🏥 Clinic WhatsApp Customer Service Bot

This workflow automates patient communication for medical clinics using the WhatsApp Business API. It supports appointment booking, rescheduling, service inquiries, follow-ups, and document submissions. The workflow includes AI capabilities, appointment management, human escalation logic, memory storage, and CRM synchronization.

Good to know

• Supports text, voice notes, images, and document uploads.
• Uses an AI agent powered by GPT-4o-mini with retrieval-augmented generation for accurate answers.
• Includes sentiment and frustration detection to trigger human takeover.
• Conversation history and lead details are stored for context and follow-up.
• Appointment booking includes slot validation to reduce errors and conflicts.

How it works

• The workflow receives WhatsApp messages through a webhook connection.
• The AI agent processes the message and identifies the intent:
  • 📅 Appointment booking or rescheduling
  • ❓ Service or doctor inquiry
  • 📎 Document submission (e.g., lab results, insurance)
  • 🤝 Human support request
• If the request is informational, the AI responds using GPT-4o-mini with RAG from Pinecone to ensure clinic-specific accuracy.
• If the request relates to booking, the workflow:
  • Checks availability in Data Tables
  • Validates slot selection
  • Confirms, updates, or cancels the appointment
• If the user is confused, frustrated, or explicitly asks for a human, automation is paused and a staff member is notified.
• Voice messages are transcribed using Whisper API and images are processed using Vision API.
• All interactions are logged and synced to Google Sheets for CRM tracking.

Requirements

• WhatsApp Business API access with active credentials
• OpenAI API key for GPT-4o-mini, Whisper, and Vision models
• Pinecone account for vector storage
• Google Sheets and Gmail for logging and notifications
• n8n instance (Cloud or self-hosted)
• Data Tables enabled for memory, appointments, and lead management