Smarter Week

How to automate it

How to automate “write policies and prepare for audits and inspections”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

180 min
typically, once a month
45%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Have AI draft policies, procedures and staff memos (no patient data)

AI is good at turning rules and notes into a clear policy, checklist or audit prep list. Keep patient information out of it.

Typically saves about 45% of the time5 min to set up
  1. 1Gather the rule or standard (OSHA, HIPAA, accreditation) and your current practice.
  2. 2Use the prompt below in your organization's approved AI tool, with no patient information.
  3. 3Have the right person check it against the actual regulation.
  4. 4Save it where staff can find it.
Prompt to copy
Draft a [POLICY / PROCEDURE / AUDIT CHECKLIST] for a [TYPE OF PRACTICE] on [TOPIC]. It must meet [REGULATION OR STANDARD]. Our current practice: [NOTES]. Include purpose, who it applies to, step-by-step procedure, records to keep, and review date. Plain language. Mark anything that needs legal or compliance review with [REVIEW].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Fix 2 of 2

Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Practice / clinic manager

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Other common tasks for Practice / clinic managers