In most independent practices, staff are working hard to balance patient needs with administrative demands. New Tebra research shows that these administrative demands continue to grow: 65% of providers spend more than an hour a day on documentation and 74% spend more than an hour on patient messages. 

Those tasks pile up on the same small teams, pulling attention away from patients and higher-value work. 

More independent practices are turning to AI to relieve some of that operational burden. But how can AI fit into existing workflows while ensuring experienced staff stay in control?

In Tebra’s recent webinar, What changes when AI does the work it’s built for, Tebra’s Hannah Abrams, Samantha Bergquist, and Miriam Datskovsky explored where AI can take on defined tasks within everyday workflows, and how teams can determine the best place to start. They shared new research about the operational pressures facing independent practices and how AI is beginning to make a difference. 

Tebra’s data shows that manual tasks are scattered across multiple workflows:  

The issue is that these tasks compound. When one workflow slows down, the effects often show up elsewhere – and the burden may be shared by just a few staff members. 

As Samantha explained, “The person answering calls is the same person managing the inbox, scheduling changes, and patient follow-up. When each task is handled manually, everything takes longer and puts greater strain on your team.”

Fixing one workflow doesn’t necessarily solve the larger problem. Faster documentation won’t unclog a crowded inbox, and more efficient patient communications won’t reduce claim rework. 

The real challenge is friction across the connected workflows. 

As operational work grows, more practices and billers are exploring AI. Tebra’s research found that 86% of practices report being comfortable letting AI assist with at least one task. But practices are being thoughtful about how and where AI is integrated into their workflows. 

A practical approach is to delegate specific, repetitive tasks to AI: preparing, organizing, surfacing insights, or drafting information while experienced staff review the output, apply their judgment, and make the final decision. 

For example, Tebra’s AI Note Assist helps prepare the note, but the provider reviews it for accuracy, edits it as needed, and approves it. AI doesn’t undermine or replace the provider’s expertise, but it can save valuable time. Among practices using AI for documentation, 64% report faster completion and 52% report less after-hours work. 

So where can AI begin reducing repetitive work in a typical practice? Hannah and Samantha walked through five workflows that touch a standard patient encounter:

Front office: Reduce repetitive work around calls, scheduling, and follow-up.

Patient communication: Help teams understand messages and draft responses.

Pre-visit and documentation: Synthesize patient history before a visit and turn conversations into structured notes for provider review.

Billing: Surface higher-risk claims and explain why they may deserve closer attention before submission.

Reputation management: Help prepare review responses and identify themes in patient feedback.

Together, these workflows show how many tasks a small team may manage across a single patient’s experience – and where AI may help reclaim valuable time for providers, staff, and billers. 

During the webinar, Miriam shared an exercise that can help you identify which workflow is currently creating the biggest bottleneck for your team – and how AI can begin to help. 

Step 1: Pick one workflow where work is piling up.

Step 2: Define the specific bottleneck.

Step 3: Identify one clearly defined task that AI could support.

For example, if notes stay open long after visit, AI could create a structured draft for the provider to review. If billers review every claim the same way, AI could flag higher-risk claims for a closer look.

Hannah also noted that AI alone can’t solve problems like unclear ownership, inconsistent processes, or missing workflow steps. Those require teams to step back and address the underlying process. But for repetitive, clearly defined tasks that are easy for a person to review, AI can help reduce the burden. 

Independent practices have growing opportunities to benefit from AI integrated into their existing EHRs and workflows. The key isn’t to introduce AI everywhere at once. Rather, start with one specific task creating a meaningful bottleneck, define it clearly, keep human judgment in the center, and use what you learn to guide the next opportunity.  

Watch the full on-demand webinar to hear the discussion.

Ready to take action? Schedule your personalized demo to see how Tebra’s AI solutions can reduce repeatable manual tasks and fit into your existing workflows.