{ "id": "tiOBlM9vUVc82ZyC", "name": "AI Patient Follow-Up System: Auto-Send Welcome, Rebook and Follow-Up Emails with Claude", "tags": [], "nodes": [ { "id": "8ec04286-ed4c-43cb-b74d-5b1e3febf221", "name": "Overview", "type": "n8n-nodes-base.stickyNote", "position": [ 0, 0 ], "parameters": { "color": 0, "width": 480, "height": 1184, "content": "## AI Patient Follow-Up System using Claude and Gmail\n\nStop manually chasing patients. This workflow reads every new patient intake submission, uses Claude AI to understand their situation, and automatically sends the right email -- a warm welcome for new patients, a re-booking nudge for lapsed ones, or a personalised follow-up for everyone else. High-priority re-booking cases also alert your clinic manager on Slack.\n\n### How it works\n\n1. A patient submits your intake form built into this workflow -- collecting their name, email, contact reason, appointment status, and any notes.\n2. Claude Sonnet reads the submission and decides the best action: send a welcome email, prompt them to re-book, or send a follow-up.\n3. Claude also writes the full personalised email body and subject line tailored to that patient.\n4. A Switch node routes the patient to the correct branch based on Claude's decision.\n5. New patients get a warm welcome email sent automatically via Gmail.\n6. Lapsed patients get a re-booking email, and your clinic manager gets a Slack alert to confirm the appointment.\n7. All other patients get a personalised follow-up email.\n8. Every patient communication is logged to Google Sheets with timestamp, action taken, and Claude's reasoning.\n\n### Setup steps\n\n- [ ] **Form link** -- Activate the workflow to generate your patient intake form URL. Share it on your website, in email signatures, or via SMS. No external form tool needed.\n- [ ] **Configure Settings node** -- Open Configure Clinic Settings and fill in your clinic name, Gmail sender address, Slack channel ID, booking link, and Google Sheets IDs.\n- [ ] **Gmail** -- Connect your Gmail account in Send Welcome Email, Send Rebook Email, and Send Follow-Up Email nodes.\n- [ ] **Claude AI** -- Click the Claude Sonnet sub-node under Analyse Patient Submission, add a new Anthropic credential, and paste your API key from console.anthropic.com.\n- [ ] **Slack** -- Connect your Slack account in Notify Clinic Manager and set your channel. Right-click and Disable this node if you do not use Slack.\n- [ ] **Google Sheets** -- Create a sheet called Communications Log with columns: Timestamp, Patient Name, Patient Email, Action, Urgency, Email Subject, Reason, Status. Connect your Google account in all three Log nodes.\n- [ ] **Customise Claude prompt** -- Open Build Patient Prompt and update the clinic description to match your practice type (dental, GP, physio, etc.).\n- [ ] Activate the workflow and submit a test form entry to verify all three branches work.\n\n### Customization\n\nAdd a fourth branch for urgent cases by adding a new output to the Switch node and checking the urgency field. Connect a phone-call trigger via Twilio for high-urgency patients. Swap the Form Trigger for a Google Sheets Trigger if you already collect intake data in a spreadsheet." }, "typeVersion": 1 }, { "id": "99c3b222-b855-4589-a34f-4d7ec3f5c9db", "name": "Intake Section", "type": "n8n-nodes-base.stickyNote", "position": [ 496, 80 ], "parameters": { "color": 7, "width": 440, "height": 312, "content": "## Capture patient intake\n\nA built-in n8n form collects patient name, email, contact reason, appointment status, and notes. No third-party form tool needed -- the URL is generated automatically when the workflow is activated." }, "typeVersion": 1 }, { "id": "f7a3d0cd-0be2-4c85-8d86-fff918ebeab3", "name": "AI Analysis Section", "type": "n8n-nodes-base.stickyNote", "position": [ 960, 64 ], "parameters": { "color": 7, "width": 644, "height": 532, "content": "## Analyse and write email with Claude AI\n\nClaude Sonnet reads the patient record and returns one structured decision: which action to take (welcome, rebook, or follow-up), the urgency level, a personalised email subject, a full plain-text email body, and a one-sentence reasoning.