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AI agent for pharmacists

Refill Synchronization Agent

Patients pick up all medications on one date each month

AutomationHealthcareOperations
See how it worksGet access
Refill Synchronization Agent: what goes in, what the agent does and what you get

What it does

Medication synchronization aligns a patient's refills to one pickup date, but keeping the dates aligned takes constant work. This agent reviews each enrolled patient's medications, calculates the short fills needed to align them, and checks insurance rules for short fills. A few days before each sync date, it prepares the list and checks for changes, such as new prescriptions or stopped drugs. It calls out refills that need a new prescription and drafts prescriber requests and patient reminders. If prescriptions are still missing close to the date, it chases them again. After pickup, it checks that every drug was filled. The pharmacist approves prescriber requests and handles patient counseling. Edge case: a patient discharged from hospital with medication changes is resynced from scratch.

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 Week before sync date 2 USES A TOOL Read patient profiles 3 DOES Check for changes and missing prescriptions 4 YOU APPROVE Pharmacist approves prescriber requests 5 USES A TOOL Send requests and reminders 6 CHECKS THE RESULT Are all drugs ready for pickup? If not: chase missing prescriptions. Back to step 3. 7 RESULT Pickup done
Read the steps as a list
  1. Week before sync date
  2. Read patient profiles
  3. Check for changes and missing prescriptions
  4. Pharmacist approves prescriber requestsThe agent waits here for your OK.
  5. Send requests and reminders
  6. Are all drugs ready for pickup?If not: chase missing prescriptions. Back to step 3.
  7. Pickup done

How it decides

Short fills align dates. Missing prescriptions trigger requests.

  • Short fills follow insurance rules
  • New prescriptions resync
  • Missing prescriptions requested 7 days ahead

Make it yours

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

  • Sync lead time
  • Reminder channel
  • Insurance rules
  • Patients in scope

What keeps you in control

It always asks you first

  • Prescriber requests
  • Patient counseling

Hard limits

  • No dispensing decisions by the agent

It stops when

  • Done: pickup
  • Stop: patient leaves program

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 happensA week before the August 20 sync date, the agent reviewed 58 enrolled patients. One had a new metformin prescription not yet synced and two had no refills left on lisinopril. The pharmacist approved three prescriber requests. Two days before pickup the check found one lisinopril request unanswered. The agent sent a second request and flagged it for a phone call. The prescriber replied, and all 58 bags were ready.

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