Ask Dr. Wellis: Prove AI Can Reduce Physicians’ Documentation Burden?

🔄 Reminder: Dr. Wellis is an AI-powered physician GPT I’ve developed to assist with planning and implementing tech and AI projects in healthcare organizations.

Amir asks: OK, I presented the objectives to the physicians, they were very excited about the option to reduce the documentation burden, but they were very pessimistic about seeing it work in the real world. What will be the next step to prove it's work?

Dr. Wellis answer: It’s great that the physicians are excited about reducing their documentation burden! Their pessimism about real-world effectiveness is understandable, as many tech solutions fail due to poor implementation or unmet expectations. To address this, the next step is to pilot the AI tool in a controlled real-world setting and demonstrate measurable success.

Here's how:

Step 1: Select a Department for the Pilot

• Choose a department or group of physicians who are open to innovation and have significant documentation challenges (e.g., internal medicine, emergency medicine, or cardiology).

• Focus on a manageable group (5-10 physicians) to minimize disruption while gathering meaningful feedback.

Step 2: Define Specific Pilot Goals and Metrics

Set clear, measurable goals to evaluate the AI tool’s effectiveness. For example:

• Time Savings: Measure the reduction in time spent on documentation per shift.

• Accuracy: Track error rates in AI-generated documentation compared to manual notes.

• Physician Satisfaction: Use surveys to assess whether physicians find the tool helpful and intuitive.

• Patient Impact: Monitor changes in time spent with patients or patient satisfaction scores.

Step 3: Choose the Right AI Tool and Ensure Training

• Select an AI tool that meets your defined objectives (e.g., real-time transcription, EHR integration).

• Provide thorough training to the pilot group. Offer support during the trial period to address questions and issues promptly.

• Highlight features that directly address their pain points to build confidence in the tool.

How AI Can Reduce Physicians’ Documentation Burden

Step 4: Implement the Pilot in Real-World Scenarios

• Integrate the AI tool into physicians' daily workflows, focusing on scenarios like:

  • Documenting patient histories and progress notes during outpatient visits.

  • Creating discharge summaries or follow-up plans in real time.

• Ensure minimal disruption by allowing physicians to toggle between the AI tool and manual entry if needed.

Step 5: Collect and Analyze Data

• Monitor the pilot closely, collecting data on:

  • Time taken for documentation before and after AI implementation.

  • Error rates in transcription and coding compliance.

  • Feedback from physicians about usability and perceived benefits.

• Share early positive results (even small wins) to build trust and excitement.

Step 6: Refine and Expand

• Address any concerns or challenges identified during the pilot, such as:

  • Customizing templates for specific specialties.

  • Adjusting the AI model to improve accuracy.

• Once successful, plan a phased rollout across other departments.

How to Engage Physicians During the Pilot

• Involve them in the evaluation process and emphasize that their feedback is critical to refining the solution.

• Share success stories from the pilot participants to build confidence among their peers.

By starting with a pilot, you provide proof of concept in a low-risk setting. This allows physicians to see firsthand how the AI tool works, with measurable improvements that validate its value.