- Tebra’s AI Smart Staff targets the biggest time drains: Three integrated tools handle documentation, review responses, and feedback analysis directly within the Tebra platform.
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AI Note Assist delivers major time and billing gains: Ambient listening generates HIPAA-compliant notes in minutes, suggests ICD-10 codes, and cuts documentation time by 30–50%.
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AI-powered reputation tools boost trust and efficiency: Automated review replies and insights help practices respond faster, improve patient satisfaction, and stay competitive without extra staff workload.
Private practices are drowning in administrative work. Tebra research shows that providers spend nearly 30 minutes documenting care for every hour they spend with patients — often extending into after-hours work that fuels record-high burnout. Meanwhile, online reputation management and patient communication demands continue to grow, pulling staff away from core responsibilities.
What if AI could give providers back those hours?
We’re proud to introduce the Tebra AI Smart Staff — a portfolio of AI-powered tools designed to reduce administrative burden, streamline operations, and free up time to focus on patient care.
Why AI matters for private practices now
AI tools automate time-consuming tasks like clinical documentation, which directly addresses the administrative overload that can lead to provider burnout. AI can also free up valuable time for patient care and provide a competitive advantage for independent practices.
What is Tebra AI Smart Staff?
The Tebra AI Smart Staff is a portfolio of three AI-powered tools designed to function as reliable, efficient team members for private practices. It is built to tackle the most time-consuming administrative tasks, including:
- Manual documentation
- Online review management
- Complex feedback analysis
These tools integrate seamlessly into the Tebra EHR platform — saving time while helping improve a practice's online reputation.
Meet the Tebra AI Smart Staff
Our AI Smart Staff includes three essential functions that help tackle time-consuming tasks like documentation, reputation management, and monitoring patient feedback.
AI Note Assist: Generate clinical notes in minutes, not hours
Clinical note-taking is one of the biggest administrative burdens for providers. A provider might spend 15-30 minutes typing notes after each visit. Now, with AI Note Assist, that workflow is transformed.
Using ambient listening, the tool captures the provider-patient conversation. It then automatically generates a structured and HIPAA-compliant note in under a minute. The note is then ready for a quick review and approval.
“My notes used to take 30 to 60 minutes because they would be so detailed. With the Tebra AI Note Assist, each of my notes today took not even 5 minutes,” Angela Davis-Taylor, MSN, APRN, FNP-C, INHC Family nurse practitioner, integrative nutrition health coach, says.
AI Note Assist supports multiple note formats, including:
- SOAP notes
- Therapy initial and progress notes
- Psychiatric initial and progress notes
The system also analyzes the conversation to suggest relevant ICD-10 codes in the assessment section. This feature helps improve coding accuracy and streamline billing workflows.
Key benefits:
- Proven time savings: Early users report cutting documentation time by 30–50%.
- Streamlined billing: By suggesting ICD-10 codes, AI Note Assist reduces manual coding tasks and potential errors, leading to faster and more accurate billing cycles.
- Integrated solutions that eliminate copying and pasting: According to a 2025 Tebra market study, 65% of providers believe AI solutions should be developed by their EHR vendor. AI Note Assist addresses this by integrating directly into Tebra’s clinical workflows.
- Affordable and transparent pricing: With prices of just $0.99 per note or $99 per month subscription, we’ve eliminated the cost barrier that prevents 47% of health systems respondents from adopting AI, according to a May 2025 article in the Journal of the American Medical Informatics Association.
“What I like about the AI Note Assist is I can do small talk with my patient and the AI can pick up the parts of the conversation that matter the most, and filter out what’s irrelevant. So I feel like I can be myself in the room, which is comforting,” adds Erica Cheshire, ANP-BC, of Beaumont WELLness for Women.
"I can do small talk with my patient and the [AI Note Assist] can pick up the parts of the conversation that matter the most, and filter out what’s irrelevant."
AI Review Replies: Manage your online reputation in seconds
Online reviews have become a major driver of patient acquisition and trust. According to BrightLocal research, 97% of consumers read online reviews before making a booking decision and 89% of consumers read businesses’ responses to reviews.
However, keeping up with review responses can be time-consuming and often inconsistent. Tebra’s AI Review Replies helps practices manage their online reputation at scale by generating personalized, HIPAA-compliant responses in seconds to reviews that patients submit on Google.
Additional key benefits:
- Improved trust and increased bookings: 66% of patients in Tebra’s 5th annual Patient Perspectives survey reported not receiving a follow-up from the provider after leaving a negative review online. This is a missed opportunity, because addressing concerns can win back 64% of these patients.
- Time saved: Generate responses in seconds, freeing the front desk for core responsibilities
This AI-powered assistant helps ensure that every patient’s voice is acknowledged without pulling time and attention away from patient care. For example, for a positive review, it might generate: ‘Thank you for your kind words! We’re so glad to hear you had a positive experience with our team.’
