Executive Insights On-Demand: Using AI Chat to Access Real-Time KPIs
A hospital group rolled out an AI chatbot to help executives query real-time KPIs like admissions, occupancy, and revenue trends. Integrated with their data warehouse and optimized for mobile, the chatbot reduced report requests, sped up decision-making, and improved visibility across the leadership team.
About the Client
- Organization: Multi-hospital healthcare group
- Location: Gulf region
- Facilities: 5 hospitals, 12 outpatient centers
- Staff: 300+ physicians, 50+ department heads, and an executive leadership board
- Data Systems: Centralized data warehouse with EHR, billing, and operations data
The Challenge
In large hospital groups, executive leaders often struggle with delayed access to operational KPIs. Monthly dashboards and weekly Excel digests were the norm—but real-time visibility was limited to analysts and BI teams.
Senior leaders needed:
- Instant access to key performance metrics without waiting for reports
- Secure, mobile-friendly tools that didn’t require training or manual login to dashboards
- Support during decision-making moments, like board meetings or on-site visits
- Reduced dependency on analyst teams for routine data pulls
The group had a data warehouse and BI tools in place—but not everyone on the leadership team had the time or access patterns to use them efficiently.
The Solution: Executive Chatbot Interface for KPIs
Bioteknika deployed a secure, role-based chatbot interface layered on top of the hospital’s existing data warehouse. The chatbot could be accessed via mobile or desktop browser and was configured specifically for leadership queries.
What the Chatbot Delivered:
- Real-Time KPIs on Demand: Executives could ask questions like:
- “What are today’s admissions across all hospitals?”
- “Show me 7-day trend of ICU occupancy at Al Noor.”
- “How does today’s billing compare to last Thursday?”
- Pre-Configured Views: Department heads used “pill-button” options like Patient Volumes, Revenue Trends, OPD Load
- Secure Messaging: Integrated with the hospital’s single sign-on (SSO) and only available on approved devices or VPN
- Human Handoff: Complex queries could be forwarded to the analytics team with chatbot-generated summaries
Results
Within two months of pilot deployment among C-levels and department heads:
- Report Requests Dropped by 50% as executives answered questions themselves
- Faster Decision-Making: Clinical directors used real-time bed occupancy and wait time data during site rounds
- Better Prepared Leadership Meetings, with executives entering reviews already aware of key variances
- High Adoption: Over 90% of invited users logged in at least twice per week
“We didn’t replace BI—we made it more accessible. Now leadership doesn’t wait for numbers. They walk in with them.” - CIO
Technology Stack
- Data Access: Connected to hospital’s data warehouse (Superset + SQL backend)
- Interface: Secure web chat interface with mobile optimization
- Security: End-to-end encryption, device-level restrictions, and role-based permissions
- LLM Layer: Hosted on-prem, trained on structured metric definitions and metadata