\n\nEdit the prompt in Build Patient Prompt to describe your clinic type and any additional context you want Claude to consider." }, "typeVersion": 1 }, { "id": "d900bcbe-8f4b-4071-8061-e7360a5b4e42", "name": "Routing Section", "type": "n8n-nodes-base.stickyNote", "position": [ 1632, 48 ], "parameters": { "color": 7, "width": 380, "height": 524, "content": "## Route by action\n\nA Switch node reads Claude's decision and routes each patient to one of three branches: Welcome (new patients), Rebook (lapsed patients), or Follow-Up (all others)." }, "typeVersion": 1 }, { "id": "21c0ef74-7968-42e6-a901-21ef977b0b00", "name": "Branches Section", "type": "n8n-nodes-base.stickyNote", "position": [ 2032, -48 ], "parameters": { "color": 7, "width": 948, "height": 724, "content": "## Send email and log every communication\n\nEach branch sends a Claude-written plain-text email via Gmail and logs the result to Google Sheets.\n\nThe Rebook branch also sends a Slack alert to your clinic manager so they can personally confirm a new appointment time with the patient.\n\nSlack is optional -- right-click Notify Clinic Manager and Disable if unused." }, "typeVersion": 1 }, { "id": "ab2cbf08-ec10-4a8b-a4dd-39b16c5a7386", "name": "Patient Intake Form", "type": "n8n-nodes-base.formTrigger", "position": [ 528, 240 ], "parameters": { "options": {}, "formTitle": "Patient Intake Form", "formFields": { "values": [ { "fieldLabel": "Full Name", "requiredField": true }, { "fieldType": "email", "fieldLabel": "Email Address", "requiredField": true }, { "fieldType": "dropdown", "fieldLabel": "Reason for Contact", "fieldOptions": { "values": [ { "option": "New patient enquiry" }, { "option": "Book an appointment" }, { "option": "Re-book a missed appointment" }, { "option": "Follow-up after treatment" }, { "option": "General question" } ] }, "requiredField": true }, { "fieldType": "dropdown", "fieldLabel": "When was your last appointment?", "fieldOptions": { "values": [ { "option": "Never been -- I am a new patient" }, { "option": "Within the last 3 months" }, { "option": "3 to 6 months ago" }, { "option": "6 to 12 months ago" }, { "option": "More than a year ago" } ] }, "requiredField": true }, { "fieldType": "textarea", "fieldLabel": "Additional notes (optional)" } ] }, "responseMode": "lastNode", "formDescription": "Please fill in your details and we will be in touch shortly." }, "typeVersion": 2.2 }, { "id": "5b9951ac-117d-43fe-97b0-f447725bfd02", "name": "Configure Clinic Settings", "type": "n8n-nodes-base.code", "position": [ 768, 240 ], "parameters": { "jsCode": "// ================================================\n// EDIT THIS NODE -- all your settings live here\n// ================================================\n\nvar CLINIC_NAME = 'Your Clinic Name';\nvar BOOKING_LINK = 'YOUR_BOOKING_LINK';\nvar SLACK_CHANNEL = 'YOUR_SLACK_CHANNEL_ID';\nvar LOG_SHEET_ID = 'YOUR_LOG_SHEET_ID';\nvar LOG_SHEET_NAME = 'Communications Log';\n\n// ================================================\n// DO NOT EDIT BELOW THIS LINE\n// ================================================\n\nvar form = $input.first().json;\n\nvar patientName = form['Full Name'] || '';\nvar patientEmail = form['Email Address'] || '';\nvar contactReason = form['Reason for Contact'] || '';\nvar lastVisit = form['When