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AI agent for psychologists

Referral Coordination Follow-up Agent

Close the loop on every referral with a documented outcome.

AdministrationMonitoringScience and researchHealthcare
See how it worksGet access
Referral Coordination Follow-up Agent: what goes in, what the agent does and what you get

What it does

A psychologist refers a client to a psychiatrist, a school, a physician or a program, and the loop often never closes: the release is unsigned, the referral is not received, the report never comes back. This agent keeps a list of open referrals using only the minimum details stored in the practice system. For each, it checks the status of the signed release, the date sent, the expected reply and any response logged. It drafts a follow-up to the other provider or a reminder to the front desk, with no clinical content beyond what the release allows. It logs outcomes and rechecks weekly. It never sends a message or shares information. The psychologist approves every message and every release. Edge case: no message is drafted for a referral without a valid signed release.

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 Referral logged or weekly run 2 USES A TOOL Read the open referral list and release status 3 CHECKS THE RESULT Is there a valid signed release for each referral? If not: draft a note to the front desk to get therelease signed and hold all outgoing messages. Back tostep 2. 4 DOES Compare dates with the expected reply times 5 DOES List referrals that are overdue or unclear 6 USES A TOOL Draft follow-up messages with minimum necessarydetails 7 YOU APPROVE Psychologist approves each message 8 USES A TOOL Log what was sent and any reply 9 CHECKS THE RESULT Has the other provider confirmed receipt or sent areport? If not: draft a second follow-up or suggest a phone callto the psychologist. Back to step 4. 10 RESULT Closed referral with outcome logged
Read the steps as a list
  1. Referral logged or weekly run
  2. Read the open referral list and release status
  3. Is there a valid signed release for each referral?If not: draft a note to the front desk to get the release signed and hold all outgoing messages. Back to step 2.
  4. Compare dates with the expected reply times
  5. List referrals that are overdue or unclear
  6. Draft follow-up messages with minimum necessary details
  7. Psychologist approves each messageThe agent waits here for your OK.
  8. Log what was sent and any reply
  9. Has the other provider confirmed receipt or sent a report?If not: draft a second follow-up or suggest a phone call to the psychologist. Back to step 4.
  10. Closed referral with outcome logged

How it decides

It drafts a follow-up when a reply is overdue by the practice's set days, and never drafts one when the release is missing or expired.

  • Draft nothing without a valid signed release
  • Follow up when a reply is 14 days overdue
  • Include only the details the release permits
  • Suggest a phone call after two unanswered messages

Make it yours

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

  • Follow-up window (default 14 days)
  • Referral types tracked
  • Release expiry rules
  • Message tone
  • Weekly run day

What keeps you in control

It always asks you first

  • Every outgoing message
  • Any release of information

Hard limits

  • Never include clinical details beyond the release
  • Never send a message or share records

It stops when

  • Done: receipt confirmed and outcome logged
  • Stop: client withdraws consent

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 happensSix referrals were open. Two were past the 14-day reply window, and one of them had a release that expired in March. The agent held that one and drafted a request for a new signature to the front desk. For the other, it drafted a short follow-up to a pediatric clinic. The psychologist approved it, and the clinic confirmed receipt two days later.

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