Pharmatrack Agent
Andrea manually checks New Solutions FedEx emails, logs into Pure and Grand Avenue portals, copies tracking numbers into ClickUp, and emails each patient. The work is repetitive, error-prone, and inconsistent with Longevity's white-glove brand.
Tracking information flows automatically from pharmacy to ClickUp to patient. Andrea only reviews tasks where the agent could not find a tracking number after the expected shipping window.
Medical fulfillment coordinators chase tracking numbers across three pharmacy portals every day
When a doctor prescribes medication, peptides, or supplements at Longevity Health, the order goes into ClickUp and gets routed to one of several compounding pharmacies.
Andrea logs into multiple pharmacy portals every day to retrieve tracking numbers
Patients wait to ask about their order instead of receiving tracking information automatically
Tracking is matched by patient name and medication, not order numbers, creating room for mistakes
The agent retrieves tracking from all three pharmacies and notifies patients automatically
Parses FedEx notification emails from New Solutions, navigates Pure and Grand Avenue portals by patient name and medication, and extracts actual tracking numbers from live systems
Sends tracking email to the patient as soon as the number is captured, in Longevity Health's existing voice
Escalates to Andrea only when tracking cannot be found after a configurable wait per pharmacy, reducing human review to exceptions rather than every order
PharmaTrack watches ClickUp for new tracking tasks, retrieves the tracking number from the correct pharmacy (New Solutions via Gmail, Pure and Grand Avenue via portal login), writes the number back to the ClickUp ticket, and sends the patient a tracking email. Andrea only sees tasks that the agent could not resolve after a configurable wait period. The result: tracking information flows from pharmacy to patient without manual intervention, and Andrea handles only true exceptions.
How PharmaTrack works
The agent monitors ClickUp for new tracking tasks, retrieves tracking numbers from your pharmacies, updates the ticket, and notifies the patient.
The agent monitors the Med Orders list for new subtasks titled 'Check for the Order Tracking number.' Each task includes the patient name, medication, pharmacy, and order date.
For New Solutions, the agent parses FedEx notification emails from your shared Gmail inbox. For Pure and Grand Avenue, the agent logs into each portal and searches by patient name and medication to find the tracking number.
The agent updates the original order task with the tracking number and marks the tracking subtask complete so it disappears from your board.
The patient receives a brief, warm email with the carrier and tracking number so they can monitor delivery themselves.
If tracking cannot be found after a configurable wait (e.g., 2 days for New Solutions, 4-5 days for standard shipping), the agent emails pharmacy support. If support doesn't respond, the task is flagged for Andrea's review.
ClickUp tracking task +
Subtask titled 'Check for the Order Tracking number' containing patient first/last name, medications, pharmacy, order date, and address
FedEx notification emails +
Emails from New Solutions' linked FedEx account arriving in the shared Longevity Gmail inbox
Pure pharmacy portal +
Portal login with patient name and medication to search for the order and retrieve the tracking number
Grand Avenue pharmacy portal +
Portal login with patient name and medication to search for the order and retrieve the tracking number
Parse FedEx emails +
Extract tracking number, carrier, ship date, and recipient from New Solutions' FedEx notification emails
Match patient and medication +
Confirm the tracking record matches the patient name and medication from the ClickUp task (no order numbers exist in the pharmacy systems)
Navigate pharmacy portals +
Log into Pure and Grand Avenue portals and search by patient name and medication to locate the order and retrieve the tracking number
Escalate if not found +
After a configurable wait per pharmacy, email pharmacy support with the order context. If no response, flag the task for Andrea's review.
Updated ClickUp ticket +
Tracking number written to a structured custom field on the original order task; tracking subtask marked complete
Patient tracking email +
Brief, warm email to the patient with carrier name, tracking number, and a link to the carrier's tracking page
Escalation email to pharmacy +
If tracking not found after the expected window, an email to pharmacy support with patient name, medication, and order date
Human-review flag in ClickUp +
If pharmacy support does not respond, the task is flagged with a 'needs human review' status for Andrea to triage
Is this for you?
- + Concierge medicine practices - Longevity Health and similar practices that prescribe custom medications, peptides, and hormone protocols from multiple compounding pharmacies
- + Medical fulfillment coordinators - Operations staff who currently spend hours per week chasing tracking numbers across pharmacy portals and emailing patients
- + Practices with 2-3 primary pharmacies - The agent is built for New Solutions, Pure, and Grand Avenue. Adding more pharmacies is a clean engineering task post-launch
- + Practices using ClickUp for order management - The agent integrates directly with ClickUp's Med Orders list and existing automation workflows
- - Practices using LifeFile-based pharmacies - Belmar and Brooksville use LifeFile portals with EPCS-grade multi-factor authentication that blocks browser automation. These require a separate technical approach.
