What You Need to Know About Using AI at Work
Artificial intelligence (AI) tools can help teams reduce repetitive work, improve workflows, and find new ways to solve problems. It's important to use these tools responsibly to protect our patients' and our organization's information. Here are some key things to know about using AI at Carilion.
Use Carilion-Approved AI Tools and Follow Policies
Microsoft Copilot and Enterprise ChatGPT are available to leaders and knowledge workers. To keep our information secure, it's important to use approved AI tools at work and not free/public versions.
AI technology changes quickly, and new capabilities must undergo security, privacy, and compliance reviews before we make them available to employees.
Review the Generative AI Service Usage Policy in PageCenterX. Note you will need to be on the Carilion network to review the policy.
How To Get Started
If AI could help in your role, ask your leader. Leaders can request access for their employees in Employee Center using one of the AI request forms:
Once the request is approved, you will receive access to a secure enterprise environment designed to support Carilion’s security and privacy requirements. Before you start using AI, you will need to complete AI online training in Workday.
Our Enterprise AI Team Can Help
Carilion’s Enterprise AI team can help you understand the tools available at Carilion and how to use them appropriately. The team can help you:
- Determine whether an approved AI solution already exists within Carilion
- Identify opportunities to improve a workflow with AI
- Evaluate a proposed AI use case
- Navigate AI governance, security, and responsible-use requirements
- Connect with technical experts for more advanced projects
- Learn about capabilities in Epic, ChatGPT Enterprise, Microsoft Copilot, ServiceNow, and Workday
Learn More and Stay Updated on AI at Carilion
AI technology is constantly evolving, and new capabilities must undergo security, privacy, and compliance reviews before we make them available to employees. We also offer AI capabilities through other systems, including Epic, and continue to evaluate new features across our technology platforms.
Not every new feature is available immediately. AI technology changes quickly, and new capabilities must undergo security, privacy, and compliance reviews before we make them available to employees.
The Carilion AI Hub on Inside Carilion is the central location for governance information, educational resources, announcements, and Enterprise AI updates.
We also have an AI Teams Channel, where you can exchange ideas, ask questions, and learn how colleagues across Carilion are using AI in their work.
Have a question or an idea? No question is too small. Contact the Enterprise AI team at ai.questions@carilionclinic.org.
We also offer AI capabilities through other systems, including Epic, and continue to evaluate new features across our technology platforms.
Not every new feature is available immediately. AI technology changes quickly, and new capabilities must undergo security, privacy, and compliance reviews before we make them available to employees.
Find Resources and Support
The AI Hub on Inside Carilion is your central source for information about AI at our organization. Resources include:
Approved AI tools and how to access them
Training opportunities and educational resources
AI policies and guidance for responsible use
Updates on new features and AI projects
Practical tips and examples of how employees are using AI
You can also connect with colleagues and learn about AI through these opportunities:
AI Teams Channel: Exchange ideas, ask questions, and learn how others are using AI in their work.
Weekly AI Drop-In Labs: Join the Enterprise AI team on Microsoft Teams each Wednesday, noon – 1 p.m., to ask questions and explore AI tools. No registration is required.
Have an Idea? The Enterprise AI Team Can Help
AI isn't just about introducing new technology. It can also help us identify workflows that need improvement.
If your team has a repetitive task, a time-consuming process, or an ongoing challenge, AI may be able to help.
Our Enterprise AI team can:
Review your ideas and identify opportunities to improve workflows
Determine whether an approved solution already exists
Evaluate possible AI uses and their risks
Connect you with technical experts for more complex projects
Help you understand AI policies and security requirements
You don't need to have a fully developed solution before reaching out. The team can help you explore whether AI is appropriate for your needs.
Use AI Responsibly
AI is a tool to support employees, not replace their judgment or expertise.
People remain responsible for identifying the task, guiding the technology, and reviewing its results. AI can help with the work in between, but you must check its output for accuracy and appropriateness.
Our Generative AI Service Usage policy outlines requirements for safe and responsible use. These include protecting sensitive information, using approved services, and checking AI-generated content before relying on it.
Clinical use requires additional safeguards. AI may support clinical decisions, but qualified clinicians must review and validate its output. AI cannot replace professional judgment or responsibility for patient care.
Employees who receive an AI license must complete assigned training within 90 days. Training resources are available to help you understand how to use these tools appropriately.
For More Information
For more information, contact Jaqueline Hickman, Enterprise AI, at jchickman@carilionclinic.org.
