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AI agent for clinical research coordinators

Subject Payment and Stipend Tracking Agent

Each participant is paid the correct amount for completed visits, with errors found and corrected

Budgets and moneyScience and researchOperations
See how it worksGet access
Subject Payment and Stipend Tracking Agent: what goes in, what the agent does and what you get

What it does

Participant stipends are easy to get wrong when visits are missed, rescheduled or added. This agent matches completed visits from the study record to the payment schedule in the approved consent and budget. It calculates the amount owed for each participant, including travel or extra procedure payments, and compares it to what was already paid. Unpaid and overpaid items are flagged, and it drafts payment requests for the finance office. After payments are processed, it rereads the payment records and rechecks balances. The coordinator approves every payment. Edge case: a participant withdrew after visit 3, so the agent applies the partial payment rule from the consent and does not pay the completion bonus.

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 Visits completed or month ends 2 USES A TOOL Read visit completion records and the paymentschedule 3 DOES Calculate amount owed per participant 4 USES A TOOL Read payment records for amounts already paid 5 CHECKS THE RESULT Does paid equal owed for every participant? If not: list each underpayment and overpayment with itscause. Back to step 3. 6 DOES Apply partial payment rules for withdrawals andextra visits 7 USES A TOOL Draft payment requests for finance 8 YOU APPROVE Coordinator approves each payment request 9 USES A TOOL Reread payment records after processing 10 CHECKS THE RESULT Did the processed payments match the approvedamounts? If not: raise a correction request to finance and keepthe item open. Back to step 3. 11 RESULT Payment reconciliation report
Read the steps as a list
  1. Visits completed or month ends
  2. Read visit completion records and the payment schedule
  3. Calculate amount owed per participant
  4. Read payment records for amounts already paid
  5. Does paid equal owed for every participant?If not: list each underpayment and overpayment with its cause. Back to step 3.
  6. Apply partial payment rules for withdrawals and extra visits
  7. Draft payment requests for finance
  8. Coordinator approves each payment requestThe agent waits here for your OK.
  9. Reread payment records after processing
  10. Did the processed payments match the approved amounts?If not: raise a correction request to finance and keep the item open. Back to step 3.
  11. Payment reconciliation report

How it decides

Amount owed equals the scheduled payment for each completed visit, plus approved extras, less amounts already paid.

  • Pay only visits marked complete in the record
  • Apply the consent's partial payment rule on withdrawal
  • Flag any overpayment above $10
  • Never combine participants in one payment request

Make it yours

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

  • Payment amounts per visit
  • Overpayment alert level (default $10)
  • Reconciliation schedule
  • Finance contact for requests

What keeps you in control

It always asks you first

  • Each payment request
  • Any recovery of an overpayment

Hard limits

  • Never issues a payment
  • Never exposes participant names outside the payment request

It stops when

  • Done: all balances match
  • Stop: payment schedule is missing or unclear

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 0017 completed visits 1 to 4 at 60 dollars each and a 20 dollar parking add-on, owing 260 dollars. The ledger showed 240, so the balance check failed. The agent traced a missed parking add-on, drafted a 20 dollar request and noted participant 0021 was paid 60 for a visit marked missed. The coordinator approved both items and finance processed them.

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