Know your policies, start small, solve problems: an administrator's guide to AI implementation

For practice administrators wondering where to begin with artificial intelligence (AI), the answer may be as simple as the next meeting agenda, job description or new-hire checklist on their to-do list.

That's the advice of Gena A. Graves, D.H.Sc., M.A., B.S., vice president of home and community services and value-based strategies at HealthPartners in Minnesota, where she leads population health, care management, home-based care operations and value strategy. A national speaker and former vice president of clinical performance for a national population health organization, Graves has more than 20 years of health care leadership experience. She is a member of the Medical Group Management Association (MGMA) board and was a co-presenter of "AI in Action: Tools, Tactics & Transformation for Medical Group Leaders" at the MGMA 2026 Annual Conference in September.

In a video interview, Graves told Physicians Practice the most practical uses of AI are found in daily clinical and administrative tasks, not in large technology initiatives. "So it doesn't have to be overwhelming to think about AI," she said.

She walked through HealthPartners' ambient listening rollout, which reached its target six months early thanks to a narrow scope, clinician-led design, streamlined training and high-touch support. She also explained why organizations should fix a flawed workflow before automating it and how leaders can be open with staff who fear AI will change or eliminate their jobs. She described how clinicians handle patients who are uneasy about AI in the exam room, by acknowledging their fears, explaining the benefits and inviting them to try it. And yes, every AI-generated note still gets a human review.

Her first step for administrators is to know the organization's AI policies, which tools are approved and for what uses, and whom to go to under its governance structure with questions or new ideas. Graves also coaches her own leaders by asking whether they tried AI on a project and how they used it.

As for the conference itself, Graves is looking forward to the connections.

"I am looking forward to collaborating and networking. I think that is MGMA's conference superpower," she said.

Physicians Practice was in San Antonio at the MGMA Annual Conference, Sept 27-30, celebrating 100 years of MGMA, attending sessions and speaking with industry leaders. Follow our coverage on our MGMA conference page.