Handle clinic WhatsApp support with GPT-4o-mini, Pinecone RAG and Gmail alerts

🏥 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