AI Workshops for Medical Practices: Which Training Fits Your Reception Team?

Your reception team writes the same message twenty times a week. Recall letters, appointment reminders, replies to the same billing question, the referral request that comes in every second day. AI can draft that work, and your team can learn to direct it in an afternoon. For a medical practice, the AI workshop that pays off is a hands-on session built around one repeated non-clinical reception or admin task, where your team writes the instructions, tests them on a safe example and checks the output against the information the practice supplied.

We build training around your business tasks, source material and the output you need. We help your team agree on the source material, instructions and review process for a repeated task. You check the output against the information your business supplied, so nothing reaches a patient on the assistant's word alone.

Key takeaways

• AI training for a practice belongs on non-clinical drafting work at the front desk. Clinical decisions sit elsewhere, and the digitisation of medical records has opened its own path to automation and data-driven clinical support for routine clinical applications. 1
• Five plain-language inputs turn one repeated admin job into instructions the team can run again: Context, Task, Source, Rules and Output.
• Participants test the workflow on a safe example and check the result against their source material before anything is sent.
• The public workshop is four hours in person at A$495 including GST per person, capped at 15 paid attendees, with the date and venue still to be announced.
• Private onsite training is scoped around your team's tasks, location and experience, and a fixed quote follows that conversation.

What can AI do for reception and admin work in a medical practice?

AI drafts the non-clinical writing your front desk repeats. We teach business owners and teams how to use AI on the work their business repeats, and we work with business owners and teams across industries, so the method arrives the same way at a practice as it does at a builder or an accounting firm.

The clinical side of AI in medicine runs on its own track. The digitisation of medical records over recent decades has created opportunities for automation and data-driven clinical support across routine clinical applications. 1 Until recently, most health care providers have not received formal training in AI. 2 Our training sits before that line, on the recall letter, the intake summary, the reply to a patient's fee question and the weekly report your practice manager rewrites from scratch.

You're starting with AI and want a clear place to start, using work you already understand. That is the reception inbox.

Which repeated front-desk task should your practice bring to a workshop?

Bring one task that wastes your time. Your business task determines the training example, so the choice shapes the whole session.

Pick a specific piece of work: one recall letter for one patient cohort, one reply to the billing question you answer every day, or one weekly summary for one clinician's list. Bring the information needed for that task. Your fee schedule, your practice policy wording, your standard appointment instructions.

If the job includes several stages, choose the drafting step first. You can build the instructions for that step without connecting every system in your practice. The receptionist still opens the file, still presses send. The assistant writes the middle.

How do five inputs turn a front-desk task into a reusable AI workflow?

The five inputs describe the job in plain language and give you a basis for checking the draft. Context, Task, Source, Rules and Output.

• Context describes the business, customer and situation. Your practice, the patient you are writing to, what has already happened.
• Task names the job the AI assistant needs to do. Draft the recall letter. Answer the fee question.
• Source supplies the notes, documents or approved facts for that job. Your fee schedule, your policy, the appointment details.
• Rules set the limits and identify missing information to flag. What the draft must not say. What it should hand back to you as a question.
• Output describes the format and information the finished draft needs to contain. Length, tone, the fields that must appear.

Write those five before adding your source material. Keep the instructions you built and the example you tested. Use them on the next recall run or the next reply, then check the draft before you send it.

How does your team check an AI draft before it reaches a patient?

Line by line, against the material the practice supplied. Participants test the workflow on a safe example and check the result against their source material, and we help you build and test a workflow you can use again.

Compare names, dates, figures and claims with your source. Recalculate totals. Check that the draft answers the request and stays within your scope. The person responsible for the work approves the final version.

When the draft states something your source does not support, point to the unsupported claim. Supply the missing fact, or ask the assistant to leave it as a question for you. Check the next draft for the same problem. The instructions improve each time you run them.

How is this different from clinical AI courses and CME programs?

Clinical AI courses train clinicians and carry accreditation. Ours trains your team on one repeated admin task and carries none.

