Ordasi Clinics

Introduction

Safe AI for a clinic group, starting with the rules

Year: 2025
Industry: Private healthcare
Location: Budapest & Debrecen, Hungary
Scope of work: / Governance & Training / Data & Knowledge Systems
Timeline: 5 months

Calm private clinic reception with an oak desk and empty waiting chairs

The brief

Staff were already using AI tools, and nobody knew how

Ordasi Clinics runs six outpatient clinics with 140 clinical and administrative staff. A survey found that a third of them were already using free AI tools at work, some with patient information. Management wanted the benefits, and wanted the risk under control before anything else was built.

Before

Referral letter arrives
Scanned into the record
Clinician reads it in the consultation
Key history easy to miss
Follow-up questions by phone

With Zephyr

Referral letter arrives
Summary drafted in private environment
Linked to the original letter
Clinician reviews before the visit
Consultation starts prepared

What we did

Policy, training and one pilot inside a private environment

We inventoried every AI tool in use, classified the uses against the EU AI Act and data protection law, and wrote a five-page policy with the medical director and the data protection officer. All 140 staff were trained in role-based groups. Only then did we run a pilot: summarising incoming referral letters for the receiving clinician, in an EU-hosted private deployment where no patient data leaves the clinic’s tenancy and every summary is checked against the original.

AI tool inventory and staff survey
Risk classification and data protection impact assessment
Five-page AI policy
Role-based training for 140 staff
Referral-summary pilot in a private deployment
Clinical sign-off and monitoring plan

The outcome

Results

140

staff trained, with 96% completing the follow-up check

4 min

average referral preparation, down from 11

patient records processed outside the clinic’s EU tenancy

The policy was adopted by the board in April 2025. The referral pilot ran for ten weeks in two clinics, was signed off by the medical director and is now being extended to the remaining four.