- - Practices with single-pharmacy workflows - If you use only one pharmacy and it sends tracking emails directly to patients, Andrea is not logging into multiple portals or copying tracking numbers into ClickUp every day
- - Practices not using ClickUp - The agent is built for ClickUp. Integration with other task management systems requires custom engineering.
Pricing
PharmaTrack is a scoped build that includes prototype development, real pharmacy integrations (New Solutions email, Pure and Grand Avenue portal login), ClickUp automation, patient email notifications, and escalation logic. After launch, usage-based billing covers the agent's monthly runs (tracking retrievals, email sends, and escalation checks).
- Prototype phase includes real pharmacy integrations to de-risk the hardest technical pieces before full build
- Post-launch usage is based on the number of tracking tasks processed per month
- Adding new pharmacies post-launch is custom engineering work, not a configuration change
How does PharmaTrack know which pharmacy sent the tracking number?
The agent matches the tracking number to the correct pharmacy by reading the patient name and medication from your ClickUp task, then searching for that combination in the pharmacy's system. For New Solutions, it parses FedEx notification emails. For Pure and Grand Avenue, it logs into each portal and searches by patient name and medication. If the pharmacy field is missing from the task, the agent flags it for Andrea's review instead of guessing.
What happens if the agent can't find a tracking number after several days?
The agent waits for a configurable number of days per pharmacy (for example, 2 days for New Solutions overnight shipping, 4-5 days for standard shipping). If tracking still hasn't arrived, the agent sends an email to the pharmacy's support team with the patient name, medication, and order date. If the pharmacy doesn't respond within another wait period, the task is flagged with a 'needs human review' status in ClickUp so Andrea can take over.
Does the agent send tracking information directly to patients, or does Andrea review it first?
The agent sends the tracking email directly to the patient as soon as it retrieves the tracking number from the pharmacy. The email includes the carrier name, tracking number, and a link to the carrier's tracking page. Andrea only sees tasks where the agent could not find a tracking number after the expected shipping window.
Can the agent track orders that ship to multiple states with different delivery routes?
For orders shipping to California, Virginia, Pennsylvania, Hawaii, Nevada, or New York, the pharmacy ships to your clinic first, then your clinic ships to the patient. In version 1, the agent retrieves the pharmacy-to-clinic tracking number only. Your team adds the clinic-to-patient tracking number manually. The system is designed so that automating the second leg is a straightforward future addition without requiring a rebuild.
What if a patient order uses two different pharmacies for two different medications?
Your ClickUp form supports two pharmacy fields per order. The agent generates one tracking lookup for each (medication, pharmacy) pair, so if one patient receives two medications from two different pharmacies, the agent retrieves both tracking numbers and writes them both back to the same ClickUp ticket. The patient receives one email with both tracking numbers.
Which pharmacies does PharmaTrack work with today, and can you add more later?
Version 1 is built for New Solutions, Pure, and Grand Avenue. Each pharmacy requires custom integration work because they use different systems (email notifications, portal logins, or APIs). Adding a new pharmacy is a clean engineering task that does not require rebuilding the core system. Future pharmacies like Belmar, Brooksville, or Fullscript can be added post-launch.
Does PharmaTrack work with pharmacies that use LifeFile portals?
No. Belmar and Brooksville use LifeFile portals with multi-factor authentication that blocks browser automation. These pharmacies require a separate technical approach and are not included in version 1. If you use Belmar or Brooksville as primary pharmacies, discuss alternative solutions with the Sagan team.
How does the agent stay logged into pharmacy portals without breaking when sessions expire?
The agent stores authentication state securely and re-authenticates when a session expires. For pharmacies that require multi-factor authentication, the agent uses the agreed 2FA method (email OTP, SMS OTP, or authenticator app) that you set up during the prototype phase. This is handled during the initial setup, not as a recurring manual step.
Stop chasing tracking numbers across pharmacy portals
PharmaTrack automates the daily work of retrieving tracking numbers from multiple compounding pharmacies, updating ClickUp, and notifying patients. Andrea handles only the exceptions that the agent cannot resolve.