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AI agent for psychologists

Supervision and Licensure Hour Tracker Agent

Accurate, board-ready totals by category with a projected completion date and any shortfall flagged early

ComplianceAnalysisScience and researchHealthcare
See how it worksGet access
Supervision and Licensure Hour Tracker Agent: what goes in, what the agent does and what you get

What it does

Supervised hours are logged in different ways, and a shortfall is often found only when the licensure application is due. This agent totals supervised and direct hours by category from the logs, compares them to the board requirements, and projects the finish date at the current weekly rate. It flags shortfalls and inconsistent entries, such as a supervision session with no supervisor signature, or hours counted in the wrong category. After each log update, it recalculates. The supervisor approves the hours. Edge case: a trainee logs a 3 hour entry for a 1 hour supervision meeting, so the agent flags it before it counts.

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 Log updated 2 USES A TOOL Read the log entries and signatures 3 DOES Check each entry for category, duration andsignature 4 CHECKS THE RESULT Are all entries valid and signed? If not: list invalid entries and request corrections.Back to step 3. 5 DOES Total hours by category 6 USES A TOOL Read the board requirements 7 DOES Compare totals and project the finish date 8 CHECKS THE RESULT Is the trainee on track to meet each category by thetarget date? If not: propose changes to the weekly mix. Back to step7. 9 DOES Draft the status report 10 YOU APPROVE Supervisor approves the hours 11 RESULT Hours status report
Read the steps as a list
  1. Log updated
  2. Read the log entries and signatures
  3. Check each entry for category, duration and signature
  4. Are all entries valid and signed?If not: list invalid entries and request corrections. Back to step 3.
  5. Total hours by category
  6. Read the board requirements
  7. Compare totals and project the finish date
  8. Is the trainee on track to meet each category by the target date?If not: propose changes to the weekly mix. Back to step 7.
  9. Draft the status report
  10. Supervisor approves the hoursThe agent waits here for your OK.
  11. Hours status report

How it decides

Hours count only when signed and in the correct category. Projection uses the average weekly rate of the last 8 weeks.

  • Count only signed entries
  • Flag any entry longer than the scheduled session
  • Project the finish from the last 8 weeks
  • Warn when a category is behind by more than 10%

Make it yours

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

  • Board requirement table
  • Projection window (default 8 weeks)
  • Behind-pace warning (default 10%)
  • Hour categories

What keeps you in control

It always asks you first

  • Approval of hours
  • Any correction to the log

Hard limits

  • Never alters logged hours
  • Never submits board applications

It stops when

  • Done: totals verified and approved
  • Stop: board requirements have changed

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 trainee had 1,420 of 3,000 hours by month 14. The agent found a 3 hour entry for a 1 hour supervision session and two unsigned weeks, so the entry check failed. It removed 2 hours and 18 unsigned hours from the total pending corrections. The direct client contact category was 8 percent behind pace. The supervisor approved the corrected totals and a plan to add two client hours a week.

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