The operational decision
Replace ordinary hours promptly when the office authorizes a temporary closure. An office-hours answer is a public operating fact, not evidence that a clinician can see someone. Keep the opening schedule separate from appointment availability, telephone staffing and the building access schedule.
Prepare the workflow
Require a dated decision from the designated office owner and an expiry point; do not infer a closure from a regional forecast.
Example wording for approval
“The example office has announced a closure for today. Please use its current public notice for reopening updates; I cannot confirm individual appointment changes.”
Worked example
A snow forecast appears online, but the office has not announced a closure. Another public page still displays normal hours. The assistant should not infer that the practice is closed. If the office later approves a closure until noon, the editor records that specific decision and expiry, then checks the spoken answer. A forecast is background information; the practice's dated operating decision is the fact needed for this particular office message.
Handoff record
Record these task-specific fields: decision date, affected day, public notice, expiry owner.
Acceptance check
Give the assistant a weather forecast but no closure approval. It should retain the approved schedule or refer uncertainty to staff.
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