AI Made Easy: Real-World Workflows for Busy Practices

Artificial intelligence is becoming more common in healthcare, but for many practices, it still feels overwhelming or out of reach. The reality is that AI does not have to be complex or disruptive to be effective. When used intentionally, it can help practices save time, reduce administrative burden, and improve both team workflows and patient experiences. The most impactful uses of AI today are practical, accessible, and designed to support the work practices are already doing every day.

Dr. Mai is a practicing optometrist with multiple locations across Southern California, and every doctor in his group now uses AI as part of their daily workflows to support both clinical care and practice operations.

Below are simple, actionable ways to start using AI in your practice today.

1. Use AI as a Thought Partner, Not Just a Search Tool

Many people treat AI like Google. Dr. Mai encourages thinking of it more like a knowledgeable assistant.

Instead of asking simple questions, give AI context and a role.

For example:

• Ask it to act as a healthcare marketing strategist
• Ask it to think like a clinical educator
• Ask it to respond as a business owner in your specialty

The more detail you provide, the better the output.

Pro tip
If you are not sure how to ask the question, ask AI to write the prompt for you. This approach removes guesswork and dramatically improves results.

2. Use “Chain of Commands” for Better Results

AI works best as a conversation, not a one-time request.

Start with a broad prompt, then refine it with follow-up instructions. This allows you to:

• Clarify your goals
• Adjust tone or depth
• Ask for more detail in specific areas

For example:

1. Ask for a general marketing plan
2. Follow up asking for patient personas
3. Then ask for scripts or workflows based on those personas

This approach produces far more practical output than a single short prompt.

3. Choose the Right AI Tool for the Job

Not all AI tools excel at the same tasks.

Based on Dr. Mai’s experience:

• Some tools are better for writing and communication
• Others are stronger at data analysis
• Some perform best with research-level tasks

4. Create Custom AI Assistants for Repeat Tasks

One of the most powerful but underused features of AI is creating custom assistants.

You can build AI personas that consistently think like:

• A pricing strategist
• A marketing consultant
• A financial planner
• A clinical expert in a specific condition

Once created, you can return to that assistant anytime without re-explaining context.

Example use cases

• Reviewing pricing and margins
• Planning service expansions
• Evaluating workflow changes
• Brainstorming patient communication strategies

This turns AI into a long-term partner instead of a one-off tool.

5. Lean Into Integrated AI Tools Already in Your Workflow

Standalone AI tools are helpful, but integrated AI often delivers the biggest time savings because it works inside the systems teams already rely on throughout the day.

In healthcare, this can include AI built directly into practice communication and operations tools, where it can support tasks like handling calls, surfacing patient information, or identifying follow-up opportunities without requiring staff to switch platforms.

Instead of jumping between systems, integrated AI can help teams:

• Draft and respond to messages directly where communication happens
• Schedule and confirm appointments with fewer manual steps
• Automatically summarize conversations and interactions
• Surface insights that help teams prioritize next actions

This reduces friction and makes AI feel like a natural part of your day.

6. Use AI to Improve Patient Communication and Team Performance

AI can also provide valuable insight into patient interactions.

Call analytics and transcription tools can:

• Identify missed scheduling opportunities
• Surface patterns in patient sentiment
• Highlight coaching opportunities for staff
• Help practices recover missed calls through automated follow-up

Rather than listening to every call manually, teams can focus on trends and improvements that matter most.

Final Takeaway: Keep It Practical

AI does not need to be complicated to be impactful.

The most successful practices are using AI to:

• Save time
• Reduce administrative burden
• Improve communication
• Make better business decisions

Start with one area, master it, then expand. The goal is not to replace people, but to support them so they can focus on what matters most: patient care.

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