Case Study

Healthcare AI Chatbot & Medical SOP Knowledge Management

Managing complex Standard Operating Procedures (SOPs) across a vast network of medical institutions requires instant, secure access to highly regulated knowledge. Staff were struggling to manually sift through dense internal documentation to find single answers, and the organization lacked a secure multi-tenant infrastructure to isolate institutional data. To solve these critical operational bottlenecks, they partnered with us at Artesian Software Technologies to engineer a conversational AI knowledge hub.

We designed and developed a secure, invitation-only web application on Microsoft Power Pages, featuring department-specific Microsoft Copilot Studio chatbots trained directly on custom SOP documents. Microsoft Dataverse manages strict access controls for accounts and departments, while Power Automate seamlessly indexes uploaded documents into isolated Azure Blob Storage containers. Finally, Retell AI integration enables staff to generate new SOPs simply by requesting a voice call, turning transcribed conversations into searchable chatbot knowledge.

AI Chatbot Platform

Microsoft Copilot Studio

Web Portal

Microsoft Power Pages

Data Layer

Microsoft Dataverse

Automation

Power Automate

File Storage

Azure Blob Storage

Voice AI

Retell AI

The Challenge

  • Lack of NLP Document Search: Staff wasted valuable time manually reading dense SOPs instead of utilizing conversational AI for instant answers.

  • Missing Multi-Tenant Architecture: The network lacked a secure, subscription-based infrastructure to completely isolate data between different medical institutions.

  • No Department-Level Data Isolation: There was no system to segment documents and chatbots securely across different departments within the same institution.

  • Manual Document Indexing: Routing and mapping uploaded SOPs to the correct department was slow and highly prone to administrative errors.

  • No Voice-to-Text SOP Generation: Users lacked a structured system to capture, transcribe, and index new operating procedures simply via voice conversations.

Our Solution

  • Department-Level AI Chatbots: Built scoped Microsoft Copilot Studio bots, enabling multi-department users to seamlessly switch UI tabs for targeted SOP queries.

  • Secure Multi-Tenant Architecture: Deployed an invitation-only Power Pages web app, enforcing strict authentication protocols for independent medical networks.

  • Dataverse RBAC Schema: Configured a many-to-many Dataverse relational model to govern independent accounts, departments, and granular user access.

  • Automated Azure Blob Indexing: Engineered Power Automate cloud flows to process asynchronous batch uploads, indexing documents directly into isolated Azure Blob containers.

  • Retell AI Voice API Integration: Integrated Retell AI for real-time voice-to-text transcription, instantly converting phone conversations into searchable chatbot knowledge.

Business Impact

  • Instant NLP Knowledge Retrieval: Staff now bypass dense documents, instantly retrieving accurate SOP answers via their department's AI chatbot.

  • 100% Secure Multi-Tenant Isolation: Medical institutions operate with completely isolated data and chatbot experiences, ensuring total privacy and compliance.

  • Automated Document Indexing: Automated routing and permission handling drastically cut the manual administrative overhead of managing SOPs.

  • Seamless Multi-Department Access: Users assigned to multiple teams can intuitively switch between departmental chatbots without interface friction.

  • Enterprise-Grade AI Scalability: The platform proves the immense value of Microsoft Copilot Studio in securely managing highly regulated medical knowledge.

Client Testimonial

Before Artesian stepped in, our medical staff was wasting way too much time flipping through massive procedure manuals just to find one simple answer. The secure portal they built is amazing. Now, our team just types a question into their department’s chat and gets the exact answer instantly. The fact that they can also create a new standard operating procedure just by talking on the phone is a total game changer. It’s saved us countless hours of administrative work. — Director of Clinical Operations (Regional Medical Network)

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