Smarter Week

AI and automation by role · frontline

How Physicians / clinicians can use AI and automation

Below are 11 common tasks for Physicians / clinicians, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Physician, Doctor, Nurse Practitioner, NP, Physician Assistant, PA, Provider, Therapist

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Task 1 · typically 90 min, every day

Write visit notes in the EHR, often after hours

Software featureBest fix

Use an ambient AI scribe to draft the visit note

An approved ambient scribe listens to the visit (with the patient's consent) and drafts the note, orders and patient instructions in the EHR. You review and sign. Most clinicians get back part of their evening, not all of it.

Typically saves about 40% of the time1 h to set up
  1. 1Ask your organization which ambient scribe is approved: Microsoft Dragon Copilot (formerly DAX Copilot), Abridge, Ambience, Suki, Nabla or the one built into your EHR (such as Epic's AI Charting).
  2. 2Do the short training and set your note preferences (sections, length, style).
  3. 3Tell each patient and get consent, as your policy requires.
  4. 4Review every draft carefully before signing; you are responsible for the note.
  5. 5Only use tools your organization has approved and covered by a HIPAA business associate agreement (BAA) for anything with patient information.

Tools: Microsoft Dragon Copilot · Abridge · Ambience · Suki · Nabla

One more way to fix it
Software feature

Dictate into the EHR with approved speech recognition

Medical speech recognition (Dragon Medical One, now part of Dragon Copilot, or your EHR's mobile voice tools) lets you speak notes, letters and reports straight into the chart. Speaking is about three times faster than typing.

Typically saves about 35% of the time45 min to set up
  1. 1Ask IT whether you have Dragon Medical One, Dragon Copilot or voice tools in your EHR mobile app (such as Epic Haiku or Rover).
  2. 2Do the setup and a few minutes of voice training.
  3. 3Create voice shortcuts for text you repeat often.
  4. 4Dictate, then read back before signing.
  5. 5Only use tools your organization has approved and covered by a HIPAA business associate agreement (BAA) for anything with patient information.

Tools: Dragon Medical One / Microsoft Dragon Copilot · EHR mobile apps (Epic Haiku, Rover, Oracle Health mobile)

How to automate this task

Task 2 · typically 60 min, every day

Work through the EHR inbox: patient messages, results and requests

Process fixBest fix

Share the inbox with the team using clear protocols

MAs and nurses handle normal results, refills and routine messages under written protocols, so clinicians only see what needs them.

Typically saves about 35% of the time2 h to set up
  1. 1List the message types in your inbox for one week.
  2. 2Agree which ones nurses or MAs can handle under a protocol (normal results, routine refills, forms, scheduling).
  3. 3Set up pools or routing in the EHR so they go to the team first.
  4. 4Review the protocol monthly.

Tools: Your EHR (Epic, Oracle Health, athenahealth, eClinicalWorks, NextGen or similar)

One more way to fix it
Software feature

Turn on the EHR's AI-drafted replies for patient messages

Epic and other EHRs now offer AI-drafted replies to patient portal messages and summaries of long threads. You edit and send instead of writing each reply.

Typically saves about 20% of the time15 min to set up
  1. 1Ask your clinical informatics team whether AI message drafts are switched on for your department.
  2. 2Use the draft as a starting point; edit for accuracy and tone.
  3. 3Never send a draft without reading it in full.
  4. 4Give feedback in the tool when drafts are wrong.
  5. 5Only use tools your organization has approved and covered by a HIPAA business associate agreement (BAA) for anything with patient information.

Tools: Epic Art (In Basket AI message drafts) · Oracle Health Clinical AI Agent · athenahealth AI features · Microsoft Dragon Copilot

How to automate this task

Task 3 · typically 30 min, every day

Review the chart before visits

Software featureBest fix

Use the EHR's AI chart summary before the visit

Several EHRs and ambient tools can now summarize the chart, recent results and outside records into a short pre-visit brief, so you spend less time clicking through tabs.

Typically saves about 30% of the time15 min to set up
  1. 1Ask clinical informatics which AI summary features are available in your EHR or ambient tool.
  2. 2Try it on your next clinic day for each patient.
  3. 3Check key facts against the source before acting.
  4. 4Only use tools your organization has approved and covered by a HIPAA business associate agreement (BAA) for anything with patient information.

Tools: Epic Art (AI chart summaries) · Oracle Health Clinical AI Agent · Microsoft Dragon Copilot · Abridge

How to automate this task

Task 4 · typically 30 min, every day

Write orders, referrals, letters and forms

Software featureBest fix

Use an ambient AI scribe to draft the visit note

An approved ambient scribe listens to the visit (with the patient's consent) and drafts the note, orders and patient instructions in the EHR. You review and sign. Most clinicians get back part of their evening, not all of it.