was your last appointment?'] || 'not recorded';\nvar notes = form['Additional notes (optional)'] || 'none';\n\nreturn [{\n json: {\n clinic_name: CLINIC_NAME,\n booking_link: BOOKING_LINK,\n slack_channel: SLACK_CHANNEL,\n log_sheet_id: LOG_SHEET_ID,\n log_sheet_name: LOG_SHEET_NAME,\n patient_name: patientName,\n patient_email: patientEmail,\n contact_reason: contactReason,\n last_visit: lastVisit,\n notes: notes,\n timestamp: new Date().toISOString()\n }\n}];" }, "typeVersion": 2 }, { "id": "fa1c2eb4-6b84-4b38-b51c-aecfc3267a58", "name": "Build Patient Prompt", "type": "n8n-nodes-base.code", "position": [ 1008, 240 ], "parameters": { "jsCode": "var d = $input.first().json;\n\nvar prompt = 'You are a patient communication assistant for a clinic called ' + d.clinic_name + '. ' +\n 'Read the patient record below and decide the best action to take. ' +\n 'Respond ONLY with a valid JSON object -- no other text, no markdown, no explanation.\\n\\n' +\n 'PATIENT RECORD:\\n' +\n 'Name: ' + d.patient_name + '\\n' +\n 'Email: ' + d.patient_email + '\\n' +\n 'Reason for contact: ' + d.contact_reason + '\\n' +\n 'Last visit: ' + d.last_visit + '\\n' +\n 'Additional notes: ' + d.notes + '\\n\\n' +\n 'BOOKING LINK: ' + d.booking_link + '\\n\\n' +\n 'ACTION GUIDE:\\n' +\n 'send_welcome -- Patient is new or has never visited before\\n' +\n 'rebook_appointment -- Patient missed an appointment or has not visited in over 6 months\\n' +\n 'send_followup -- Patient had a recent visit or has a general question\\n\\n' +\n 'RETURN THIS EXACT JSON STRUCTURE:\\n' +\n '{\"action\":\"send_welcome\",\"urgency\":\"normal\",\"email_subject\":\"plain text subject, no emojis\",\"email_body\":\"full plain text email body, warm and professional, include the booking link if relevant, no HTML\",\"reason\":\"one sentence explaining why you chose this action\"}\\n\\n' +\n 'urgency must be high or normal. high means the patient needs to be seen urgently.';\n\nreturn [{ json: Object.assign({}, d, { prompt: prompt }) }];" }, "typeVersion": 2 }, { "id": "d613dbe0-a1a1-4a1f-a0fe-c6a5082bdb22", "name": "Analyse Patient Submission", "type": "@n8n/n8n-nodes-langchain.chainLlm", "position": [ 1184, 240 ], "parameters": { "text": "={{ $json.prompt }}", "promptType": "define" }, "typeVersion": 1.4 }, { "id": "7b77e7dd-36ce-4be4-8fe8-1995becc3afc", "name": "Claude Sonnet", "type": "@n8n/n8n-nodes-langchain.lmChatAnthropic", "position": [ 1248, 448 ], "parameters": { "model": "claude-sonnet-4-6", "options": { "temperature": 0.3 } }, "typeVersion": 1.3 }, { "id": "d3f59d7d-70e9-42d1-a05c-b266e9e5f2fa", "name": "Parse Patient Plan", "type": "n8n-nodes-base.code", "position": [ 1488, 240 ], "parameters": { "jsCode": "var item = $input.first().json;\nvar rawText = item.text || '';\nvar parsed = {};\n\ntry {\n var match = rawText.match(/\\{[\\s\\S]*\\}/);\n if (match) parsed = JSON.parse(match[0]);\n} catch (e) {\n parsed = {\n action: 'send_followup',\n urgency: 'normal',\n email_subject: 'Following up from our clinic',\n email_body: 'Thank you for being a valued patient. Please contact us if you need to book or change an appointment.',\n reason: 'AI parsing failed -- fallback message used'\n };\n}\n\nvar validActions = ['send_welcome', 'rebook_appointment', 'send_followup'];\nif (!validActions.includes(parsed.action)) parsed.action = 'send_followup';\n\nreturn [{ json: Object.assign({}, item, {\n action: parsed.action || 'send_followup',\n urgency: parsed.urgency || 'normal',\n email_subject: parsed.email_subject || 'Message from our clinic',\n email_body: parsed.email_body || '',\n reason: parsed.reason || '',\n processed_at: new Date().toISOString()\n}) }];" }, "typeVersion": 2 }, { "id": "b80943bd-9b53-4f0f-ae65-0caefdbd0330", "name": "Route