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AI agent for clinical research coordinators

Participant Retention and Visit Window Agent

Participants are contacted and booked inside their visit windows, with at-risk cases caught early

SchedulingRisk managementCommunicationScience and researchOperationsHealthcare
See how it worksGet access
Participant Retention and Visit Window Agent: what goes in, what the agent does and what you get

What it does

Long studies lose participants because follow-up is late or a visit window closes before anyone notices. This agent reads each participant's visit schedule, window dates and contact history. It identifies those at risk, such as a window closing within 10 days with no appointment, or two failed contact attempts. It drafts a reminder and offers scheduling options that fit the window, the clinic calendar and the participant's stated preferences. It checks proposed dates against other windows and room availability. After a reply, it reschedules or tries another channel. The coordinator approves every message. Edge case: a participant works nights, so the agent proposes late afternoon slots even though the clinic prefers mornings.

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, continueApprovedYes, continueNoNo 1 STARTS WHEN Daily window scan 2 USES A TOOL Read visit windows, appointments and contact history 3 DOES Score each participant by days left and failedcontacts 4 USES A TOOL Check clinic calendar for open slots 5 DOES Draft a reminder with two scheduling options 6 CHECKS THE RESULT Do proposed dates fall inside the window and avoidconflicts? If not: pick other slots or request a window extensionreview. Back to step 4. 7 YOU APPROVE Coordinator approves outreach 8 USES A TOOL Log replies and bookings 9 CHECKS THE RESULT Did the participant confirm within 3 days? If not: try the next channel, then flag the participantfor a coordinator call. Back to step 3. 10 DOES Update the at-risk list 11 RESULT Daily outreach list and bookings
Read the steps as a list
  1. Daily window scan
  2. Read visit windows, appointments and contact history
  3. Score each participant by days left and failed contacts
  4. Check clinic calendar for open slots
  5. Draft a reminder with two scheduling options
  6. Do proposed dates fall inside the window and avoid conflicts?If not: pick other slots or request a window extension review. Back to step 4.
  7. Coordinator approves outreachThe agent waits here for your OK.
  8. Log replies and bookings
  9. Did the participant confirm within 3 days?If not: try the next channel, then flag the participant for a coordinator call. Back to step 3.
  10. Update the at-risk list
  11. Daily outreach list and bookings

How it decides

Risk rises as the window closes and as contact attempts fail. Dates must fall inside the window and have a free slot.

  • Flag a participant when fewer than 10 days remain in the window
  • Try a second channel after 2 days without reply
  • Flag after 3 failed attempts for a coordinator call
  • Never offer a date outside the protocol window

Make it yours

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

  • Days-left warning level (default 10)
  • Contact channels and order
  • Preferred time slots
  • Failed attempts before a call (default 3)

What keeps you in control

It always asks you first

  • Every outreach message
  • Any request to extend a window

Hard limits

  • Never contacts a participant without approval
  • Never offers dates outside the window

It stops when

  • Done: visit booked or participant reviewed
  • Stop: participant withdraws or asks not to be contacted

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 happensParticipant 0031's week 12 window closes April 22 with no booking. The agent drafted a text offering April 17 or 18. The 18th clashed with a second participant's slot, so the check failed and it offered April 19 at 4 pm instead because the person works nights. The coordinator approved the message, the participant confirmed in a day, and the agent logged the booking.

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