The operational decision
Stop an unfinished edit from reaching callers before staff review it. An answering assistant needs a controlled set of office facts. More uploaded material is not automatically better: old instructions and internal documents can make a public answer less reliable.
Prepare the workflow
Use draft, approved and retired states with a named approver; make the live state visible to whoever manages the information set.
Example wording for approval
“Draft for review: the example office will change its public hours next month. This wording must not become active until the office approves the effective date.”
Worked example
An editor prepares next month's hours while today's schedule remains in force. If draft material is immediately searchable, the assistant may announce the future hours early. Keep the draft isolated, require an approver and record the activation date. Test both the current and future date before switching the live version. Approval should describe the exact fact being authorized, not grant permission for unrelated patient questions simply because they were added to the same document.
Handoff record
Record these task-specific fields: draft version, approver, effective date, live status.
Acceptance check
Save a deliberately unapproved change in a test environment. The existing approved answer should remain the only version available to callers.
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