Typically saves about 40% of the time1 h to set up
  1. 1Ask your organization which ambient scribe is approved: Microsoft Dragon Copilot (formerly DAX Copilot), Abridge, Ambience, Suki, Nabla or the one built into your EHR (such as Epic's AI Charting).
  2. 2Do the short training and set your note preferences (sections, length, style).
  3. 3Tell each patient and get consent, as your policy requires.
  4. 4Review every draft carefully before signing; you are responsible for the note.
  5. 5Only use tools your organization has approved and covered by a HIPAA business associate agreement (BAA) for anything with patient information.

Tools: Microsoft Dragon Copilot · Abridge · Ambience · Suki · Nabla

One more way to fix it
Software feature

Dictate into the EHR with approved speech recognition

Medical speech recognition (Dragon Medical One, now part of Dragon Copilot, or your EHR's mobile voice tools) lets you speak notes, letters and reports straight into the chart. Speaking is about three times faster than typing.

Typically saves about 35% of the time45 min to set up
  1. 1Ask IT whether you have Dragon Medical One, Dragon Copilot or voice tools in your EHR mobile app (such as Epic Haiku or Rover).
  2. 2Do the setup and a few minutes of voice training.
  3. 3Create voice shortcuts for text you repeat often.
  4. 4Dictate, then read back before signing.
  5. 5Only use tools your organization has approved and covered by a HIPAA business associate agreement (BAA) for anything with patient information.

Tools: Dragon Medical One / Microsoft Dragon Copilot · EHR mobile apps (Epic Haiku, Rover, Oracle Health mobile)

How to automate this task

Task 5 · typically 45 min, every day

Do prior authorizations

Software featureBest fix

Submit prior authorizations electronically from the EHR

Electronic prior authorization pulls the patient and clinical details from the chart, shows the payer's questions, and often returns an answer in minutes. New federal payer rules are making this more common through 2026 and 2027.

Typically saves about 40% of the time1 h to set up
  1. 1Ask which ePA tools are connected to your EHR (CoverMyMeds or Surescripts for drugs; Availity, Cohere or your EHR's payer platform for services).
  2. 2Start the request from the order in the EHR instead of a fax form.
  3. 3Save templates for your most common requests.
  4. 4Track pending requests in one work queue instead of a spreadsheet.
  5. 5Only use tools your organization has approved and covered by a HIPAA business associate agreement (BAA) for anything with patient information.

Tools: CoverMyMeds · Surescripts · Availity · Cohere Health · Epic Payer Platform

One more way to fix it
AI

Have approved AI draft the appeal or letter of medical necessity

AI drafts a clear, well-structured appeal from the denial reason, the policy and the clinical facts. You check every fact and sign. Use only your organization's BAA-covered AI for anything with patient details.

Typically saves about 45% of the time10 min to set up
  1. 1Gather the denial letter, the payer policy and the key clinical facts.
  2. 2Use only your organization's approved, BAA-covered AI tool. If you do not have one, remove all patient identifiers first.
  3. 3Use the prompt below.
  4. 4Check every clinical fact and code before sending.
Prompt to copy
Draft an appeal letter for a denied [SERVICE / MEDICATION]. Denial reason: [PASTE REASON]. Payer policy criteria: [PASTE POLICY TEXT]. Clinical facts: [DIAGNOSIS, HISTORY, TREATMENTS TRIED AND RESULTS, WHY THIS IS NEEDED NOW]. Address each policy criterion one by one with the matching fact. Keep it under one page, professional and factual. Mark any criterion without supporting facts as [MISSING]. Do not invent clinical details.

Tools: Your organization's approved, BAA-covered AI assistant

How to automate this task

Task 6 · typically 30 min, every day

Handle medication refill requests

Process fixBest fix

Set up standing refill protocols the team can follow

Written protocols let nurses or MAs approve routine refills for stable patients, and the EHR can queue them with the needed checks. Clinicians only see the exceptions.

Typically saves about 40% of the time3 h to set up
  1. 1List your most common refill medicines.
  2. 2Write criteria for each (last visit, labs, dose unchanged).
  3. 3Get them approved by the medical director.
  4. 4Ask IT to build refill protocol support in the EHR so the checks show automatically.

Tools: Your EHR (Epic, Oracle Health, athenahealth, eClinicalWorks, NextGen or similar)

One more way to fix it
Software feature

Turn on the EHR's AI-drafted replies for patient messages

Epic and other EHRs now offer AI-drafted replies to patient portal messages and summaries of long threads. You edit and send instead of writing each reply.

Typically saves about 20% of the time15 min to set up
  1. 1Ask your clinical informatics team whether AI message drafts are switched on for your department.
  2. 2Use the draft as a starting point; edit for accuracy and tone.
  3. 3Never send a draft without reading it in full.
  4. 4Give feedback in the tool when drafts are wrong.
  5. 5Only use tools your organization has approved and covered by a HIPAA business associate agreement (BAA) for anything with patient information.

