Send multilingual after-visit voice instructions with OpenAI, ElevenLabs, Gmail and Airtable

A patient leaves the clinic with their after-visit instructions as a voice note in their own language. This workflow takes the clinician notes from a webhook, rewrites them into short, plainly spoken sentences with GPT-6.1-sol, turns those into an MP3 with ElevenLabs, emails the audio through Gmail, and logs the send in Airtable so the follow-up call list writes itself.

Last updated: October 2026.

Quick Overview

This workflow accepts clinician after-visit notes on the After Visit Summary Ready webhook with the patient name, email, language and the visit notes, keeps those fields in Normalize Visit Notes, and checks the notes and the email in Enough Detail?. The Simplify for Patient agent rewrites the notes into sixth-grade, short spoken after-visit instructions in the patient's language while preserving medication names and dosing exactly, Prepare Spoken Instructions assembles the narration script with the email subject and MP3 filename, Voice the Instructions generates the MP3 with ElevenLabs, and Email Voice Instructions sends the audio attachment to the patient through Gmail. Log Patient Instructions records the send in Airtable with a follow-up due date, the Interpreter Follow Up? check emails the care coordinator when the patient's language is not English, and a daily lane reads that Airtable log and emails the coordinator the patients who are due a call.

How it works

1. After Visit Summary Ready receives a POST webhook with clinician_notes, patient_email, patient_name, language and an optional instruction_id.
2. Normalize Visit Notes keeps the patient fields and notes from the payload, and Enough Detail? checks the notes length and the patient email. If something is missing, Email Missing Detail notifies the clinic and the visit is never voiced.
3. Simplify for Patient runs on the Patient Language Model and rewrites the clinician notes into sixth-grade, short spoken after-visit instructions in the target language while preserving medication names and dosing exactly.
4. Prepare Spoken Instructions assembles the rewritten sections into one narration script and prepares the email subject, body and MP3 filename.
5. Voice the Instructions sends the narration text to ElevenLabs and returns the MP3 voice note, which Email Voice Instructions attaches and sends to the patient through Gmail.
6. Log Patient Instructions creates an Airtable record with the instructions sent and a follow-up due date. Interpreter Follow Up? then emails the care coordinator when the patient's language is not English.
7. Daily Follow Up Check runs on a schedule, Read Patient Log reads the Airtable records, List Due Follow Ups keeps the ones whose follow-up is due, and Email Follow Up List sends the coordinator the list of patients to call.

Setup

1. Add credentials for OpenAI, ElevenLabs, Gmail and Airtable.
2. Create an Airtable base and table named "Patient Instructions" with the fields the workflow uses (instruction_id, patient_name, patient_email, language, clinician_notes, summary_json, audio_sent, sent_at, follow_up_due, status) and update the base and table selection if yours differs.
3. Configure your EHR, scheduling or ops tool to POST to the After Visit Summary Ready webhook with clinician_notes, patient_email, patient_name, language and optionally instruction_id.
4. Update the clinic and care coordinator email address used by the missing detail, interpreter follow-up and daily follow-up list notifications.
5. Optionally choose a different ElevenLabs voice ID and tune the stability and similarity settings to match your clinic's preferred tone.

Quick Answers

What happens if the notes or the patient email are missing?
Nothing is voiced. Enough Detail? fails the check and Email Missing Detail tells the clinic which required detail was missing so it can be sent again.

Does the rewrite change the medication instructions?
No. Simplify for Patient keeps medication names and dosing exactly as written and only simplifies the wording into short spoken sentences in the patient's language.

What does the patient actually receive?
An email from Gmail with an MP3 voice note generated by ElevenLabs reading the after-visit instructions in their own language.

Who gets told about follow-ups?
Every send is logged in Airtable with a follow-up due date, the care coordinator is emailed when the patient's language is not English, and a daily schedule emails the list of patients whose follow-up is due.

Additional info

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