AI Review Replies lives in a centralized dashboard within the Patient Experience platform. This keeps your reputation management workflow within a single, integrated system.
AI Review Insights: Turn patient feedback into actionable improvements
Reviews contain more than star ratings — they hold vital clues about a practice’s performance. Tebra’s AI Review Insights automatically analyzes patient feedback from integrated sources like Google and other platforms and then synthesizes this data to surface common themes that can affect a practice’s reputation.
Key themes identified include:
- Scheduling and wait times
- Staff communication
- Quality of care
Key benefits:
- Analyzes reviews at scale to surface trends and sentiment
- Groups feedback into clear, actionable themes based on top concerns
- Summarizes public and private feedback across numerous review sources for holistic analysis
AI Review Insights takes the guesswork out of consolidating and figuring out how to act on patient feedback. By providing a clear, data-driven roadmap for increasing patient satisfaction, practices can improve operations and their online reputation.
"AI Review Insights takes the guesswork out of consolidating and figuring out how to act on patient feedback."
How Tebra’s AI tools integrate into daily workflows
One of the biggest barriers to adopting new technology is disruption. Tebra’s AI Smart Staff is designed to work with and enhance existing workflows, not replace them. Here’s how:
- No separate logins or systems: All AI tools live directly within the existing Tebra platform, so there are no new apps to install or passwords to manage.
- Real-time integration: AI Note Assist populates notes directly into the patient’s chart in the EHR, while review tools are available in the reputation management dashboard.
- Built for your existing team: The tools are intuitive and require no special IT skills, working on the devices your team already uses.
An example workflow looks like this:
- Before the visit: A quick check of AI Review Insights reveals patients have recently praised the short wait times.
- During the visit: AI Note Assist is activated to record the ambient conversation securely.
- After the visit: The provider reviews and approves the auto-generated clinical note. Later, the office manager uses AI Review Replies to respond to new Google reviews in seconds.
Pricing and plans for Tebra’s AI tools
We believe in transparent, accessible pricing that empowers private practices. Our pricing structure is designed for flexibility and value.
| Tool | Pricing Model |
| AI Note Assist | $0.99 per note or $99/month subscription |
| AI Review Replies & Insights | Included with Tebra Patient Experience package |
ROI snapshot: The cost of traditional scribes is a major barrier for many practices, but AI Note Assist removes that barrier. Early users report cutting documentation time by up to 50%, giving providers more time for additional patient visits or valuable personal time.
HIPAA compliance and data security
Trust is the foundation of everything we build. The Tebra AI Smart Staff was designed with security at its core to protect providers and patients.
- 100% HIPAA compliant: All AI Smart Staff tools meet federal privacy and security requirements for handling protected health information (PHI).
- Encryption and secure storage: All data is encrypted both in transit and at rest within Tebra’s secure environment.
- Human in the loop: You are always in control, with final review and approval of all AI-generated content.
- Business associate agreement (BAA): Tebra maintains all required legal protections to ensure your practice is compliant.
- No third-party data sharing: All data processing happens within Tebra’s secure system, and data is never shared with or sold to third parties.
Built for private practices
The Tebra AI Smart Staff was developed with one audience in mind — private healthcare practices. Unlike hospitals or large health systems, small practices often don’t have in-house IT teams or large administrative departments. That’s why every AI Smart Staff tool is:
- Integrated into Tebra’s all-in-one platform with no need to log into separate systems
- Flexible pricing, so practices can scale usage based on their needs
- Transparent and secure, with 100% HIPAA compliance and human review built in
“We have a provider who has wanted to retire for years […] and the AI Note Assist turned it around for her. She feels that with this, she can continue working. It was huge for her,” John Ferren, IT Systems Administrator at Grace Women’s Clinic, says.
"We have a provider who has wanted to retire for years […] and the AI Note Assist turned it around for her. She feels that with this, she can continue working."
Whether you’re a solo provider, a mental health group, or a multi-specialty clinic, AI Smart Staff meets you where you are and grows with your needs.
Ready to transform your practice?
Documentation overload, missed follow-ups, online review fatigue, burnout, and staffing gaps don’t have to define your practice’s future. Practices implementing AI now are gaining competitive advantages including better provider satisfaction, improved patient engagement, and measurable time savings.
At Tebra, we’re building AI to solve the real problems that practice owners, providers, and staff face every day. By deploying the right tools thoughtfully and ethically, AI can relieve pressure, enhance performance, and give you more time to care for patients.
FAQs
Frequently asked questions
You might also be interested in
- Why AI medical scribes are a must-have for modern private practices: AI medical scribes handle documentation so providers can stay focused, present, and engaged.
- Less typing, more care: Document twice as fast without leaving the EHR you already use every day with Tebra’s AI Note Assist.
- Spend 15 hours less on documentation this week: Request a demo and see how Tebra’s AI Smart Staff works.
- Current Version – Feb 09, 2026Written by: Erica FalknerChanges: This article was updated to include the most relevant and up-to-date information available.
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