A clinic voice agent handles calls, but humans still book appointments
An eye clinic with three locations built a flow to respond faster to people coming from . When someone submits the ad form, n8n sends an email, sends a WhatsApp message, and starts a Vapi voice call at the same time. If the person does not answer, the keeps trying for 7 to 8 days during work hours only.
The agent can answer basic clinic questions about price, locations, and what to expect. After each call, the goes to OpenAI. If the person showed interest in booking, a booking link is sent automatically by email and WhatsApp.
If the call did not connect, the person is marked for . A human still handles the final booking on purpose, because healthcare needs HIPAA-safe handling and some situations, like a wrong date or a worried patient, need a real person.
Key points
- The workflow starts email, WhatsApp, and a voice call as soon as a Facebook ad form is submitted.
- The Vapi retries for 7 to 8 days, but only during work hours.
- Call are sent to OpenAI to decide whether a booking link should be sent.
- Humans intentionally handle final appointment booking.
- The agent focuses on fast response, basic questions, and warming up likely patients.