n8n · A holistic wellness clinic

Clinic Patient-Engagement Concierge (n8n)

An AI concierge built in n8n for a holistic wellness clinic that engages leads and patients across phone, SMS, and email from a single agent — answering questions, sending intro videos, reminding about appointments, and handing off to staff.

n8n — scheduled outbound Initial SMS Sender with CRM tag management and AI agent

The problem

The clinic couldn't keep up with inbound and outbound engagement by hand: answering FAQs, turning phone calls into timely follow-up, reducing no-shows, and honoring opt-outs (TCPA/DNC) — all at a volume no small team can staff.

Approach

Event-driven n8n: four webhook channels (inbound SMS, post-call, admin, campaign) feed one AI agent (n8n's AI Agent node) with about a dozen CRM and messaging tools, Postgres memory, and call-transcript context retrieved from Supabase — with VAPI handling the live voice calls.

What I built

• A single AI agent that classifies each message, pulls CRM and prior-call context, crafts a reply, and sends it via a messaging tool
• Primary/fallback model wiring (Kimi K2.5 with a Claude fallback) so the concierge keeps running if one provider fails
• Hard guardrails — a zero-tolerance send rule and a tool-call checklist — so it never claims a text was sent without actually calling the tool
• VAPI voice handling: inbound callers get a personalized assistant, and post-call data flows back into the agent for SMS/email follow-up
• Appointment confirmation and reminder tracks to cut no-shows, plus intro-video sends tailored to the patient's interest
• Compliance: STOP or hostile replies trigger a silent do-not-contact write to both the CRM and the database

Result

Delivered a production concierge that runs multi-channel patient conversations end-to-end with human-quality guardrails and compliance, logging every interaction for review.