AI for Healthcare Workforce Management: Primary Care Placement

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The administrative burden of managing healthcare staff

Staff management in Quebec’s healthcare sector involves a constant stream of daily communications. Staffing agencies continuously handle emails regarding availability, substitutions, shift confirmations, and schedule adjustments. Placement Premier Soin, a Quebec-based agency specializing in staffing for healthcare facilities, has entrusted Explor.ai with automating part of this administrative process using artificial intelligence. The project combines natural language processing, email classification, and task orchestration to free coordinators from repetitive tasks.

Faced with this challenge, the customer collaborated with Explorai to implement an artificial intelligence-based solution capable of automatically processing incoming e-mails. Explorai developed an e-mail box monitoring and analysis tool, integrating Large Language Models (LLMs). This solution made it possible to extract, structure and analyze the key information needed to assign staff quickly and efficiently.

Natural Language Processing Applied to Emails

To handle scanned or image-based documents, Azure's OCR technology was integrated to convert files into usable text. This automation significantly accelerated the processing of requests. The time required to process each email dropped from several minutes - or even hours in some cases - to an average of just 28 seconds.

Streamlined staff coordination through automation

The tool developed also enabled managers to view and organize requests more efficiently. However, the centralized tracking interface was not developed by Explorai, but by a third-party company. This platform provided managers with better visibility of incoming requests and facilitated the identification of necessary interventions.

Impact on efficiency and next steps

With this solution, the customer was able to reduce the administrative workload, freeing up time for managers to concentrate on more critical tasks. Planning optimization and emergency management were indirectly improved thanks to the automation of request processing, and the time saved was strategically redistributed within the organization.