Revolutionizing Access to Healthcare Onboarding Documentation with Microsoft Copilot

*See all the video podcasts in the Copilot Agents Solutions Series here!

In this video Microsoft’s Saurabh Koshta and Michael Gannotti Walk organizations through the creation of a Copilot Agent that retrieves information from an EHR/EMR Onboarding Document repository to simplify, and speed access, to important information needed by clinicians. The beauty of this solution is the speed and ease in which it can be developed in Copilot Studio as well as it’s applicability across a wide range of content access requirements.

Resources:

• Download the slides from the link at the bottom of this post 
• Microsoft Power CAT AI Webinars
• Overview - Microsoft Copilot Studio | Microsoft Learn
• AI-based agent authoring overview - Microsoft Copilot Studio | Microsoft Learn
• AI features for Teams and Classic chatbots - Microsoft Copilot Studio | Microsoft Learn
• Security and governance - Microsoft Copilot Studio | Microsoft Learn
• Review ISO, SOC, and HIPAA compliance - Microsoft Copilot Studio | Microsoft Learn
• Key concepts - Authoring agents - Microsoft Copilot Studio | Microsoft Learn
• Customize Copilot and Create Agents | Microsoft Copilot Studio
• Building your own copilot with Copilot Studio | Microsoft Copilot Blog

Organizations across the healthcare industry are increasingly turning to innovative technology to streamline operations and empower their clinicians. One such solution is the integration of Microsoft 365 Copilot Agents with repositories such as SharePoint Online to retrieve data from Electronic Health Record (EHR) and Electronic Medical Record (EMR) onboarding documents. This transformative approach can reduce the time clinicians spend searching for answers, allowing them to focus on patient care. Even more compelling, clinicians can access these agents via Microsoft Teams on their smartphones, enabling instantaneous answers on the go.

Benefits for Clinicians

Integrating a Microsoft 365 Copilot Agent into your healthcare organization offers numerous advantages:

• Quick Access to Information: Clinicians often need specific information from onboarding documents while navigating complex cases. Copilot Agents provide instant answers by extracting relevant details from stored documents.
• Time-saving Efficiency: Reducing the time spent searching through repositories allows clinicians to dedicate more time to patient interaction and care.
• Mobile Accessibility: With integration into Microsoft Teams, clinicians can query the Copilot Agent directly from their smartphones. Whether in the hospital or on the move, answers are just a few taps away.
• Enhanced Decision-making: Data retrieval powered by Copilot Agents supports informed, timely decision-making processes.

Step-by-Step Guide: Creating a Copilot Agent for SharePoint Online

This guide walks you through creating a Microsoft 365 Copilot Agent using Copilot Studio, tailored to retrieve data from a SharePoint Online Document Library containing EHR/EMR onboarding documents.

Step 1: Setting Up Copilot Studio

1. Log into Microsoft 365 and navigate to Copilot Studio from the Microsoft Admin Center.
2. Ensure you have the necessary permissions to create and manage Copilot Agents.
3. Familiarize yourself with the Copilot Studio interface and available customization options.

Step 2: Defining the Agent’s Purpose

1. Begin by defining the Copilot Agent's role—retrieving EHR/EMR onboarding data to assist clinicians.
2. Name the agent (e.g., "EHR Assistant") and provide a brief description of its intended use.

Step 3: Connecting to SharePoint Online

1. Go to the "Data Sources" section in Copilot Studio.
2. Select "SharePoint Online" as a source type.
3. Provide the URL of the Document Library containing the onboarding documents.
4. Configure access permissions with appropriate security settings so that only authorized users (such as clinicians) can access the content.

Step 4: Designing Query Capabilities

1. Define the types of queries the agent will support. For example:

- "Find onboarding guidelines for new clinicians."

- "Retrieve step-by-step instructions for patient data entry."

2. Set up AI-powered language processing to interpret and respond to natural language queries.

Step 5: Testing the Agent

1. Test the Copilot Agent by running sample queries to ensure it retrieves accurate and relevant information.
2. Adjust fine-tuning settings, such as relevance ranking and query interpretation, for optimal performance.

Step 6: Deploying the Agent

1. Publish the Copilot Agent in your organization's Microsoft 365 environment.
2. Integrate the agent into Microsoft Teams for mobile access:

- Navigate to the Teams Admin Center.

- Add the Copilot Agent as a Teams App with appropriate user permissions.

3. Ensure clinicians are informed about the new tool and provide training on its use.

Step 7: Continuous Improvement

1. Monitor agent performance using analytics provided within Copilot Studio.
2. Gather feedback from clinicians to refine functionalities.
3. Update the data source regularly to maintain accuracy and relevance.

Conclusion

By leveraging Microsoft 365 Copilot to create an intelligent agent tailored for EHR/EMR onboarding documents, healthcare organizations can elevate their operations and improve clinician productivity. The seamless integration of the agent with SharePoint Online and Microsoft Teams provides clinicians with rapid access to essential information anytime, anywhere. This innovative approach not only enhances efficiency but also contributes to better patient care outcomes.

Now is the time for organizations to embrace this technology and lead the way in transforming healthcare through intelligent solutions. Get started on your Copilot Agent journey today and experience the difference it can make for your team!