long turnovers, so the manager can fix causes and not only move time around. The surgeon and the manager approve any change. Edge case: a block that looks unused because the surgeon moved cases to a clinic, but is held for emergencies.

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 Weekly utilization run 2 USES A TOOL Read block schedules and case times 3 DOES Calculate use for each block 4 CHECKS THE RESULT Is any block under 70% or over 100% for 3 weeks? If not: Mark it as stable and check again next week.Back to step 3. 5 DOES Find unused hours and common overrun causes 6 DOES Suggest release, swap or extension 7 USES A TOOL Test the suggestion against upcoming bookings andrules 8 CHECKS THE RESULT Does the suggestion cause any conflict? If not: Adjust the suggestion and retest. Back to step7. 9 YOU APPROVE Surgeon and manager approve changes 10 USES A TOOL Update the schedule 11 RESULT Utilization report
Read the steps as a list
  1. Weekly utilization run
  2. Read block schedules and case times
  3. Calculate use for each block
  4. Is any block under 70% or over 100% for 3 weeks?If not: Mark it as stable and check again next week. Back to step 3.
  5. Find unused hours and common overrun causes
  6. Suggest release, swap or extension
  7. Test the suggestion against upcoming bookings and rules
  8. Does the suggestion cause any conflict?If not: Adjust the suggestion and retest. Back to step 7.
  9. Surgeon and manager approve changesThe agent waits here for your OK.
  10. Update the schedule
  11. Utilization report

How it decides

It computes use as actual time over block time, and suggests a change when the same block is under 70% or over 100% for several weeks.

  • Suggest release when use is below 70% for 3 weeks
  • Release unused time at least 72 hours ahead
  • Treat emergency holds separately
  • Include turnover time in the calculation

Make it yours

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

  • Utilization thresholds (default 70%)
  • Release notice time (default 72 hours)
  • Blocks covered
  • Weeks to judge

What keeps you in control

It always asks you first

  • Surgeon and manager approve every change to block time

Hard limits

  • Never change a schedule without approval
  • Do not remove emergency holds

It stops when

  • Done: changes approved and schedule updated
  • Stop: policy conflict that the manager must resolve

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 happensBlock A is used 58% for 4 weeks. The agent suggests releasing Thursday afternoons, but the test shows a booked case on the 18th. It adjusts to release only the free Thursdays. The surgeon and the manager approve. Another block runs over by 40 minutes each week, so the agent suggests a longer slot.

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