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I work at a small medical clinic and use ChatGPT quite often to help with appointment reminders, patient information sheets, and general administrative emails. The problem is that our doctors’ schedules, available services, and appointment procedures change regularly. Recently, I was preparing a message for patients and noticed that ChatGPT had included information from an older document about a service we no longer offer. We keep updated details in different files and notes, but I don’t want to go through everything and upload documents every time I need to write something. Does anyone else working in a clinic use AI for everyday administrative tasks? How do you keep it working with current information rather than outdated details?
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You shouldn’t have to go through all the clinic’s paperwork just to put a reminder together. The AI is supposed to save you some of that work. I’d keep the current clinic details on a shared Notion page and ask whoever approves a change to update that page too. The older leaflets can go in an archive, so they aren’t mixed in with the information you’re using now.
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A shared page would help the team keep track of changes, but you’d still be the one bringing it into the chat. You’d have to do that again for each new reminder or information sheet, even when the clinic notes were already up to date. It’d help to have the assistant check those notes when it needs details for a draft. You can use a second brain for AI here https://locul.ai/ . Once your notes are linked and a compatible AI assistant is connected, you keep updating the clinic information in the usual place. A change may take a little while to show up for the assistant, since it has to check those notes again first. I’d try it with general clinic information and check the clinic’s rules before adding confidential patient data.
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