Tailow AI

AI Adoption Intelligence

IT Assessment Report

Westside Medical Clinic

April 3, 2025·Prepared for Dr. Sarah Okonkwo, Clinic Director·Prepared by Metro IT Partners

AI Opportunities Identified

3 workflow steps

✦

What We Found About Westside Medical Clinic

Data enriched from web analysis and provider input — conducted before the analysis began.

Employees

Industry

Healthcare

Headquarters

Burnaby, BC

Founded

2011

“Multi-physician primary care clinic serving 8,000+ patients in the Lower Mainland.”

Technology detected from web analysis:

Microsoft 365Jane AppTelus Health Wolf EMRZoom Pro

Executive Summary

Westside Medical has two quick wins and one critical compliance issue — all three are actionable this quarter.

Westside Medical runs Jane App and Wolf EMR effectively but has no AI in clinical or administrative workflows, and is running non-compliant telehealth (Zoom Pro) and password-only M365 access. The clinic's biggest pain point — physician documentation overhead — has a direct AI solution that integrates with their existing EMR.

Top Recommendations

Activate Jane App AI Reminders to cut no-shows

High — adds 3–4 appointments/physician/weekLow — feature toggle in existing software

Jane App already has AI-powered reminders and waitlist automation. This is a same-day activation that directly addresses the clinic's 18% no-show rate.

Replace Zoom Pro with Microsoft Teams for telehealth

Critical — resolves PIPEDA compliance gapLow — Teams is already in M365

Zoom Pro is not PIPEDA-compliant for patient consultations. Teams with BAA support is already included in the clinic's M365 subscription.

Deploy Nuance DAX for ambient clinical documentation

High — reduces documentation time by 70%Medium — 3-week EMR integration

Physicians currently spend 2–3 hours daily on after-hours documentation. DAX Copilot drafts SOAP notes automatically during the patient encounter.

Tech Stack Review

Tier mismatches and redundant tools identified in your current software stack.

2 optimization opportunities found

2 tier mismatches · 0 redundancies

medium confidence

Tier Mismatches

Tool	Current Tier	Recommended Tier	Users	Why
Zoom Pro	Pro	Healthcare or Teams	12	Zoom Pro is not HIPAA/PIPEDA compliant out of the box. The clinic should either upgrade to Zoom for Healthcare or consolidate on Teams (already in M365) which has BAA support.
Microsoft 365	Business Basic	Business Standard	32	Business Basic lacks desktop Office apps — physicians are editing clinical notes in the browser. Business Standard adds desktop Word and Excel needed for documentation.

Security Assessment

Your current security posture versus the minimum standard for your industry.

Basic1

Developing2

Current

Established3

Target

Advanced4

Optimized5

Currently at Level 2 — Developing · Target: Level 3 — Established

Security Gaps

Category	Current State	Recommended Tool	Why It Matters	Priority
Identity & Access	No MFA on M365 — patient data accessible with password alone	Microsoft Entra MFA	MFA enforced for all 28 users accessing patient data	critical
Telehealth Compliance	Zoom Pro used for virtual consults — not PIPEDA-compliant	Microsoft Teams (included in M365 with BAA support)	PIPEDA-compliant video platform with BAA in place	critical
Email Security	PHI sent via standard Outlook — no encryption policy	Microsoft Purview Message Encryption	Auto-encrypt emails containing PHI keywords	high

Compliance Requirements

⚠ BC PIPA and federal PIPEDA require healthcare organizations to implement reasonable safeguards for patient data. No MFA and unencrypted email create compliance risk.

3 high-priority gaps to address

Your IT provider can advise on tooling and implementation sequence.

How You Compare

Multi-physician primary care clinics in BC, 25–50 staff

Security Maturity

Your organization

Level 2 (no MFA, non-compliant telehealth)

Peer benchmark

Level 3 required for PIPEDA compliance

Bottom quartileAI estimate

AI Tool Adoption

Your organization

0 AI tools

Peer benchmark

1–2 tools at comparable clinics

Bottom quartileAI estimate

Physician Documentation Time

Your organization

2–3 hrs/day after hours

Peer benchmark

45–60 min with ambient AI

Below averageAI estimate

Benchmarks are AI-estimated based on BC health sector data and Tailow AI industry knowledge.

AI Opportunities Across Your Workflow

3 workflow steps analyzed · Healthcare workflow

Clinical Documentation

Patient encounter notes, SOAP notes, referral letters

Today

Physicians spend 2–3 hours daily on documentation after patient hours — a leading cause of burnout.

With AI

Nuance DAX Copilot

Microsoft / Nuance

High impactModerate setup

Integrates with Telus Health Wolf EMR and runs on existing Microsoft infrastructure. Physicians see an average 70% reduction in after-hours documentation.

Documentation overhead is cited as the clinic's top pain point. DAX pays back in physician retention and capacity.

Integrates with: Telus Health Wolf EMR, Microsoft 365

Verified via AI research

Appointment Scheduling & Triage

Patient booking, no-show management, intake triage, waitlist management

Today

~18% no-show rate costs the clinic 4–6 billable appointments per physician per week.

With AI

Jane App AI Reminders

Jane App

High impactEasy to deploy

The clinic already uses Jane App — this is a feature activation, not a new deployment. Targets the no-show problem directly.

Reducing no-shows from 18% to 10% adds 3–4 appointments/physician/week at zero marginal cost.

Integrates with: Jane App (existing)

Verified via AI research

Billing & Claims

BC MSP billing, third-party insurance, reconciliation

Today

Billing errors and rejected claims require manual follow-up — admin team spends 30% of time on claims reconciliation.

With AI

Plexia

Plexia Health

Medium impactModerate setup

Purpose-built for BC MSP billing — understands BC-specific billing codes and common rejection patterns. Integrates with Jane App.

Billing errors cost the clinic an estimated 5–8% of revenue in delayed or rejected claims. Plexia targets this directly.

Integrates with: Jane App, Telus Health Wolf EMR

Verified via AI research

Recommended Implementation Order

Step 2: Appointment Scheduling

Jane AI Reminders is a feature toggle in existing software — activate today.

Step 1: Clinical Documentation

Highest physician impact. Requires EMR integration — plan a 3-week rollout.

Step 3: Billing & Claims

Plexia requires staff training — deploy after documentation is stable.

High-impact opportunities

Medium-impact opportunities

Tools that span multiple steps

Your AI Adoption Roadmap

Recommended implementation order, from highest to lowest impact.

Appointment Scheduling

High impactEasy to deploy

Jane App AI Reminders · Jane App

Jane AI Reminders is a feature toggle in existing software — activate today.

Clinical Documentation

High impactModerate setup

Nuance DAX Copilot · Microsoft / Nuance

Highest physician impact. Requires EMR integration — plan a 3-week rollout.

Billing & Claims

Medium impactModerate setup

Plexia · Plexia Health

Plexia requires staff training — deploy after documentation is stable.

Recommended First Step

Enable Jane App AI Reminders today — it's a feature toggle. Then schedule a Teams migration from Zoom to close the PIPEDA gap before your next virtual consult.

Your IT provider, Metro IT Partners, can help implement these recommendations.

Contact Alex Rivera at alex@metroit.example to get started.

Get in touch →

Report generated April 3, 2025