AI, Artificial Intelligence, is everywhere these days. It’s in the news, in your phone, and increasingly in healthcare.
While large healthcare systems have the resources to invest in complex AI-driven tools, many small practices are left wondering:
- How can my practice benefit from AI?
- How does AI actually work?
- How safe is it to use?
- Is AI something I, or my staff, can realistically use in the practice?
The simple answer is “Yes.”
Although AI is relatively new, its adoption has been widespread… and it’s here to stay!
In my view, it’s best that we learn all about it as quickly as possible and start implementing it wherever feasible.
And when I say “we,” I mean it. I’m learning new things about AI every day, and I want to share them with you.
Let’s see how AI can help lighten your workload, improve workflows in the office, and reduce stress at work, without touching your EMR or any of your clinical work.
But first…
What Is AI (In Plain English)?
AI is a pattern recognition machine…
At its core, AI is a tool that recognizes patterns and generates responses based on them. If you’ve ever used:
- Spellcheck
- Voice dictation
- Auto-complete texting
- Online search suggestions
…you’ve used AI; we all have!
Generative AI, the type you hear about today, is a more advanced version of these familiar tools.
It can write, summarize, rephrase, explain, organize, brainstorm, and even create templates or policies based on your input.
Equally important as knowing what AI is, is understanding what AI is not…
It does not “think” or “decide” the way we humans do. AI does not have emotions and doesn’t make emotionally guided decisions. And AI sometimes “makes up stuff” and can give misleading information.
AI is best viewed as a digital assistant: helpful, fast, reliable, and best of all, it’s available 24/7.
How AI Works (A 40,000-Foot View)
Fortunately, we don’t need a technical background to understand the very basics of how AI works:
1. AI learns from patterns in large amounts of text
Just as reading thousands of books helps someone recognize grammar, ideas, or writing styles, AI is trained on vast amounts of text to understand how language works.
2. AI responds by predicting the most useful “next word”
It’s similar to your phone suggesting words…but far more sophisticated.
When you give AI instructions, it predicts the most relevant answer based on the patterns it learned.
3. AI doesn’t “think.” It generates.
This is important to understand…
AI is not conscious or emotional. It doesn’t “know” your circumstances, your practice, or your personal information… unless you provide the information.
4. AI is perfect for tasks we humans find tedious and time-consuming.
Because it can quickly write, organize, summarize, or explain information, AI excels at helping with things such as:
- administrative work
- communication
- planning
- documentation
- training
However, it is not a replacement for human judgment; it is a tool that supports your work.
As you may have guessed, the context you provide to AI when you ask questions and request output is critically essential to the quality of the results it produces.
Poorly phrased questions and prompts, and sketchy context, yield poor output, since AI works based on the information you provide.
What AI Can Do for a Small Practice
AI offers numerous advantages for your small, independent NP practice, particularly in non-clinical areas where time is scarce, and staff often have to wear many hats.
1. AI Saves Time on Everyday Tasks
AI can handle tedious or repetitive work, such as:
- Drafting letters, portal messages, and emails
- Creating scripts for front desk staff
- Writing meeting summaries or follow-up notes
- Formatting checklists or forms
- Organizing SOPs from rough notes
This frees up valuable time for you and your team.
2. AI Improves Clarity and Consistency in Communication
AI is excellent at creating:
- Clear and simple explanations
- Polished patient reminders
- Friendly but firm office policies
- Standardized templates for staff
When you use clear, simple communication, you reduce errors, improve patient satisfaction, and ensure everyone is on the same page.
3. Strengthen Operations & Workflow
You can use AI to:
- Create internal protocols
- Draft and create onboarding guides
- Build phone scripts
- Outline coverage plans
- Document processes for future staff
This feature is particularly helpful for small teams that don’t have a dedicated operations manager.
4. Support Marketing & Patient Engagement
Even if marketing isn’t your favorite task, AI can help by:
- Writing newsletters or blog posts
- Developing website content
- Creating Google Business updates
- Drafting social media posts
- Developing educational materials
The benefit to your practice: you stay visible and relevant without spending hours on creating new content/updates.
5. Assist With Non-Clinical Decision Making
AI can help you think through business decisions by offering:
- Pros and cons
- Frameworks
- Draft plans
- Market insights
- Practice expansion ideas
Ask the AI for feedback or input on a new idea or a decision you’re trying to make; it’s like having a business consultant available at any time.
Can AI Help You, the Person?
AI doesn’t just support the practice; it supports you as a person.
It reduces your mental load
AI can turn your ideas into well-organized and structured plans.
It lets you consider multiple options, compare the pros and cons, and put them on paper so you can move them out of your head.
It provides clarity
AI can read complex, lengthy documents, regulations, or insurance updates and generate easy-to-understand summaries that help you make well-informed decisions.
It can boost confidence
AI can help you rehearse, draft scripts, or plan out your talking points.
Need help writing a difficult email or preparing for a conversation with a staff member or vendor? AI lets you role-play, try different angles, and gives you helpful suggestions.
It increases your personal productivity
AI saves you time and may provide better results.
From generating ideas, organizing content, or your thoughts to summarizing complex documents, AI can help you work smarter, not harder.
Here’s What AI Should Not Do in Your Practice
Setting boundaries is essential in every case and situation; AI is no exception.
As you’re getting more familiar with AI and increasing its utilization, you should not use it to:
- Diagnose or suggest treatments
- Access your EMR
- Store PHI
- Replace your clinical reasoning
- Give legal or regulatory advice without verification
Always remember that AI is a tool. It is neither a clinician, compliance officer, nor a decision-maker.
AI, when used responsibly, can be invaluable. However, being misused, it can create significant problems.
Why Now Is the Perfect Time to Start Using AI
The technology has become easier, more accessible, and more powerful, all while remaining affordable. This is good news for small practices that are often already stretched thin.
By starting to use AI now, you can:
- Improve the overall efficiency in your practice
- Create a better experience for patients and staff
- Strengthen the foundation of your business
- Increase your capacity without adding staff
- Reduce burnout for yourself and your staff
In Conclusion…
Not too long ago, AI was the topic of Sci-Fi movies.
Now it is here, and it is here to stay.
Some are afraid and fight against it, even though it’s a losing battle.
I say, let’s embrace AI and all it has to offer.
AI isn’t here to replace you, me, or us … (at least not yet).
Used thoughtfully, AI becomes a partner in your practice’s success.
It can help you lighten the load, so you can run a practice that’s sustainable, efficient, and patient-centered.
Using AI in your practice?
Let us know how you use it and share your experiences in the comments below.
By Johanna Hofmann, MBA, MAc., EAMP; regular contributor to the NPBusiness blog and author of “Smart Business Planning for Clinicians.”