Patient Pre-registration System with Email Verification & QR Health Cards using Google Drive

Created by

Jitesh Dugar

Last update

Last update 11 hours ago

Overview

Transform your clinic's patient check-in process with this fully automated pre-registration system. When patients submit their appointment information through your website, this workflow instantly verifies their email, generates a professional digital health card with a scannable QR code, stores it securely in Google Drive, and sends personalized notifications to both the patient and your reception team—all in under 20 seconds.

What This Workflow Does

This comprehensive automation handles the entire patient pre-check-in journey:

Receives Patient Data - Webhook captures form submissions from your website or app with patient details (name, email, phone, appointment date/time, symptoms, age, gender)
Validates & Cleans Data - Automatically validates required fields, cleans input data, and generates a unique patient ID with timestamp for tracking
Verifies Email Address - Uses VerifiEmail API to ensure email deliverability by checking RFC compliance, MX records, and filtering out disposable/spoof emails
Generates QR Code - Creates a unique verification URL and scannable QR code for instant patient identification at reception
Builds Professional Health Card - Generates a beautiful, responsive HTML health card featuring:
- Patient information grid (name, ID, email, phone, age/gender, appointment)
- Chief complaints/symptoms section
- Embedded QR code for quick check-in
- Important appointment instructions
- Modern gradient design with mobile-responsive layout
Converts to PNG Image - Uses HTMLCSSToImg API to convert the HTML card into a high-quality PNG image (900x1200px)
Stores in Google Drive - Uploads the health card to an organized "Patients record" folder with patient ID-based naming for easy retrieval
Emails Patient - Sends a beautifully formatted email to the patient containing:
- Their health card as a PNG attachment
- Appointment details and confirmation
- Google Drive link for backup access
- Check-in instructions and preparation tips
Notifies Reception Team - Sends real-time Slack message to clinic reception with patient details, verification status, and Drive link
Logs to Database - Records complete patient information, timestamps, verification status, and file links in Google Sheets for tracking and analytics
Returns Success Response - Sends JSON response back to the website form with patient ID, confirmation, and Drive link

Key Features

✅ Email Verification - VerifiEmail API integration prevents failed deliveries and fake emails
✅ Unique Patient IDs - Timestamp-based IDs ensure no duplicates (format: PAT-{timestamp}-{random})
✅ QR Code Generation - Free QR Server API creates scannable codes for instant check-in
✅ Professional Design - Modern, gradient-styled health cards with responsive layout
✅ Multi-format Output - PNG image format for easy viewing on any device
✅ Cloud Storage - Secure Google Drive storage with organized folder structure
✅ Multi-channel Notifications - Email to patient + Slack to staff for complete coverage
✅ Comprehensive Logging - Google Sheets database for analytics and record-keeping
✅ Error Handling - Graceful failure for invalid emails with user notification
✅ Webhook Response - Real-time feedback to website form for seamless UX
✅ Indian Locale Support - Date/time formatting in Indian format with 12-hour time
✅ Mobile Responsive - Health cards look great on both desktop and mobile devices

Perfect For

🏥 Medical Clinics & Healthcare Providers - Streamline patient pre-registration and reduce waiting times
🦷 Dental Practices - Digital check-in for appointments with patient history
💉 Diagnostic Centers - Pre-appointment verification for lab tests and scans
👨‍⚕️ Specialist Doctors - Organized patient records with symptoms documentation
🏃 Physiotherapy Clinics - Track patient visits and treatment history
💆 Wellness Centers & Spas - Appointment management with customer details
🐕 Veterinary Clinics - Pet owner pre-registration system
📋 Any Appointment-Based Business - Adaptable to salons, consultancies, or service providers

Business Benefits

💰 Reduced No-Shows - Email verification ensures valid contact information
⏱️ Time Savings - Eliminates manual data entry at reception
📊 Better Analytics - Automated logging provides insights into patient flow
✨ Professional Image - Modern, branded health cards improve patient experience
🔒 Secure Records - Cloud storage with organized folder structure
📱 Contactless Check-in - QR codes enable touch-free reception process
🎯 Improved Communication - Multi-channel notifications keep everyone informed
🚀 Scalable System - Handles high volumes without additional staff

Required Services & Credentials

VerifiEmail API - Email verification service
- Sign up at: https://verifi.email
HTMLCSSToImg API - HTML to image conversion
- Sign up at: https://htmlcsstoimg.com
Google Drive - Cloud file storage
- Requires: Google Account with Drive access
Gmail - Email delivery
- Requires: Google Account
Slack - Team notifications
- Requires: Slack workspace
Google Sheets - Database logging
- Requires: Google Account

Customization Options

Change Health Card Design:

Edit the "Build Health Card HTML" node
Modify CSS styles, colors, layout, fonts
Add clinic logo by including <img> tag in header

Adjust Email Template:

Edit the "Email Health Card to Patient" node
Customize subject line, message content, styling
Add clinic branding and contact information

Modify Slack Message:

Edit the "Notify Reception Team" node
Change message format, add emojis, include additional fields
Integrate with different channels

Add PDF Generation:

Insert an additional HTTP Request node after "Build Health Card HTML"
Use a PDF conversion API (like PDFMunk or Puppeteer)
Upload both PNG and PDF to Google Drive

Add SMS Notifications:

Insert Twilio or similar SMS node after email verification
Send appointment confirmation via SMS
Include patient ID and appointment time

Multi-language Support:

Modify the HTML template to support multiple languages
Add language detection based on patient input
Translate email and Slack messages

Troubleshooting Guide

Email Verification Fails:

Check VerifiEmail API key is correct
Verify API quota hasn't been exceeded
Test with known valid email address

Image Generation Fails:

Check HTMLCSSToImg API credentials
Verify HTML content is valid (no syntax errors)
Check API rate limits

Google Drive Upload Fails:

Re-authenticate Google Drive OAuth2 credentials
Check folder permissions
Verify folder ID is correct

Email Not Sending:

Re-authenticate Gmail OAuth2 credentials
Check email attachment size limits
Verify "Less secure app access" if using password auth

Slack Message Not Posting:

Check Slack app permissions
Verify channel exists and bot is invited
Re-authenticate Slack credentials

Google Sheets Not Logging:

Re-authenticate Google Sheets credentials
Verify sheet name and column headers match exactly
Check sheet permissions

Performance & Scalability

Expected Performance:

Single execution: 15-20 seconds
Concurrent executions: Supports multiple parallel workflows
API rate limits: Respects all third-party API limits

Volume Handling:

Small clinics: <50 patients/day - Perfect
Medium practices: 50-200 patients/day - Excellent
Large hospitals: 200+ patients/day - Consider API tier upgrades

Security & Compliance

✅ Data Privacy - Patient data transmitted securely via HTTPS
✅ Access Control - OAuth2 authentication for all Google services
✅ Secure Storage - Files stored in private Google Drive folders
✅ Audit Trail - Complete logging in Google Sheets with timestamps
✅ Email Verification - Prevents data leakage to invalid addresses
✅ No Data Storage in n8n - Patient data passes through, not stored

Subcategory

Patient Management & Appointment Systems

License

MIT License - Free to use, modify, and distribute with attribution