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Maximizing HR’s Time with AI Tools (It’s More Than Just a Trend)

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By Carey McKenzie
 on January 24, 2025
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Here’s why having the right AI in your benefits technology matters

You’re juggling a lot of responsibilities, from compliance and complaints to recruitment and employee engagement. And as we see budgets continue to tighten and overhead costs rise, it’s all the more crucial that HR teams like yours have the right tools on hand to help you manage your workload.  

Fortunately, artificial intelligence (AI) offers a way to streamline various HR functions, providing a powerful tool for efficiency and productivity. But having the right AI matters.  

With the right AI, you can automate time-consuming administrative tasks, allowing your team to focus on more strategic initiatives. From sorting resumes to managing payroll and engaging employees, AI can handle routine tasks that would typically require hours of human input. This technological advancement empowers HR leaders to prioritize activities that require a human touch, such as nurturing company culture and building employee relationships. 

We can help you work through your options and eliminate the custom-labeled chatbots disguised as AI and zero in on scalable tools that can help you drive real efficiencies.  

Features you should look for in AI tools 

It’s worth highlighting how AI overall can revolutionize HR operations: 

  • Employee Engagement: AI tools can track employee satisfaction through pulse surveys and feedback mechanisms, providing valuable insights into employee morale and areas for improvement. Use AI to aggregate sentiment from open-ended answers and find trends among your employees’ responses. 
  • Writing emails, briefs, or employee notes: Let AI take the first pass by feeding it some key information, like bullet points or a template, and getting a first draft started. 
  • Creating FAQs for new hires or common questions that your department gets. 
  • Developing training materials for ongoing training or new hire training. 
  • Reviewing performance write-ups: Let AI find trends in your performance reviews.  

AI enables time savings in Benefits Administration 

Use of AI in a benefits administration platform like Benefitsolver can reduce time spent on research and manual tasks as well. It’s important that AI used for member information is used in a closed and secure environment to prevent any exposure to PHI. Within Benefitsolver, AI is incorporated with these highest standards of security, HITRUST, and used in some of the following ways: 

  1. Sofia: Chat as Member 
    Our virtual assistant, Sofia, is AI-enabled. One of the best uses for the HR admin team is using her when reviewing something in a member record or case. Using our “chat as member” feature, admins can “see” what the employee would see and get fast information regarding deductibles, spending account balances, dependent verification status, and more. Sofia only pulls from data related to that member, so it becomes a great tool if you’re helping the member in real time. Additionally, Sofia can pull details out of benefits guides or any documents in the Benefitsolver system, so if you just need a summary of vision coverage, just ask Sofia for “vision coverage,” and she can get you to the page and information needed. 
  2. Benefits Insights Analytics 
    The Benefits Insights Dashboards equip HR administrators with essential tools for better decisions, improved employee engagement, and enhanced data-driven strategies that align with organizational goals. Embedded in the Benefitsolver® system, they seamlessly integrate and analyze data from various sources, providing a comprehensive view that helps HR administrators make informed decisions quickly. This integration reduces the time spent on managing multiple tools and enhances the accuracy of insights drawn from employee data. Not only can administrators view their own data, but they can also utilize the insights gained from the dashboard to benchmark their organization’s benefits performance against broader industry trends. This benchmarking can guide strategic decisions and help employers stay competitive in attracting and retaining talent. This use of AI in a tool they engage in every day can hold a lot of power for analyzing the data they need to make budgeting and strategy goals. 
  3. Transparency in Member Cases 
    HR administrators need quick access to comprehensive information when assisting employees with issues like adding dependents to coverage or resolving carrier inquiries. Our platform allows admins to log in and track these cases effectively, providing real-time updates. With on-demand access to member services call recordings and AI-generated discussion summaries, admins gain an unbiased, clear overview of each case at any time, making it easier to review past discussions and determine necessary next steps. This streamlined access ensures timely resolutions and enhances support for employees. 

Practical Steps to Implement AI in HR 

  1. Identify Time-Consuming Tasks: Start by identifying the tasks that take up most of your team’s time and consider which of these can be automated. Common candidates include document management, data entry, and scheduling. 
  1. Integrate AI Platforms: Choose an AI-enabled platform that aligns with your department’s needs and can integrate seamlessly with your existing systems. Look for tools that offer flexibility and customization to adapt to your specific requirements. 
  1. Train Your Team: Proper training is essential to maximize the benefits of AI. Ensure your HR team understands how to use the new tools effectively, emphasizing the importance of data accuracy and security. 
  1. Monitor and Adjust: Regularly assess the impact of AI on your HR operations. Use analytics provided by AI tools to understand their effectiveness and make necessary adjustments to improve efficiency. 

Artificial intelligence holds immense potential for transforming HR departments. By leveraging AI tools like Sofia, HR directors can automate routine tasks, ensuring more time is spent on strategic endeavors that drive company growth. The “Chat as Member” feature is just one example of how Sofia can facilitate this transition by streamlining communication and data verification. 

Implementing AI requires thoughtful planning and execution, but the rewards in terms of time savings and enhanced productivity are well worth the investment. Start exploring AI solutions today and empower your HR department to operate at its full potential.