Training Your Staff on AI Tools

Before training, understand where each team member stands with technology. Some staff embrace new tools eagerly; others need more support. A brief assessment helps you tailor training and identify who might need extra help.

Key Actions

• Create a simple technology comfort survey (5-10 questions)
• Identify who currently uses voice assistants, smart devices, etc.
• Note any staff who have expressed concerns about AI replacing jobs
• Assess current EHR proficiency (this correlates with AI tool adoption)
• Identify language or accessibility considerations for training materials

Different roles need different training. A provider using an AI scribe has different needs than a front desk staffer handling patient questions about the new technology. Create focused training for each role.

Key Actions

• Providers: AI scribe operation, note review workflow, verbal cues
• Medical Assistants: Room setup, device management, patient communication
• Front Desk: Patient questions FAQ, scheduling considerations, consent process
• Billing Staff: New documentation patterns, coding implications, compliance
• Create role-specific training duration estimates (1-4 hours per role)

Related Resources

Identify and train your early adopters first. These 'champions' become peer trainers and advocates who help bring along more hesitant colleagues. Their enthusiasm and success stories are more persuasive than any official training.

Key Actions

• Identify 1-2 champions per role (enthusiastic, tech-comfortable, influential)
• Provide champions with extra training and early access
• Give champions permission to experiment and provide feedback
• Empower champions to help colleagues informally
• Recognize champions publicly for their leadership

Effective training is hands-on, not lecture-based. Set up practice sessions where staff actually use the AI tools in realistic scenarios. Muscle memory beats theoretical knowledge.

Key Actions

• Create a training environment or sandbox mode for practice
• Develop realistic practice scenarios for each role
• Keep sessions short (30-60 minutes) with immediate practice
• Use 'see one, do one, teach one' methodology
• Allow time for questions and troubleshooting during sessions

Even after training, staff need easily accessible references. Create one-page quick guides for common tasks and FAQs. Laminated cards at workstations beat 50-page manuals that nobody reads.

Key Actions

• Create one-page 'getting started' card for each role
• Develop troubleshooting flowchart for common issues
• Write FAQ document based on questions from training sessions
• Create patient-facing FAQ for front desk to reference
• Laminate cards and place at all relevant workstations

Roll out training and go-live by role, not all at once. This lets you provide focused support and catch role-specific issues before they compound. Start with the roles that have the most interaction with the AI tool.

Key Actions

• Week 3: Champions and early adopter providers go live
• Week 4: Remaining providers and MAs trained and go live
• Week 5: Front desk and billing staff fully trained
• Stagger go-live within each role (2-3 people per day)
• Provide extra support during each role's first week

Training doesn't end at go-live. Establish ongoing support mechanisms for questions, issues, and continued learning. The first 2-4 weeks after go-live are critical for cementing habits.

Key Actions

• Schedule weekly office hours for drop-in questions
• Create a dedicated communication channel (Slack, Teams, or email list)
• Have champions available for peer support during first two weeks
• Document new questions and add answers to FAQ
• Send weekly tips and tricks email for first month

Track how well staff are adopting the AI tools and where additional training might be needed. Usage data, error rates, and staff feedback all contribute to understanding adoption success.

Key Actions

• Review usage metrics by staff member (if available from the tool)
• Track support requests and common issues
• Resurvey staff comfort and satisfaction
• Identify staff who may need additional one-on-one training
• Celebrate successes and recognize high adopters

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