Tools: Epic Art (In Basket AI message drafts) · Oracle Health Clinical AI Agent · athenahealth AI features · Microsoft Dragon Copilot

How to automate this task

Task 7 · typically 120 min, every day

Code visits and check the documentation supports them

Software featureBest fix

Use computer-assisted or AI coding to suggest codes

Computer-assisted and AI coding tools read the documentation and suggest codes with the supporting text highlighted. Coders review and approve, and simple visits can be coded automatically.

Typically saves about 35% of the time4 h to set up
  1. 1Ask your revenue cycle leader what coding tools are available (Solventum 360 Encompass, Optum, Fathom, CodaMetrix or your EHR's coding assistant).
  2. 2Start with high-volume, simple visit types.
  3. 3Audit a sample of AI-coded charts each week.
  4. 4Send documentation gaps back to clinicians as education, not one-off queries.
  5. 5Only use tools your organization has approved and covered by a HIPAA business associate agreement (BAA) for anything with patient information.

Tools: Solventum 360 Encompass · Optum CAC · Fathom · CodaMetrix · Epic Penny (coding and appeals assistant)

One more way to fix it
Software feature

Use an ambient AI scribe to draft the visit note

An approved ambient scribe listens to the visit (with the patient's consent) and drafts the note, orders and patient instructions in the EHR. You review and sign. Most clinicians get back part of their evening, not all of it.

Typically saves about 40% of the time1 h to set up
  1. 1Ask your organization which ambient scribe is approved: Microsoft Dragon Copilot (formerly DAX Copilot), Abridge, Ambience, Suki, Nabla or the one built into your EHR (such as Epic's AI Charting).
  2. 2Do the short training and set your note preferences (sections, length, style).
  3. 3Tell each patient and get consent, as your policy requires.
  4. 4Review every draft carefully before signing; you are responsible for the note.
  5. 5Only use tools your organization has approved and covered by a HIPAA business associate agreement (BAA) for anything with patient information.

Tools: Microsoft Dragon Copilot · Abridge · Ambience · Suki · Nabla

How to automate this task

Task 8 · typically 15 min, every day

Look up guidelines, drug information and evidence

Software featureBest fix

Ask a clinical AI reference tool instead of searching

Clinical AI tools such as OpenEvidence and UpToDate's AI answer a clinical question in plain words with citations to guidelines and studies. Always open the source for important decisions.

Typically saves about 40% of the time10 min to set up
  1. 1Check which tools your organization provides (OpenEvidence, UpToDate Expert AI, DynaMed, or your EHR's built-in reference).
  2. 2Ask the question as you would ask a colleague.
  3. 3Open the cited guideline or study before acting on it.
  4. 4Do not paste patient identifiers into tools that are not approved for them.

Tools: OpenEvidence · UpToDate Expert AI · DynaMed

How to automate this task

Task 9 · typically 20 min, a few times a week

Write patient instructions and education handouts

AIBest fix

Have AI write patient instructions at an easy reading level

AI writes clear handouts and instructions at a 6th-grade reading level, in other languages if needed. Keep patient details out, or use your EHR's approved AI.

Typically saves about 50% of the time5 min to set up
  1. 1Decide the topic and what the patient must do.
  2. 2Use the prompt below in an approved AI tool. Do not include names, dates of birth or other identifiers unless the tool is BAA-covered.
  3. 3Check every medical fact against your guidelines.
  4. 4Save good versions as templates in the EHR so you only do this once.
Prompt to copy
Write patient instructions about [TOPIC] for a patient who [SITUATION, e.g. is going home after...]. Reading level: 6th grade. Include: what to do, what not to do, medicines as I list them [MEDICINES AND DOSES], warning signs and when to call [PHONE] or go to the ER. Use short sentences and bullet points. Do not add medical advice I did not give; mark anything to check as [CHECK]. Then translate it into [LANGUAGE] if needed.

Tools: Your EHR's approved AI · ChatGPT, Claude, Gemini or Microsoft Copilot (no patient details)

How to automate this task

Task 10 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 11 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you tried running your standup as a written check-in in chat instead of a call?
Bots like Geekbot or a Slack or Teams workflow ask everyone the same three questions each morning and post the answers. You only meet when someone is blocked.
Have you used an ambient AI scribe that drafts your visit note while you talk with the patient?
With the patient's consent, an approved tool like Microsoft Dragon Copilot or Abridge listens to the visit and drafts the note for you to check and sign. Only use the tool your organization has approved.
Have you tried the AI-drafted replies for patient messages in your EHR?
Some EHRs, including Epic, can now draft a reply to a patient message for you to edit and send. Your informatics team can tell you if it is switched on.
Do you submit prior authorizations electronically from the EHR instead of by fax?
Electronic prior authorization fills in the patient details from the chart and often gets an answer in minutes. Tools include CoverMyMeds and payer platforms linked to your EHR.
Have you had your organization's approved AI draft an appeal letter?
AI can draft a clear appeal that answers the payer's criteria one by one. Use only the BAA-covered tool your organization approves, and check every fact.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.

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