by Action", "type": "n8n-nodes-base.switch", "position": [ 1728, 240 ], "parameters": { "rules": { "values": [ { "outputKey": "Welcome", "conditions": { "options": { "version": 1, "leftValue": "", "caseSensitive": false, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.action }}", "rightValue": "send_welcome" } ] }, "renameOutput": true }, { "outputKey": "Rebook", "conditions": { "options": { "version": 1, "leftValue": "", "caseSensitive": false, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.action }}", "rightValue": "rebook_appointment" } ] }, "renameOutput": true }, { "outputKey": "Follow-Up", "conditions": { "options": { "version": 1, "leftValue": "", "caseSensitive": false, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.action }}", "rightValue": "send_followup" } ] }, "renameOutput": true } ] }, "options": {} }, "typeVersion": 3.2 }, { "id": "8d6b2360-a3dc-47b6-9018-eb2916f68089", "name": "Send Welcome Email", "type": "n8n-nodes-base.gmail", "position": [ 2128, 128 ], "parameters": { "sendTo": "={{ $json.patient_email }}", "message": "={{ $json.email_body }}", "options": {}, "subject": "={{ $json.email_subject }}", "emailType": "text" }, "typeVersion": 2.1 }, { "id": "741b65a2-096e-434b-951c-313622087996", "name": "Log Welcome", "type": "n8n-nodes-base.googleSheets", "position": [ 2352, 128 ], "parameters": { "columns": { "value": { "Action": "={{ $('Parse Patient Plan').item.json.action }}", "Reason": "={{ $('Parse Patient Plan').item.json.reason }}", "Status": "Welcome Email Sent", "Urgency": "={{ $('Parse Patient Plan').item.json.urgency }}", "Timestamp": "={{ $('Parse Patient Plan').item.json.processed_at }}", "Patient Name": "={{ $('Parse Patient Plan').item.json.patient_name }}", "Email Subject": "={{ $('Parse Patient Plan').item.json.email_subject }}", "Patient Email": "={{ $('Parse Patient Plan').item.json.patient_email }}" }, "mappingMode": "defineBelow" }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "name", "value": "={{ $('Parse Patient Plan').item.json.log_sheet_name }}" }, "documentId": { "__rl": true, "mode": "id", "value": "={{ $('Parse Patient Plan').item.json.log_sheet_id }}" } }, "typeVersion": 4.5 }, { "id": "3ac5329e-d3b5-462d-9a5e-0d1a0eca4e77", "name": "Send Rebook Email", "type": "n8n-nodes-base.gmail", "position": [ 2128, 272 ], "parameters": { "sendTo": "={{ $json.patient_email }}", "message": "={{ $json.email_body }}", "options": {}, "subject": "={{ $json.email_subject }}", "emailType": "text" }, "typeVersion": 2.1 }, { "id": "4d68dfb8-d6bd-452a-a8ab-f9662584fe3f", "name": "Prepare Slack Message", "type": "n8n-nodes-base.code", "position": [ 2352, 272 ], "parameters": { "jsCode": "var item = $input.first().json;\nvar msg = 'Re-booking email sent to patient\\n' +\n 'Patient: ' + (item.patient_name || 'unknown') + '\\n' +\n 'Email: ' + (item.patient_email || 'unknown') + '\\n' +\n 'Last visit: ' + (item.last_visit || 'unknown') + '\\n' +\n 'Reason for contact: ' + (item.contact_reason || 'unknown') + '\\n' +\n 'Claude reasoning: ' + (item.reason || 'n/a') + '\\n' +\n 'Please follow up to confirm a new appointment time.';\nreturn [{ json: Object.assign({}, item, { slack_message: msg }) }];" }, "typeVersion": 2 }, { "id": "7cc063d6-c299-4b81-ba82-3065a35303a1", "name": "Notify Clinic Manager", "type": "n8n-nodes-base.slack", "position": [ 2560, 272 ], "parameters": { "text": "={{ $json.slack_message }}", "select": "channel", "channelId": { "__rl": true, "mode": "id", "value": "={{ $json.slack_channel }}" }, "otherOptions": {} }, "typeVersion": 2.2 }, { "id": "ac1cbeb5-750a-40c9-9c35-e333adfd5931", "name": "Log Rebook", "type": "n8n-nodes-base.googleSheets", "position": [ 2784, 272 ], "parameters": { "columns": { "value": { "Action": "={{ $('Parse Patient Plan').item.json.action }}", "Reason": "={{ $('Parse Patient Plan').item.json.reason }}", "Status": "Rebook Email Sent - Slack Notified", "Urgency": "={{ $('Parse Patient Plan').item.json.urgency }}", "Timestamp": "={{ $('Parse Patient Plan').item.json.processed_at }}", "Patient Name": "={{ $('Parse Patient Plan').item.json.patient_name }}", "Email Subject": "={{ $('Parse Patient Plan').item.json.email_subject }}", "Patient Email": "={{ $('Parse Patient Plan').item.json.patient_email }}" }, "mappingMode": "defineBelow" }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "name", "value": "={{ $('Parse Patient Plan').item.json.log_sheet_name }}" }, "documentId": { "__rl": true, "mode": "id", "value": "={{ $('Parse Patient Plan').item.json.log_sheet_id }}" } }, "typeVersion": 4.5 }, { "id": "7d5546c9-6905-4344-8178-892fb8032ce7", "name": "Send Follow-Up Email", "type": "n8n-nodes-base.gmail", "position": [ 2128, 400 ], "parameters": { "sendTo": "={{ $json.patient_email }}", "message": "={{ $json.email_body }}", "options": {}, "subject": "={{ $json.email_subject }}", "emailType": "text" }, "typeVersion": 2.1 }, { "id": "78e9836c-ad7e-4a1f-b46d-01eb8ea024a3", "name": "Log Follow-Up", "type": "n8n-nodes-base.googleSheets", "position": [ 2352, 400 ], "parameters": { "columns": { "value": { "Action": "={{ $('Parse Patient Plan').item.json.action }}", "Reason": "={{ $('Parse Patient Plan').item.json.reason }}", "Status": "Follow-Up Email Sent", "Urgency": "={{ $('Parse Patient Plan').item.json.urgency }}", "Timestamp": "={{ $('Parse Patient Plan').item.json.processed_at }}", "Patient Name": "={{ $('Parse Patient Plan').item.json.patient_name }}", "Email Subject": "={{ $('Parse Patient Plan').item.json.email_subject }}", "Patient Email": "={{ $('Parse Patient Plan').item.json.patient_email }}" }, "mappingMode": "defineBelow" }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "name", "value": "={{ $('Parse Patient Plan').item.json.log_sheet_name }}" }, "documentId": { "__rl": true, "mode": "id", "value": "={{ $('Parse Patient Plan').item.json.log_sheet_id }}" } }, "typeVersion": 4.5 } ], "active": false, "settings": { "binaryMode": "separate", "executionOrder": "v1" }, "versionId": "35b280ac-c205-4d4c-a551-02c18686485c", "connections": { "Claude Sonnet": { "ai_languageModel": [ [ { "node": "Analyse Patient Submission", "type": "ai_languageModel", "index": 0 } ] ] }, "Route by Action": { "main": [ [ { "node": "Send Welcome Email", "type": "main", "index": 0 } ], [ { "node": "Send Rebook Email", "type": "main", "index": 0 } ], [ { "node": "Send Follow-Up Email", "type": "main", "index": 0 } ] ] }, "Send Rebook Email": { "main": [ [ { "node": "Prepare Slack Message", "type": "main", "index": 0 } ] ] }, "Parse Patient Plan": { "main": [ [ { "node": "Route by Action", "type": "main", "index": 0 } ] ] }, "Send Welcome Email": { "main": [ [ { "node": "Log Welcome", "type": "main", "index": 0 } ] ] }, "Patient Intake Form": { "main": [ [ { "node": "Configure Clinic Settings", "type": "main", "index": 0 } ] ] }, "Build Patient Prompt": { "main": [ [ { "node": "Analyse Patient Submission", "type": "main", "index": 0 } ] ] }, "Send Follow-Up Email": { "main": [ [ { "node": "Log Follow-Up", "type": "main", "index": 0 } ] ] }, "Notify Clinic Manager": { "main": [ [ { "node": "Log Rebook", "type": "main", "index": 0 } ] ] }, "Prepare Slack Message": { "main": [ [ { "node": "Notify Clinic Manager", "type": "main", "index": 0 } ] ] }, "Configure Clinic Settings": { "main": [ [ { "node": "Build Patient Prompt", "type": "main", "index": 0 } ] ] }, "Analyse Patient Submission": { "main": [ [ { "node": "Parse Patient Plan", "type": "main", "index": 0 } ] ] } } }