[In Beta Testing] BizzyAI: Refine for Client Communications

Use BizzyAI to write and refine client emails and letters in Zanda

Allow BizzyAI: Refine to write your emails and letters for you. Use Refine to make any modifications to meet your writing style. Whatever it is you want, BizzyAI will do it for you. Read on to learn how. 

In this article:

• Overview of the BizzyAI Refine functionality
• How to enable BizzyAI: Refine
• How to use BizzyAI: Refine for creating client emails and letters
  
• How to use BizzyAI: Refine for refining client emails and letters
• What data BizzyAI: Refine has access to
• Upcoming Refine functionality
• Security information
• FAQs

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Overview of the BizzyAI: Refine functionality

BizzyAI: Refine in client emails and letters allows you to use AI to produce the document, or to refine the existing content to shape the writing style. This functionality is available when creating or editing a letter or email in the client's profile by either

• clicking on the Refine icon on the content editor toolbar:

• or by highlighting content in your email or letter and clicking on the context menu:

The response from the AI will be seen in the modal as shown below:

This content can then be copied, or you can choose to replace all existing content in the document, or insert the content into the document without overwriting existing content. 

How to Enable BizzyAI: Refine - applicable when out of Beta

You will need to opt-in to use AI features in you Zanda account. By default, AI features and will be off in your account. Follow these steps to enable access to AI features for all users in your account:

1. Navigate to Settings > Practice > Subscription
2. Open the Optional Add-Ons Page
3. Under the section "BizzyAI Features" toggle on "Enable AI Features". This will enable access to Refine in notes as well as in the clients email and letters for all users in the account with access to those places.

How to use BizzyAI: Refine for creating client emails and letters

You can use BizzyAI: Refine to write emails or letters from scratch without any existing content in the letter or email. You can use this functionality while viewing any of these pages in the client profile:

1. 1. Records > Correspondence > New Message > Email/Letter
   2. Records > Correspondence > Edit Draft Email/Letter
   3. Communication > Activity > New Message > Email/Letter
   4. Communication > Activity > Edit Draft Email/Letter
   5. Communication > New Email/Letter

1. While in one of the pages listed above, press "Refine" on the content editor toolbar to open the Refine modal
   
2. Type what you'd like BizzyAI: Refine to do (e.g. "write a letter to the clients referrer to thank them for the referral")
3. Hit Enter or press on the upward arrow to submit the instruction
4. The AI will take a moment to process the instruction
   
5. The response will then be visible in the modal
   1. You can click "Copy" below the content to copy it to your clipboard
   2. You can click "Replace" to replace the content in your email/letter with the Ai produced content
   3. You can click "Insert" to insert the content into the email/letter where your cursor is positioned to add it to the existing content in the email/letter
   4. You can click "x" or "Cancel" to close the modal and abandon the content

How to use BizzyAI: Refine for refining client emails and letters

You can use BizzyAI: Refine to improve the writing style of your existing email or letter content. You can use this functionality while viewing any of these pages in the client profile:

1. 1. Records > Correspondence > New Message > Email/Letter
   2. Records > Correspondence > Edit Draft Email/Letter
   3. Communication > Activity > New Message > Email/Letter
   4. Communication > Activity > Edit Draft Email/Letter
   5. Communication > New Email/Letter

1. While in one of the pages listed above, highlight the content from your email or letter:
   
   
2. Click on the ✨ icon that appears
3. Choose from a pre-loaded instruction (Improve, Expand, Shorten) or type your own instruction (e.g. "rewrite this with a professional tone")
   1. If you've written a custom instruction, click the "send" icon to submit it
4. The AI will take a moment to process the instruction
   
5. The response will then be visible in the modal
   1. You can click "Copy" below the content to copy it to your clipboard
   2. You can click "Replace" to replace the content in your email/letter with the Ai produced content
   3. You can click "x" or "Cancel" to close the modal and abandon the content

What data BizzyAI: Refine has access to

When using BizzyAI: Refine for producing a client email or letter, we pass the AI basic client information from the profile that is typically populated in communication merge fields including the clients basic information from their details page, their referral details, next and last appointment details, and details of their primary practitioner. This information is used to produce a letter or email that includes the type of information typically included in communications.

The system will also pass any existing content from the letter or email to the AI so that it has the appropriate context when producing or refining content. 

Upcoming Refine functionality

The work on BizzyAI: Refine is ongoing and our team are working on introducing Refine to email and letter templates, as well as in the practice manual to allow you to use this feature for creating templates and writing policies for your practice. If you've enabled AI features, then you'll gain access to this functionality once it's been released.

Security Information

The BizzyAI: Refine have been built with privacy and security at the forefront. Zanda adheres to strict privacy standards and the services we are using for email and letter content generation meet rigorous industry standards for security and compliance.

Learn about the extensive security and privacy measures in place that protect your data, and the steps we are taking to keep the tool accurate and reliable.

About the service we are using:

• We are using the AWS Bedrock service to access an industry leading LLM (large language model) for generating and refining the letter and email content.
• We have configured AWS Bedrock to use Anthropic's Claude.
• Data is encrypted in transit and at rest.
• No data is used to train the AI model, and all information is processed securely in real-time.
• Zanda has a zero retention agreement with AWS to ensure that no data is stored after processing. 

FAQs

• Will my data be used to train the AI model?
  No, our service (AWS) does not use any data input out output for training their own or any third party model providers. 
• How accurate is the output?
  We deliver extensively fine-tuned instructions to the LLM service to control the information being returned to ensure that it is healthcare specific and based on the information provided in the prompting and basic information from the clients record that can be obtained from merge fields. The instructions have been built by practitioners in line with healthcare documentation standards. We will continue closely monitoring and fine tuning performance to ensure the model is delivering high quality and accurate output. It is recommended that the users review all output content as the user remains responsible for the documentation. 

• Where is the AI generated information stored?
  The generated letter and email content are double encrypted at rest in our database in a region according to your Zanda region. This information is not stored outside of Zandas secure databases.
• Which server location are you interacting with for AWS? 
  We are using US servers for the AWS Bedrock services and in doing so we make sure your data stays safe and meets AU, EU, and UK privacy laws. We use legally binding agreements—like the EU’s Standard Contractual Clauses (SCCs) or the UK’s IDTA—to make sure your data remains protected. We follow the approved rules for each region:
  
  • EU: We work with US companies certified under the EU-US Data Privacy Framework.
  • UK: We use the UK-US Data Bridge, the UK’s version of the above.
  • Australia: We follow the Australian Privacy Act and use extra safeguards (like contracts) when needed.

• Does BizzyAI: Refine comply with data protection laws?
  Yes, the BizzyAI: Refine features are compliant with GDPR, HIPAA and other regional laws. AWS services and Zanda are designed to meet healthcare industry regulations, ensuring patient information is handled in accordance with legal and ethical standards.
  1. 1. HIPAA Compliance: Adheres to U.S. HIPAA regulations, safeguarding protected health information (PHI) with robust privacy and security measures.
     2. GDPR: Full compliance with EU and UK GDPR, ensuring lawful data processing, minimization, and protection of data subject rights.
     3. Regional Laws: Complies with other key regulations, including Australia’s Privacy Act, Canada’s PIPEDA, South Africa’s POPIA, and California’s CCPA.
     4. ISO 27001 Certification: This certification demonstrates that we have implemented stringent security measures to protect sensitive information and maintain data integrity.
     5. Business Associate Addendum (BAA): We had signed a binding BAA agreement with AWS covering all the services included in the AI functionality. We offer the same standardized BAA for customers, providing them a secure environment to process, maintain, and store PHI.