Built a fully autonomous AI receptionist that handles inbound patient calls and messages 24/7 — extracting appointment requests, syncing to Google Calendar, and alerting clinic staff on Slack. Zero manual reception work.
The dental clinic had no way to handle calls or booking requests outside of working hours. Patients would call, get no answer, and book elsewhere. Reception staff were also spending significant time each morning manually processing voicemails and logging appointment requests into their calendar.
They needed a system that could handle inbound communication around the clock — without hiring additional staff.
Configured Vapi to receive inbound calls and messages. The AI greets patients naturally, asks for their name, preferred appointment time, and reason for visit.
The call transcript is sent to OpenAI API which extracts structured data — patient name, contact number, requested date/time, and appointment type — from natural conversation.
n8n receives the structured data, validates it, and routes it to the right actions. If a slot is available it confirms. If not, it offers alternatives.
Confirmed bookings are written directly to Google Calendar in real time. A formatted Slack message alerts the clinic team with all patient details — zero manual data entry.
Zero missed calls after hours. The system handles every inbound inquiry regardless of time — evenings, weekends, public holidays.
Zero manual data entry. Every appointment is logged automatically. Reception staff arrive to a clean, up-to-date calendar with no morning backlog.
Full pipeline automated end to end — from first patient contact to confirmed booking and staff notification — without a single human touchpoint.
I build custom AI automation systems for clinics, agencies, coaches, and more.