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AI agent for laboratory technicians

Sample Backlog Prioritization Agent

Run samples in an order that avoids expired samples and missed deadlines.

PlanningSchedulingRisk managementScience and researchOperationsHealthcare
See how it worksGet access
Sample Backlog Prioritization Agent: what goes in, what the agent does and what you get

What it does

When samples pile up, the first in line is not always the one that matters most. Some have short stability windows, some belong to urgent studies or clients, and an instrument may be down. This agent reads the sample list with its due dates, stability limits, storage conditions and test requirements, and ranks the waiting samples. It then schedules runs against instrument time and staff hours, so the highest risk items go first and runs are grouped when methods match. When a new sample arrives or an instrument breaks, it re-ranks and rebuilds the schedule. It warns when a sample will expire before its run. It never moves samples or changes priority labels itself. The lead approves the schedule. Edge case: a sample that cannot be run in time is flagged for resampling.

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 Morning run or new event 2 USES A TOOL Read samples, instrument status and staff hours 3 DOES Calculate time left before stability expiry for eachsample 4 DOES Rank samples by expiry risk, due date and methodgroup 5 DOES Build a schedule against instrument time 6 CHECKS THE RESULT Does every sample run before its stability limit? If not: move at-risk samples up, split runs or useanother instrument. Back to step 4. 7 DOES List samples that cannot be saved and proposeresampling 8 YOU APPROVE Lead approves the schedule 9 USES A TOOL Publish the schedule and watch for new events 10 CHECKS THE RESULT Did a new sample or breakdown change the plan? If not: re-rank and rebuild the schedule, then ask forapproval of the changes. Back to step 3. 11 RESULT Current approved run schedule
Read the steps as a list
  1. Morning run or new event
  2. Read samples, instrument status and staff hours
  3. Calculate time left before stability expiry for each sample
  4. Rank samples by expiry risk, due date and method group
  5. Build a schedule against instrument time
  6. Does every sample run before its stability limit?If not: move at-risk samples up, split runs or use another instrument. Back to step 4.
  7. List samples that cannot be saved and propose resampling
  8. Lead approves the scheduleThe agent waits here for your OK.
  9. Publish the schedule and watch for new events
  10. Did a new sample or breakdown change the plan?If not: re-rank and rebuild the schedule, then ask for approval of the changes. Back to step 3.
  11. Current approved run schedule

How it decides

It ranks by time left before stability expiry first, then due date, then method grouping. It rejects any schedule that puts a sample past its stability limit.

  • Rank a sample first if less than 25% of its stability window remains
  • Group samples by method only if no sample exceeds its limit
  • Re-rank after every new arrival or instrument fault
  • Flag a sample for resampling if no slot fits before expiry

Make it yours

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

  • Stability warning threshold (default 25% of window left)
  • Method grouping on or off
  • Staff shifts
  • Urgent client list
  • Re-rank triggers

What keeps you in control

It always asks you first

  • The daily schedule and any changes
  • Requests for resampling

Hard limits

  • Never change a sample's recorded priority
  • Always show why a sample moved

It stops when

  • Done: all samples run or flagged
  • Stop: no instrument available for a required method

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 happensAt 8:00, 42 samples waited. Six had stability windows ending that day. The agent put them first, then found one cyanide sample that would expire at 14:30 behind a 3-hour run. It moved it up and delayed a routine batch. At 11:00 an instrument fault removed two hours, so it re-ranked and flagged one sample for resampling. The lead approved both versions.

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