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Prescription Renewal Triage

Example prompt: "When a prescription renewal request comes in via our Typeform, look up the patient's last issue date, last review date, and any monitoring notes from our Google Sheet, then route the request to the prescriber's review queue with those details attached."

The Problem

A renewal request looks like a small thing — three lines of email, ten seconds of decision. The cost is in the chart-dig: when was the last issue, when was the last review, is there an outstanding blood test, is this person somehow asking three weeks early. By the time the prescriber has opened the chart for the eighth renewal of the morning the cost is an hour, the patient is waiting for a reply, and the routine ones have queued behind the ones that needed a real review.

How GloriaMundo Solves It

We build a workflow on the scripts inbox and the website renewal form. An LLM step parses the request into structured fields. An integration step pulls the medication history and review state from the practice Google Sheet. A code step classifies the request into a small set of triage buckets — auto-routine, review-due, monitoring-needed, too-early, unknown-medication — using thresholds the prescriber sets once. For the routine bucket, the workflow drafts the dispensary email and a patient confirmation. For the review buckets, it builds a one-page review pack with the last three issues, the last review note, and any outstanding monitoring values, and drops it on the prescriber's desk with a decision block at the bottom. Glass Box preview shows the triage decision, the inputs that led to it, and every drafted email before anything is sent.

Example Workflow Steps

  1. Trigger (integration): A Gmail message arrives at the scripts address with RX RENEWAL: in the subject, or the Typeform renewal-request form is submitted.
  2. Step 1 (llm): Parse the request into patient code, medication name and strength, quantity requested, and patient notes.
  3. Step 2 (integration): Look up the patient in the 'Patients' tab and the medication in the 'Active Medications' tab — last_issue_date, last_issue_quantity, last_review_date, review_interval_months, required_monitoring.
  4. Step 3 (code): Compute days_since_last_issue and days_until_review_due, then classify into one of: auto-routine, review-due, monitoring-needed, too-early, unknown-medication.
  5. Step 4 (conditional + integration + llm): Branch by triage bucket. For auto-routine, draft a dispensary email and a patient confirmation. For review-due and monitoring-needed, build a Google Doc review pack and draft a Gmail to the registered prescriber with it linked, plus a patient holding email. For too-early, draft a patient explainer. For unknown-medication, do not draft — post UNKNOWN MED to #scripts-triage Slack for human resolution.
  6. Step 5 (integration): Append a row to the 'Renewals Triaged' tab with the patient code, medication, bucket, timestamp, and links to any drafts.
  7. Step 6 (integration): Post a one-liner in #scripts per request, and roll counts into a daily 8am summary message in the same channel so the prescriber sees the queue and the bucket breakdown.

Integrations Used

  • Gmail — the scripts inbox is one of the triggers; every drafted dispensary email, prescriber note, and patient reply is a Gmail draft
  • Typeform — the patient-facing renewal-request form on the website
  • Google Sheets — the 'Patients', 'Active Medications', 'Monitoring Log', 'Notes', and 'Renewals Triaged' tabs that hold the medication state and the triage audit log
  • Google Docs — the one-page renewal review pack the prescriber reads for the non-routine buckets
  • Slack — #scripts for per-request one-liners and the daily 8am summary; #scripts-triage for UNKNOWN MED escalations

Who This Is For

Private GP practices, sexual-health clinics, mental health practices, and aesthetics clinics handling repeat prescriptions where the prescriber wants to keep the clinical decision but does not want to keep the admin. Particularly useful where the medication list per patient is well-curated and the practice already runs reviews on a calendar (every 3 or 6 months, monitored medications more often). This is not a substitute for a regulated EMR — it is the triage layer that puts the right information in front of the prescriber so the decision in the EMR takes minutes rather than a chart-dig.

Time & Cost Saved

The chart-dig per renewal is typically 3-8 minutes — opening the record, finding the last issue, checking for outstanding monitoring, working out whether the review is due. On a practice doing 30-50 renewals a week the prescriber is spending two to five hours on admin per week before the clinical decision. This workflow takes the routine ones off the queue entirely (drafts ready for the prescriber's one-glance review) and turns the review-needed ones into a one-page pack on a Google Doc instead of a hunt across the record. The 8am summary is the other win — the prescriber starts the day knowing what the queue looks like and can carve out the half-hour rather than being interrupted by it.