Automated Clinic Appointment Management Workflow

This n8n workflow automates the management of clinical appointments and patient communications via WhatsApp, Telegram, and Google tools. Its main goal is to streamline scheduling, rescheduling, confirmations, and reminders in a healthcare setting. The workflow integrates multiple nodes such as language models, calendar and task management tools, and messaging APIs to facilitate efficient communication and coordination.

The process begins with a Telegram trigger that captures patient messages, which are then classified based on their content—such as text, images, audio, or documents—using dedicated processing nodes. Text messages are handled by a language model agent to generate appropriate responses, including appointment confirmations or rescheduling instructions. Media files like audio and images are processed with OCR or transcription services to extract relevant data.

A schedule trigger initiates daily reminders and appointment confirmations, where the system retrieves upcoming appointments from Google Calendar, extracts patient contact details, and sends confirmation requests via WhatsApp using an Evolution API. For rescheduling, the workflow locates the existing appointment, deletes the old event, and creates a new one, ensuring all actions are synchronized with patient and staff communications.

In case of emergencies, dissatisfaction, or urgent issues, the workflow can escalate the conversation by calling a human agent through a dedicated escalation tool. Additional nodes manage shopping list reminders via Google Tasks, and notifications are sent through Telegram or email as needed.

Practical scenarios include streamlining patient appointment scheduling, automating follow-ups, managing real-time rescheduling, and ensuring clear communication in healthcare environments—saving time for staff and enhancing patient experience.