Stanford University School of Medicine holds accreditation from the Accreditation Council for Continuing Medical Education to provide continuing medical education for physicians. 3 Stanford Medicine holds joint accreditation from the ACCME, the Accreditation Council for Pharmacy Education and the American Nurses Credentialing Center to provide continuing education for the healthcare team. 4 Harvard Medical School holds the same joint accreditation. 5 Harvard Medical School designates its live activity for a maximum of 27.00 ANCC contact hours 6 and has authorisation from the American Academy of PAs to award AAPA Category 1 CME credit for activities planned in accordance with AAPA CME Criteria. 7 CME activities accredited by Harvard Medical School are offered solely for educational purposes and do not constitute any form of certification of competency. 8

Those programs run at a different scale and for a different audience. Harvard's runs over three days with medical society leaders, academic leaders and innovators from academia and industry, 9 and its final day, December 4, concentrates on practical strategies for integrating AI into clinical organisations and practices. 10 The AMA's introductory content targets medical students and also suits residents, fellows, practising physicians and other health professionals. 11 A Coursera course in the Stanford specialisation runs as a hands-on experience in the day of a medical data miner. 12 Registration for Harvard Medical School courses can only be completed through the school's official registration portal at cmeregistration.hms.harvard.edu, 13 and registrations made through any other site cannot be honoured and will not be refunded. 14

What do medical education bodies say about AI training for practice staff?

They address AI in medical education, and one of them draws the boundary explicitly. The AMA document on advancing AI in medical education through ethics, evidence and equity states that it addresses the use of AI to facilitate the process of training health professionals, and does not consider issues around providing training in AI for health care professionals to facilitate their duties in providing care. 15 That document is a companion to the AMA policy for augmented intelligence and applies the same framework to educational applications of AI. 16

The AMA also publishes The Medical Educator's Guide to Projects Leveraging Artificial Intelligence and Learning Analytics, a free PDF download that outlines the core issues to consider when designing technological solutions to educational challenges. 17 Kim Lomis, MD, AMA vice president of Medical Education Innovations, and Margaret Lozovatsky, MD, AMA vice president of Digital Health Innovations, discuss the future of AI in medicine. 18 The AMA holds an agreement of mutual recognition of CME credit with the European Union of Medical Specialists. 19

None of that covers the person at your front desk writing the same recall letter every week. Until recently, most health care providers have not received formal training in AI. 2 Your reception team has had even less.

How does the public Sunshine Coast workshop work for a practice team?

Our public Sunshine Coast workshop gives you four hours to work on one repeated business task. You build on your own laptop with hands-on help, and you keep the instructions and the example you tested during the session. People from other areas can travel to the Sunshine Coast public workshop.

Send your practice manager, or send the receptionist who owns the task. The seat is worth more to whoever writes the drafts today. Join the waitlist for the date.

Can you run private AI training at our practice instead?

Yes. We bring private AI training to your workplace, and private training takes place at the team's workplace.

Private onsite AI training is available on the Sunshine Coast and in Brisbane, Gold Coast, Ipswich, Noosa, Moreton Bay, Logan, Redlands, Toowoomba and Gympie. Sunshine Coast onsite training covers Maroochydore, Caloundra, Mooloolaba, Buderim, Birtinya, Nambour and Coolum.

After your enquiry, we discuss your team's tasks, location and experience. We agree on the training scope and prepare a fixed quote. Team size, session length and travel determine the price.

Private sessions are scoped for roughly 4 to 20 people, and larger teams can be split across sessions. Each person brings the laptop they will use afterwards. Tool and account requirements are confirmed during scoping. Build workflows your team can use together, so the front desk, the practice manager and the billing staff all check drafts the same way.

Who runs the training, and what AI work have they built?

We run the training, and we build these workflows in our own work. In our business, Searchmaxxed, we built AI workflows for creating blog posts, doing SEO and preparing custom proposals.

We helped automate Radiant Roof Repairs' internal processes using AI. We used AI to automate SEO, enquiries and admin for Glen House Homoeopathy. Different trades, different industries, same method: name the repeated task, write the five inputs, test on a safe example, check the output against the source.

Frequently asked questions