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AI agent for medical assistants

Referral Loop Closure Agent

Every referral ends with the consult report in the chart and its advice reviewed

MonitoringHealthcareOperations
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Referral Loop Closure Agent: what goes in, what the agent does and what you get

What it does

Sending a referral is easy; knowing the patient was seen and getting the consult note back is not. This agent tracks every outgoing referral. It confirms the specialist office received it and checks whether the patient has an appointment. Urgent referrals must book within 7 days and routine ones within 30. When booking stalls, it sends a reminder to the office or drafts a patient message, and checks again. After the visit, it watches for the consult report and requests it if it is missing 10 days later. When the report arrives, it attaches it to the chart and flags new recommendations for the referring clinician to review. Patients who decline are documented and the clinician is told. Edge case: if the patient booked elsewhere, it asks where and requests the report from that office.

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 Referral sent 2 USES A TOOL Confirm receipt by the specialist office 3 USES A TOOL Check whether the patient has an appointment 4 CHECKS THE RESULT Is the patient booked within the deadline? If not: send a reminder to the office or a message tothe patient. Back to step 2. 5 USES A TOOL Watch for the consult report after the visit 6 CHECKS THE RESULT Has the report arrived? If not: request the report from the specialist office.Back to step 5. 7 YOU APPROVE Clinician reviews new recommendations 8 RESULT Referral closed in the tracker
Read the steps as a list
  1. Referral sent
  2. Confirm receipt by the specialist office
  3. Check whether the patient has an appointment
  4. Is the patient booked within the deadline?If not: send a reminder to the office or a message to the patient. Back to step 2.
  5. Watch for the consult report after the visit
  6. Has the report arrived?If not: request the report from the specialist office. Back to step 5.
  7. Clinician reviews new recommendationsThe agent waits here for your OK.
  8. Referral closed in the tracker

How it decides

Each referral has steps with deadlines based on urgency. A stalled step triggers the cheapest next action first: check portal, then call or message, then escalate.

  • Urgent referrals must book within 7 days, routine within 30
  • Reports are requested 10 days after the visit if missing
  • Patients who decline are documented and the clinician is told

Make it yours

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

  • Deadlines per urgency level
  • Reminder channels
  • Which specialties to track
  • Contact attempts before escalation

What keeps you in control

It always asks you first

  • Patient messages
  • Accepting specialist recommendations into the plan

Hard limits

  • Never cancel a referral
  • Patient data shared only with the receiving office

It stops when

  • Done: report reviewed
  • Stop: patient declines or cannot be reached after 3 tries

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 happensAn optometrist referred a patient for a suspected retinal tear as urgent on September 8. No booking showed after 2 days, so the check failed. The agent sent the retina office a reminder and messaged the patient. The visit happened the next day. The report check failed on day 10, so the agent requested it. It arrived that week, and the optometrist reviewed the new recommendations.

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