Send AI patient follow-ups and rebooking emails with Claude, Gmail, Slack and Sheets

Quick overview

This workflow monitors a Google Sheets patient intake log, uses Anthropic Claude to decide the right follow-up action and draft an email, sends the message via Gmail, optionally notifies a clinic manager in Slack for re-bookings, and appends each communication to a Google Sheets log.

How it works

1. Triggers when a new patient row appears in a Google Sheets intake spreadsheet.
2. Loads clinic settings (sheet IDs, clinic name, booking link, sender email, and Slack channel) and formats the patient record into a prompt.
3. Sends the prompt to Anthropic Claude (Sonnet) to return a JSON plan with an action, urgency, email subject/body, and a short reason.
4. Parses Claude’s JSON response and falls back to a default follow-up message if parsing fails.
5. Routes the patient to the correct branch and sends a plain-text email via Gmail (welcome, re-booking, or follow-up).
6. For re-booking emails, posts a Slack notification to the clinic manager with patient details for manual confirmation.
7. Appends a row to a Google Sheets communications log with the action, status, urgency, timestamp, and email details.

Setup

1. Connect credentials for Google Sheets, Gmail, Slack, and Anthropic (Claude) in n8n.
2. Update the configuration values for INTAKE_SHEET_ID, LOG_SHEET_ID, LOG_SHEET_NAME, SLACK_CHANNEL_ID, CLINIC_NAME, BOOKING_LINK, and SENDER_EMAIL.
3. Ensure your intake sheet contains the expected fields (for example Patient Name, Email, Contact Reason, Appointment Status, Last Visit, and Notes) and create a communications log sheet with matching columns for the appended data.