Updating clinic hours, closures and holidays

You don’t change the hours yourself. Your clinic manager does. If AlloMia manages your clinic’s AI agent for you, write to support@allomia.com instead.

Your AI agent doesn’t always know today’s date. If a notice says “closed tomorrow” or “closed next Friday”, the agent can get the day wrong. Always give the dates in full, with the day of the week and the year.

1. As soon as you know about a holiday, a closure or new hours, write to your clinic manager. If AlloMia manages your clinic’s AI agent, write to support@allomia.com.
2. Give the dates in full, with the day of the week and the year. For example: “The clinic is closed from Thursday, December 24 to Sunday, December 27, 2026.”
3. If the clinic opens for shorter hours on some days, give the hours for each of those days. For example: “Wednesday, December 23, 2026: open from 8 a.m. to noon.”
4. Say what the agent should tell patients while the clinic is closed. For example, the day you reopen, another clinic they can call, or “For urgent needs, call 811 or go to the nearest emergency department.” Your clinic decides what the agent says.
5. Say when the agent should stop saying it, usually the day you reopen. The notice must come off after the closure, or the agent will keep telling patients you’re closed.
6. If your clinic has more than one phone line or AI agent, say which one to change. You see each agent’s name in the Agent column of your call list.
7. When your manager says it’s done, try your AI agent yourself to check it. See the steps below.

Copy this message, then change the dates and the words to fit your clinic.

Hello,

Please update our AI agent for the holidays:

• Agent: the one that answers our main phone line.
• Shorter hours: Wednesday, December 23, 2026, open from 8 a.m. to noon.
• Closed: from Thursday, December 24 to Sunday, December 27, 2026.
• What the agent should tell patients: “The clinic is closed from Thursday, December 24 to Sunday, December 27, 2026. We reopen on Monday, December 28, 2026, at 8 a.m. For urgent needs, call 811 or go to the nearest emergency department.”
• Stop saying it on: Monday, December 28, 2026, when we reopen.

Thank you!

1. In the menu on the left, click Voice Agents.
2. In the list of agents, click your clinic’s AI agent. Its settings open on the right.
3. At the bottom right, click Speak with Agent. This starts a test call through your computer’s microphone. If your browser asks to use the microphone, allow it.
4. Ask about a specific date, not “today” or “tomorrow”. For example: “Are you open on December 26?” and “What are your hours on Wednesday, December 23?”
5. Check that each answer matches what you sent. Also ask about a normal day after the closure, such as “Are you open on Monday, December 28?”
6. Click End Call when you’re done. If an answer is wrong, tell your manager what you asked and what the agent said.

Use Speak with Agent rather than Chat for this check: it’s closest to what patients hear. Your test call shows in your call list with the type Web. It isn’t a patient call. To learn more, see Trying your AI agent yourself.

1. Find the call. See Finding a call.
2. Write down its date and time, from the Date & Time column.
3. Tell your manager the date and time of the call and what the agent said, so they can check the notice.
4. If the patient needs the right information, call them back. See Following up with a patient after a call.

• The agent still talks about the closure after you reopen: the notice is still there. Ask your manager to remove it.
• The agent gets the day of the week wrong, or the wrong date for “tomorrow”: ask your manager to check that the notice gives each date in full, with the day of the week and the year.
• Speak with Agent is grey and you can’t click it: point to it with your mouse to see why, then tell your manager.