The operational decision
Make sure commercial wording does not expand the pilot beyond approved office questions. 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
Check location count, script allowance, coverage hours, updates, usage limits and exclusions; remove ambiguous phrases such as full patient intake.
Example wording for approval
“Please quote one office's public-information coverage, including its usage limit and update allowance. Patient-specific intake and scheduling are excluded from this launch.”
Worked example
A fictional quote includes one office and a thousand monthly minutes, while a sales email says all calls handled. Ask the supplier to replace that broad phrase with the approved public-information categories and state the update allowance and overage terms. Include an excluded-work list for patient intake, records and appointments. The review is complete when commercial and operational wording agree; choosing the price alone leaves staff with no reliable way to decide whether a requested addition belongs in the pilot.
Handoff record
Record these task-specific fields: included scope, excluded workflow, usage term, approving buyer.
Acceptance check
Compare the proposal with a sales summary that says all calls handled. Flag that phrase until it is narrowed to the agreed public-information scope.
Try Ava with your business’s public information ↗