Draw the proposed information flow before granting access

The operational decision

Understand what systems receive public-answer content and conversation records. Evaluate the specific workflow you are buying rather than a broad list of features. An integration logo, fluent demonstration or sales statement is not evidence that your office connection is configured and tested.

Prepare the workflow

List inputs, storage destinations, staff access and external recipients; ask the supplier to explain each arrow without providing live patient examples.

Example wording for approval

“For this information-only pilot, identify where public office facts are stored and what conversation records are retained. We will not supply patient-system exports.”

Worked example

A fictional supplier diagram shows public office facts entering the assistant but omits recordings and monitoring logs. Ask the supplier to add every record destination and explain access roles. Use a made-up hours question to trace the flow. If an outside analytics destination receives conversation content, that needs an explicit review rather than being treated as an invisible technical detail. The planning discussion can identify this issue without uploading patient records or granting broad production-system access.

Handoff record

Record these task-specific fields: input category, destination, access role, unresolved question.

Acceptance check

Trace a fictional public-hours call through the diagram. Any unexplained destination or hidden integration should remain an open review item.

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