90-Day AI Documentation Sprint

Before implementing any AI tool, you need to understand your current state. This week focuses on gathering baseline metrics that you'll use to measure success later. Without this data, you won't know if the AI is actually helping.

Key Actions

• Track average time per note for each provider (use a timer app for 3-5 days)
• Count notes completed during vs. after clinic hours
• Survey provider satisfaction with current documentation (1-10 scale)
• Document current EHR template usage and pain points
• Calculate pajama time (hours documenting outside work hours per week)

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Now that you understand your current workflow, research the leading AI documentation solutions. Focus on tools that integrate with your specific EHR and support your specialty's documentation needs.

Key Actions

• Review top ambient scribe options: DAX Copilot, Suki, DeepScribe, Abridge, Freed
• Check EHR compatibility - call your EHR vendor to confirm integration options
• Read recent reviews from practices similar to yours (size, specialty)
• Create a shortlist of 2-3 vendors that match your requirements
• Verify HIPAA compliance and BAA availability for each option

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Schedule demos with your shortlisted vendors. Include at least one provider who will be an early adopter and one skeptic. This ensures you get balanced feedback and the skeptic's concerns are addressed early.

Key Actions

• Schedule 30-60 minute demos with each shortlisted vendor
• Prepare a list of must-have features and deal-breakers
• Have vendors demonstrate with your actual EHR (not just slides)
• Ask about training, support, and implementation timeline
• Request references from osteopathic or primary care practices

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Evaluate demo feedback from your team and select a vendor. Before signing, negotiate terms that protect your practice - especially around data ownership, exit clauses, and pricing.

Key Actions

• Compile feedback from all demo participants and score vendors
• Calculate total cost including implementation, training, and per-provider fees
• Negotiate a pilot period (30-60 days) with reduced commitment
• Review contract with legal counsel - focus on data ownership and termination
• Confirm implementation start date and assign internal project lead

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Work with your IT team and the vendor to complete technical setup. This includes EHR integration, microphone/device setup, and configuring note templates to match your practice style.

Key Actions

• Complete EHR integration with vendor support
• Set up provider accounts and authentication
• Install and test recording hardware (built-in mic vs. dedicated device)
• Configure note templates and customize for your documentation style
• Run test encounters in a sandbox environment before going live

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Start with your most enthusiastic providers - ideally those who volunteered during demos. Limit the pilot to 1-2 providers so you can provide intensive support and quickly identify issues.

Key Actions

• Select pilot providers who are motivated and tech-comfortable
• Set clear expectations: pilot is for learning, not perfection
• Schedule daily 5-minute check-ins during week 1 of pilot
• Track accuracy rate, time savings, and user satisfaction daily
• Document all issues, workarounds, and customization requests

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After two weeks of piloting, conduct a thorough review. Identify what's working, what's not, and make adjustments before expanding. This is your chance to fix issues while the blast radius is small.

Key Actions

• Conduct detailed debrief with pilot providers
• Review note quality - have physicians review a sample of AI-generated notes
• Identify workflow changes needed (room setup, patient communication)
• Work with vendor on customization requests and template adjustments
• Create FAQ document based on pilot provider questions

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Expand to all remaining providers using lessons learned from the pilot. Use your pilot providers as peer trainers and champions to accelerate adoption.

Key Actions

• Schedule individual training sessions for each provider
• Have pilot providers share their experience and best practices
• Set up hardware/accounts for all remaining providers
• Create a go-live schedule (don't launch everyone the same day)
• Establish ongoing support channel (Slack, Teams, or email distribution)

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Compare your current metrics to the baseline you established in Week 1. This data proves ROI to partners, boards, and payers - and helps you optimize further.

Key Actions

• Re-measure time per note using same methodology as baseline
• Count notes completed during vs. after hours
• Re-survey provider satisfaction and compare to baseline
• Calculate time savings per provider per week
• Estimate financial impact (provider time value, potential volume increase)

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AI documentation is not set-and-forget. Schedule regular reviews to optimize templates, address emerging issues, and ensure you're getting maximum value from your investment.

Key Actions

• Schedule monthly office hours for questions and feedback
• Review note quality quarterly (random sample audit)
• Stay current on vendor updates and new features
• Share best practices between providers
• Track metrics quarterly and report to leadership

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