Smarter Week

AI and automation by role · frontline

How Nurses can use AI and automation

Below are 11 common tasks for Nurses, 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: Registered Nurse, RN, LPN, LVN, Charge Nurse, Staff Nurse, Clinic Nurse

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Task 1 · typically 120 min, every day

Chart assessments, meds and care in the EHR

Software featureBest fix

Use ambient or voice nursing documentation where your hospital offers it

Newer ambient and voice tools for nurses turn spoken assessments and conversations into flowsheet entries and notes for you to confirm. Ask whether your hospital is piloting one.

Typically saves about 20% of the time1 h to set up
  1. 1Ask your nurse manager or nursing informatics whether ambient or voice nursing documentation is available or being piloted (for example Microsoft Dragon Copilot for nurses, or Abridge or Epic nursing ambient tools).
  2. 2Volunteer for the pilot if one is running.
  3. 3Speak your assessments as you do them, then review and accept the entries.
  4. 4Report errors so the tool improves.
  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 for nursing · Abridge nursing tools · Epic Rover voice

One more way to fix it
Process fix

Push to remove duplicate charting and chart by exception

A lot of nursing documentation repeats what is already elsewhere in the chart. Unit councils and informatics can remove duplicate flowsheet rows and allow charting by exception where policy permits.

Typically saves about 15% of the time1 h to set up
  1. 1For one week, note every item you chart in two places.
  2. 2Bring the list to your unit practice council or nursing informatics team.
  3. 3Ask which items can be removed, auto-filled from devices, or charted by exception.
  4. 4Ask for EHR quick-picks or macros for common entries.

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

How to automate this task

Task 2 · typically 30 min, every day

Give and write shift handover for my patients

Software featureBest fix

Hand over from a structured handoff report in the EHR

A structured handoff report (I-PASS or SBAR) that pulls vitals, meds and to-dos from the chart means you only add what changed. Some EHRs now offer an AI-drafted shift summary to review.

Typically saves about 30% of the time30 min to set up
  1. 1Ask nursing informatics for the unit's handoff report or I-PASS tool in the EHR.
  2. 2Ask whether AI shift summaries are available or in pilot.
  3. 3Update the free-text sections during the shift, not at the end.
  4. 4Use the printed or on-screen report for bedside handover.
  5. 5Only use tools your organization has approved and covered by a HIPAA business associate agreement (BAA) for anything with patient information.

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

How to automate this task

Task 3 · typically 30 min, every day

Wait for call-backs from doctors, pharmacy and other units

Software featureBest fix

Use secure messaging instead of paging and waiting by the phone

Secure chat lets you message the right doctor, pharmacist or unit with the patient context attached, see when they read it, and carry on working.

Typically saves about 30% of the time15 min to set up
  1. 1Check which secure messaging tool you have: Epic Secure Chat, TigerConnect, Vocera or Microsoft Teams with healthcare settings.
  2. 2Use it for non-urgent questions instead of pages.
  3. 3Message the role (for example "on-call cardiology") rather than a person, if your tool supports it.
  4. 4Keep phone calls for urgent changes.

Tools: Epic Secure Chat · TigerConnect · Vocera · Microsoft Teams

How to automate this task

Task 4 · typically 30 min, every day

Hunt for supplies, equipment and meds

Process fixBest fix

Set par levels and labelled bins so supplies are always where expected

Fixed par levels, labelled locations and a two-bin or scan-to-reorder system mean supplies get refilled before they run out, and nobody has to hunt.

Typically saves about 35% of the time2 h to set up
  1. 1List the items people hunt for most.
  2. 2Set a par level and a fixed labelled spot for each.
  3. 3Use two bins or scan the label when the first bin empties.
  4. 4Ask supply chain about automated cabinets or scan-to-order (Omnicell, PAR Excellence, or your distributor's app).

Tools: Omnicell · PAR Excellence · Distributor apps (Medline, McKesson, Henry Schein)

How to automate this task

Task 5 · typically 30 min, every day

Prepare discharge paperwork and teaching

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)

One more way to fix it
Software feature

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 6 · 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 7 · 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 8 · typically 20 min, once a week

Swap shifts and sort out staffing gaps

Software featureBest fix

Let staff pick up and swap shifts in a scheduling app

Healthcare scheduling apps check skills, licenses and hours, let staff swap and claim open shifts on their phone, and help managers build the schedule from templates.

Typically saves about 45% of the time3 h to set up
  1. 1Check which tool your organization uses (UKG, QGenda, ShiftWizard, symplr, Smartlinx, NurseGrid, or Deputy for clinics).
  2. 2Load staff skills, licenses and rules.
  3. 3Post open shifts in the app first.
  4. 4Turn on self-service swaps with manager approval.

Tools: UKG · QGenda · ShiftWizard · symplr · NurseGrid

How to automate this task

Task 9 · typically 30 min, once a month

Write up incident and safety event reports

Software featureBest fix

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 10 · 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 11 · 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

Quick wins

Have you tried…

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 use secure chat instead of paging and waiting by the phone?
Tools like Epic Secure Chat or TigerConnect let you message the doctor or pharmacy with the patient attached and carry on working while you wait.
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.
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.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.

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