Choose a problem you can describe
Instead of asking AI to manage the whole business, choose an observable task. Examples include answering repeated policy questions, capturing after-hours enquiries or helping patients navigate appointments. Describe the current process, the people involved and what would count as an improvement.
Check the information and authority
List the facts the assistant needs and where those facts live. Then separate explaining information from changing records or making commitments. An assistant that knows a policy is not automatically authorised to issue a refund. Make human review points explicit.
Evaluate before expanding
Use a small collection of representative questions, including missing information and exceptions. Review answer usefulness, staff effort and the clarity of the next step. Compare against your starting process. Expand only when the workflow is useful and the team understands how to operate it.