When a clinic has several doctors, the timetable should be written as text that says which day, which session and which doctor, closure notices should state the date, session and doctor, and the website, Google Business Profile, LINE and AI assistant should all work from one source. Many clinics publish the timetable as a designed image: people can read it, but AI may not. A closure notice that just says closed this Wednesday leaves patients and AI unsure which Wednesday and which doctor. Write it clearly and patients make fewer wasted trips, and AI is less likely to get it wrong when asked which days a particular doctor works.
1. Why the timetable can't be just an image
Text inside an image may not be readable by AI and search engines, and it's harder to cite. Patients looking at a small image on a phone have to zoom in to read it too. Keep the image as a supplement if you like, but write the same timetable on the page as text or a table.
2. Write the timetable as a table
Use a web page table listing the morning, afternoon and evening sessions for each day, with a doctor's name or closed in each cell. Here is an example of the format; the doctors' names are made up:
| Session | Monday | Tuesday | Wednesday |
|---|---|---|---|
| Morning | Dr. Wang | Dr. Lin | Dr. Wang |
| Afternoon | Dr. Lin | Closed | Dr. Chen |
| Evening | Dr. Chen | Dr. Wang | Closed |
Above the table, state the times for each session, such as when the morning session starts and ends and when registration closes; below it, give the date the timetable was last updated.
3. Four things every closure notice needs
- Date: the full month, day and weekday, not just this Wednesday
- Session: morning, afternoon or evening, or the whole day
- Doctor: which doctor is off, and whether other doctors are seeing patients as usual
- What booked patients should do: how the clinic will notify them, and who to contact to reschedule
For example, Wednesday, October 14, evening session: Dr. Wang is off and Dr. Chen sees patients instead is far clearer than closed this Wednesday.
4. One source updated everywhere
| Place | What to update | Who's responsible |
|---|---|---|
| Website timetable and notices | Timetable, closure notices, update date | The named person responsible |
| Google Business Profile | Special hours when the clinic is closed all day | The named person responsible |
| LINE Official Account | Closure announcement and notices to booked patients | The named person responsible, or automatic notices where the system connects |
| AI assistant and AI phone answering | Schedule information, so they answer with the new details when patients ask | Updated from the same source |
We'd suggest treating one set of timetable data as the source and updating everywhere else from it. Where systems connect, automate it, for example notifying booked patients automatically when a session is cancelled; where they don't, update by hand from a checklist and log each change.
5. Spell out cover doctors and staff changes too
When a doctor takes unexpected leave, many clinics ask another doctor to cover. Patients often want a particular doctor, so a cover arrangement should say which doctor was scheduled and which doctor will see patients instead, not just that sessions run as usual. When a doctor leaves or joins, change every place on the same day; if an old doctor's name lingers somewhere, AI may keep answering with it.
- Doctor names on the timetable and closure notices match the doctor profile pages
- Profiles of doctors who no longer see patients at the clinic are removed or marked
- A new doctor's profile and sessions go live on the same day
- Schedule information used by LINE and the AI assistant is updated at the same time
6. How the AI assistant answers schedule questions
- Is Dr. Wang in on Wednesday? Answer from the timetable the clinic provides, then ask whether they'd like to book
- Is there an evening session tomorrow? Answer from the latest timetable and closure notices
- Which doctor should I see for my situation? Explain that clinic staff need to judge this, and pass it to the front desk
- Someone describes what sounds like an emergency: only tell them to call emergency services or go to an emergency room, with no other medical advice
Everything the AI can say about the schedule comes from information the clinic has provided and confirmed. Anything not covered goes to a person, with no guessing. So the clearer the timetable, the less likely AI is to get it wrong.
The short version
For a clinic with several doctors, write the timetable as a text table, give every closure notice a date, session and doctor, and update the website, Business Profile, LINE and AI assistant from the same source.
Frequently asked questions
- Should I remove the timetable image?
- No need; keep it as a supplement. But write the same content on the page as text or a table.
- When a doctor leaves or joins, what needs updating?
- The doctor profiles and timetable on your website, the Business Profile description, other sites that list the clinic, and the information LINE and the AI assistant use should all change together. We'd suggest keeping a checklist and working through it.
- Will the AI assistant answer which doctor a patient should see?
- No. That needs clinic staff to judge, so the AI passes it to the front desk; it only answers schedule and registration information the clinic provides.
- Can booked patients be notified of a closure automatically?
- Yes, if the booking data connects. With LINE booking or a booking system that connects, patients can be notified automatically when a session is cancelled; otherwise the front desk notifies them from the list.