Doctor appointment management system with Gemini AI, WhatsApp, Stripe & Google Sheets
WhatsApp AI Assistant for Clinic Appointment Booking Automate your entire appointment lifecycle with an intelligent AI assistant that lives on WhatsApp. This workflow empowers any clinic or independent practitioner to manage bookings, take payments, and send reminders without manual intervention, using Google Sheets as a simple database.
This template handles everything from the initial booking conversation to sending the final reminder, allowing you to focus on your patients, not your schedule.
Features
🤖 Conversational AI Booking: A Google Gemini-powered agent guides patients through booking, rescheduling, and canceling appointments in a natural, friendly chat.
🗓️ Smart Scheduling: The AI checks for available slots based on your working hours and existing appointments in Google Sheets, preventing double-bookings.
🔔 Automated Reminders: A daily trigger automatically sends WhatsApp reminders to patients for their appointments on that day, reducing no-shows.
💳 Seamless Payments: Integrated with Stripe to handle online payments. The workflow sends a confirmation message upon successful payment.
📊 Centralized Management: Uses a single Google Sheet with separate tabs for Patients, Appointments, and Configuration, making it easy to view and manage all your data.
🔄 Easy Rescheduling & Cancellations: Patients can manage their own bookings through the WhatsApp chat, and all changes are instantly reflected in your Google Sheet.
Prerequisites
Before you begin, you will need the following accounts and credentials:
n8n Account: A running n8n instance (cloud or self-hosted).
WhatsApp Business Account: Access to the WhatsApp Cloud API.
Google Account: For using Google Sheets and the Google Gemini (AI) API.
Stripe Account: To process online payments.
n8n Credentials: You must configure credentials in your n8n instance for:
WhatsApp Cloud API
Google Sheets (OAuth2)
Google Gemini API
Stripe
Setup Instructions
Follow these steps carefully to get your automated assistant up and running.
Step 1: Set Up Your Google Sheet This workflow relies on a specific Google Sheet structure.
Create a new Google Sheet.
Rename the sheet to something memorable, like "Clinic Appointments".
Create three tabs at the bottom with the exact names: Patients, Appointments, and Config.
Set up the columns for each tab as follows (the header names must be an exact match):
Patients tab: patient_id, whatsapp_number, name, age, gender
Appointments tab: appointment_id, patient_id, whatsapp_number, date, time, payment_method, payment_status, status, stripe_payment_intent
Config tab: key, value (Add a row with working_hours as the key and a value like 10:00-18:00)
Step 2: Configure the Workflow Nodes Now, you'll link the workflow to your accounts and your new Google Sheet.
Update All Google Sheets Nodes: Go through every Google Sheets node in the workflow (e.g., "Get Appointment sheet", "Add Patient", "Google Sheets Trigger") and do the following:
Select your Google Sheets credential from the dropdown.
In the Document ID field, paste the ID of your Google Sheet.
Select the correct sheet (Appointments, Patients, etc.) from the Sheet Name dropdown.
Update All WhatsApp Nodes: Go through every WhatsApp node (e.g., "Send message", "WhatsApp Trigger", "Send Payment Confirmation"):
Select your WhatsApp credential.
Enter your Phone Number ID from your Meta for Developers account.
Update AI & Stripe Nodes:
In the Google Gemini Chat Model nodes, select your Google Gemini credential.
In the Stripe Trigger node, select your Stripe credential.
Step 3: Activate the Workflow Click Save to apply your changes.
Click the Activate toggle in the top-right corner to turn the workflow on.
Your AI appointment assistant is now live! Send a message to your WhatsApp number to begin testing.
Customization
Change Reminder Time: To change the daily reminder time, open the Schedule Trigger node and adjust the hour from the default of 8 AM.
Edit AI Personality: To modify how the AI communicates, edit the system message in the AI Agent node (the one connected to the WhatsApp Trigger). You can change its tone, instructions, or language.
n8n Doctor Appointment Management System with Gemini AI, WhatsApp, Stripe, and Google Sheets
This n8n workflow streamlines the management of doctor appointments by integrating various services to automate communication, payment processing, and record-keeping. It leverages the power of Gemini AI for conversational interactions, WhatsApp for direct patient communication, Stripe for secure payments, and Google Sheets for organized data storage.
What it does
This workflow is designed to handle multiple scenarios related to appointment management:
-
Stripe Payment Monitoring:
- It continuously monitors Stripe for new successful payment events.
- Upon a successful payment, it records the payment details into a Google Sheet.
-
Scheduled Reminders:
- On a scheduled basis (e.g., daily), it reads appointment data from a Google Sheet.
- For each appointment, it sends a reminder message via WhatsApp Business Cloud.
-
WhatsApp AI Assistant for Appointments:
- It listens for incoming messages on WhatsApp.
- When a new message arrives, it uses an AI Agent powered by Google Gemini Chat Model and a Simple Memory to understand and respond to user queries related to appointments.
- The AI Agent likely interacts with the Google Sheets to retrieve or update appointment information based on the conversation.
- The AI's responses are then sent back to the user via WhatsApp Business Cloud.
Prerequisites/Requirements
To use this workflow, you will need accounts and API keys for the following services:
- Stripe: For processing and monitoring payments.
- Google Sheets: To store and retrieve appointment and payment data.
- WhatsApp Business Cloud API: For sending and receiving messages.
- Google Gemini AI: For the conversational AI capabilities.
- n8n Instance: A running instance of n8n to host and execute the workflow.
Setup/Usage
- Import the Workflow: Import the provided JSON into your n8n instance.
- Configure Credentials:
- Set up your Stripe credentials for the "Stripe Trigger" node.
- Configure your Google Sheets credentials for both the "Google Sheets Trigger" and "Google Sheets" nodes.
- Set up your WhatsApp Business Cloud credentials for both the "WhatsApp Trigger" and "WhatsApp Business Cloud" nodes.
- Configure your Google Gemini Chat Model credentials for the "Google Gemini Chat Model" node.
- Customize Google Sheets:
- Ensure your Google Sheet is set up with appropriate columns for appointment details (e.g., patient name, date, time, contact number, payment status).
- The "Google Sheets Trigger" and "Google Sheets" nodes will need to be configured with the specific Spreadsheet ID and Sheet Name.
- Activate Triggers:
- Enable the "Stripe Trigger" webhook to listen for payment events.
- Configure the "Schedule Trigger" to run at your desired interval for sending reminders.
- Enable the "WhatsApp Trigger" webhook to listen for incoming WhatsApp messages.
- AI Agent Configuration:
- Review the "AI Agent" node's configuration, especially the prompt and any tools it might be using (though no explicit tools are visible in this JSON, an AI agent often implies tool usage).
- The "Simple Memory" node will store conversational context, which might need to be cleared periodically or managed for long-running conversations.
- Test the Workflow:
- Perform a test payment in Stripe to verify the Google Sheets integration.
- Manually trigger the "Schedule Trigger" to test WhatsApp reminders.
- Send messages to your WhatsApp Business number to test the AI assistant.
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