Implementing new technology in organizations is like navigating a ship through uncharted waters – it requires a steady hand and a good map. When the hype is intense, and the stakes are high, understanding what’s worked for others can exponentially increase your chances of success.

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For healthcare leaders, it is both sensible and advisable to thoroughly test such solutions before considering a broader organizational rollout.

Over the past 18 months, an advanced ambient AI solution has been piloted in more than 80 organizations. These pilot projects included collaborations with leading institutions such as the Children’s Hospital of Los Angeles, Kaiser Permanente, Stratum Med Clinics, and Carle Health. These partnerships offered valuable insights into the unique requirements and challenges faced by healthcare providers. During this process, close collaboration with Chief Medical Officers (CMOs), Chief Medical Information Officers (CMIOs), Chief Information Officers (CIOs), and their teams was essential.

Key priorities during these pilots included:

1. Defining shared success criteria: Working collaboratively with each organization to establish clear, mutually agreed-upon goals.
2. Understanding clinical workflows: Gaining a deep understanding of the unique workflows of clinical teams and ensuring seamless integration of the solution into these workflows.
3. Providing tailored support: Offering customized training, onboarding, and maintaining active feedback loops with participants.
4. Tracking success and adoption: Monitoring the solution’s impact and adoption to help partners make informed decisions about scaling its implementation.

Success factors for pilot projects

From the outset, it is crucial to establish a clear focus on the metrics that will determine the project's success. This involves close collaboration with the solution provider to create a shared vision of the desired outcomes and strategies for achieving them. Both qualitative and quantitative metrics should be defined and continuously evaluated throughout the pilot project.

It is equally important to determine which data sources will be used for measuring success. Whenever possible, existing data systems, such as the Electronic Medical Record (EMR) or other relevant platforms, should be integrated to ensure a thorough and precise evaluation. Regularly scheduled evaluation phases are recommended to analyze progress and make any necessary adjustments to the project plan.

Clear communication of key performance indicators (KPIs) to all stakeholders is another essential element. When every participant understands the metrics that matter and how their efforts contribute to achieving them, the project is more likely to receive the required focus and resources.

Planning, continuous monitoring, and regular adjustment are fundamental to the success of AI pilot projects. Early engagement of key stakeholders, combined with a clear focus on measurable outcomes, lays the groundwork for successful implementation—both during the pilot phase and across the organization.

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★Pro-tip: For organizations with more than 500 providers, it is often recommended that at least 50 participants take part in a pilot over several weeks to ensure robust and actionable insights.