Successfully implementing AI into your practice: A strategic and tactical approach

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In today’s healthcare landscape, one of the most significant transformations is the implementation of Artificial Intelligence (AI) into healthcare organizations. When change looms on the horizon, having a well-structured strategy is essential—both in terms of big-picture considerations and the tactical steps that will ensure a smooth transition.

While AI adoption has been progressing for several years, there is still substantial ground to cover. A 2024 AMA study found that 38% of doctors currently use AI, primarily for simplifying documentation, care plans, and progress notes. Of those, 43% find AI-driven features beneficial. However, enthusiasm for AI is not universal—a 2024 HIMSS study reports that only 27% of staff members within healthcare organizations view AI positively.

So how can organizations bridge the gap between AI’s potential and its acceptance among providers and staff? The key lies in a dual-pronged approach: strategic planning and tactical execution.

Mapping Your AI Strategy

Electronic Health Records (EHRs) now incorporate a wide range of AI-powered features, but simply enabling these tools does not guarantee success. A thoughtful strategy is necessary to maximize AI’s benefits. Here are three critical components of an AI strategy:

• Define your AI vision: Clearly outline your objectives, expected benefits, and the resources required to implement AI effectively. Consider how AI will improve the experience for providers, staff, and patients, and establish measurable goals for success.
• Develop a deployment roadmap: Begin by auditing your EHR system to understand which features and workflows are in place. Identify what you are currently utilizing, what you are paying for but not using, and what AI capabilities could replace or enhance. Conduct a cost-benefit analysis for each AI function under consideration.
• Assess and adapt workflows: AI will alter how patient visits are conducted and how tasks are performed. Review existing workflows to determine what can support AI adoption, what needs to be modified, and what new processes must be introduced. Documentation, training, and ongoing support for staff and providers will be essential to successful implementation.

Practical considerations for AI implementation

With a strategic foundation in place and refined workflows to support AI rollout, the next step is to

generate awareness and enthusiasm to ensure seamless adoption. We’ve seen healthcare organizations across the U.S. leveraging creative tactics to accomplish this. A few of our favorites are:

1. Designate an AI champion: Appoint a provider to test and implement AI features in real-time. This approach fosters a sense of ownership and encourages peer advocacy, as firsthand success stories can increase adoption among colleagues.
2. Start with one use case: Identify one problem you are trying to solve or gain efficiency toward. Map out the current process, who does what, and downstream impact. Then map out the process using the AI tool. Choose the appropriate AI tool/partner. Identify what changes need to be made in current workflows and staff education, along with what type of quality control processes are needed. Finally, define plans to monitor and evaluate performance.
3. Educate patients with signage: Display informational posters in waiting areas and exam rooms to inform patients about AI usage. In one clinic, signage highlighted the specific AI features in use and reassured patients that AI enhances provider focus during visits.
4. Provide staff with AI talking points: Equip providers and staff with prepared responses to common patient inquiries about AI. Clear communication builds confidence and helps patients understand how AI benefits their care. Include these talking points within a FAQ sheet available online and in the patient portal.

The future of AI in medical practices

AI presents immense opportunities to enhance clinical and operational efficiency in healthcare organizations. By combining a well-defined strategy with effective engagement tactics, medical practices can foster AI adoption while improving patient care, reducing provider burnout, and streamlining operations. With thoughtful planning and execution, AI can be seamlessly integrated into everyday practice, leading to long-term success for providers, staff, and patients alike.

Gary Wietecha, MD, is the Chief Medical Officer of Med Tech Solutions, where he leads the company’s clinical vision and strategy, aligning cutting-edge healthcare technology with clinical best practices to empower providers, optimize workflows, and enhance patient outcomes.