The Independent Advantage S02 E03: Utilizing AI for efficiency in staff workflow

This episode of The Independent Advantage, hosted by Diana Canto-Sims, OD, focuses on how AI is reshaping daily workflows in optometric practice without replacing optometrists themselves. Instead of taking over clinical decision-making, AI is framed as handling the administrative, repetitive, and time-consuming tasks that most clinicians and staff dislike.

The discussion opens with the question, “If AI isn’t replacing optometrists, what exactly is it replacing?” Maria Sampalis, OD, explains that AI is best used for charting, documentation, appointment management, billing support, and error detection. She notes that insurers already use AI to generate denials, and suggests practices should leverage similar tools to reduce audits and catch billing issues proactively.

From the perspective of younger ODs, Sampalis highlights that many are hesitant to own practices due to staffing headaches and operational burdens. AI is presented as a way to lower that barrier by taking on prior authorizations, letters, and patient communications, thereby making practice ownership or employment more sustainable.

Sampalis describes her own “entry point” with AI: tackling repetitive documentation and written communication. She frequently uses AI tools (including ChatGPT) to refine grammar, adjust tone, and streamline emails, social posts, e-blasts, and prior authorization letters. A key benefit is the ability to maintain a warm, patient-friendly tone in holiday and appreciation letters while saving time on drafting and editing.

Sampalis also emphasizes AI’s growing role in clinical support, including image review for second opinions, glaucoma monitoring, and trend analysis on OCT data, which is already widely used. AI flags changes and progression, prompting closer review rather than replacing clinical judgment.

The main impact on the Sampalis team’s workflow is summarized in three themes: efficiency, reduced front desk pressure, and more time for patient interaction. By automating routine tasks and phone-related workload, staff can focus on conversation, relationship-building, and better customer service, rather than rushing through encounters. The episode closes with a teaser that the next segment will explore lessons learned from implementing AI in practice.