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AI copilot · Workflow

Atlas Ops Copilot

Internal copilot over SOPs, scheduling rules, and EHR exports — staff look-up time down 45% with HIPAA-aware hosting.

Hearth Health Clinics · 6 weeks · 2024

Atlas clinic copilot dashboard with SOP library, cited answers, and HIPAA-safe audit logging.

Challenge

Clinic staff searched PDF binders and shared drives for scheduling and insurance rules. Turnover made training slow; leadership needed answers with citations, not guesswork.

Approach

Private RAG over approved SOPs and de-identified FAQ exports, hosted in a HIPAA-eligible environment. Copilot runs in a locked-down internal portal — no PHI in prompts, human approval on outbound messages.

Timeline

  1. 01

    Compliance & scope

    Week 1

    Defined allowed data sources, BAA requirements, and red-line behaviors with clinic compliance.

    • Scope doc
    • Data inventory
    • Threat model
  2. 02

    Copilot portal

    Week 2–4

    Auth, cited answers, comms drafts, and scheduled report jobs from read-only warehouses.

    • Internal portal
    • RAG index
    • Report jobs
  3. 03

    Rollout & training

    Week 5–6

    Front-desk pilot at two sites, feedback loop, and playbooks for safe prompts.

    • Production rollout
    • Training
    • Support channel

Stack

  • AI

    Azure OpenAI, RAG, Citation enforcement

  • App

    Next.js, Auth0, Role-based access

  • Data

    PostgreSQL, Read-only warehouse, Audit logs

  • Infra

    Azure, Private networking, SIEM hooks

“They pushed back on half our feature list and were right about every one. Fieldnote is better for what’s not in it. Zero data loss across six months of beta in fourteen countries — that’s the metric I care about.”

Tom Iversen, Founder — Fieldnote

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