This workflow follows the Gmail → Gmail Trigger recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"name": "13. Insurance Pre-Authorization",
"nodes": [
{
"parameters": {
"pollTimes": {
"item": [
{
"mode": "everyMinute"
}
]
},
"filters": {
"subject": "Prior Authorization"
}
},
"name": "Watch for Auth Requests",
"type": "n8n-nodes-base.gmailTrigger",
"typeVersion": 1,
"position": [
240,
300
],
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"operation": "get",
"messageId": "={{ $json.id }}",
"simple": false,
"options": {
"downloadAttachments": true
}
},
"name": "Get Auth Request Email",
"type": "n8n-nodes-base.gmail",
"typeVersion": 2.1,
"position": [
460,
300
],
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"jsCode": "const items = $input.all();\n\nfor (const item of items) {\n if (item.binary) {\n const binaryKey = Object.keys(item.binary)[0];\n if (binaryKey && binaryKey !== 'data') {\n item.binary.data = item.binary[binaryKey];\n delete item.binary[binaryKey];\n }\n }\n \n item.json.originalFilename = 'prior-auth-request.pdf';\n item.json.receivedAt = new Date().toISOString();\n}\n\nreturn items;"
},
"name": "Prepare Binary Data",
"type": "n8n-nodes-base.code",
"typeVersion": 2,
"position": [
680,
300
]
},
{
"parameters": {
"resource": "document",
"operation": "extract",
"inputType": "file",
"binaryPropertyName": "data",
"prompt": "Extract prior authorization request details including patient information, insurance details, provider information, requested procedure or treatment codes, diagnosis codes, clinical justification, and urgency level",
"schema": "{\"type\":\"object\",\"properties\":{\"authorizationId\":{\"type\":\"string\"},\"requestDate\":{\"type\":\"string\"},\"patient\":{\"type\":\"object\",\"properties\":{\"name\":{\"type\":\"string\"},\"memberId\":{\"type\":\"string\"},\"dateOfBirth\":{\"type\":\"string\"},\"groupNumber\":{\"type\":\"string\"}}},\"insurance\":{\"type\":\"object\",\"properties\":{\"provider\":{\"type\":\"string\"},\"policyNumber\":{\"type\":\"string\"},\"planType\":{\"type\":\"string\"},\"effectiveDate\":{\"type\":\"string\"},\"terminationDate\":{\"type\":\"string\"}}},\"requestingProvider\":{\"type\":\"object\",\"properties\":{\"name\":{\"type\":\"string\"},\"npi\":{\"type\":\"string\"},\"taxId\":{\"type\":\"string\"},\"phone\":{\"type\":\"string\"},\"fax\":{\"type\":\"string\"}}},\"requestedServices\":{\"type\":\"array\",\"items\":{\"type\":\"object\",\"properties\":{\"procedureCode\":{\"type\":\"string\"},\"description\":{\"type\":\"string\"},\"quantity\":{\"type\":\"number\"},\"estimatedCost\":{\"type\":\"number\"}}}},\"diagnosisCodes\":{\"type\":\"array\",\"items\":{\"type\":\"string\"}},\"primaryDiagnosis\":{\"type\":\"string\"},\"clinicalJustification\":{\"type\":\"string\"},\"urgencyLevel\":{\"type\":\"string\"},\"requestedStartDate\":{\"type\":\"string\"},\"lengthOfNeed\":{\"type\":\"string\"},\"previousTreatments\":{\"type\":\"string\"},\"supportingDocumentation\":{\"type\":\"string\"},\"isEmergency\":{\"type\":\"boolean\"},\"isPeerReviewRequired\":{\"type\":\"boolean\"}},\"required\":[\"patient\",\"insurance\",\"requestingProvider\",\"requestedServices\",\"diagnosisCodes\"],\"additionalProperties\":false}",
"useLLM": "smart"
},
"name": "PDF Vector Extract",
"type": "n8n-nodes-pdfvector.pdfVector",
"typeVersion": 1,
"position": [
900,
300
]
},
{
"parameters": {
"conditions": {
"options": {
"caseSensitive": true,
"leftValue": "",
"typeValidation": "strict"
},
"conditions": [
{
"id": "emergency-check",
"leftValue": "={{ $json.data.isEmergency }}",
"rightValue": true,
"operator": {
"type": "boolean",
"operation": "equals"
}
}
],
"combinator": "and"
},
"options": {}
},
"name": "Emergency Triage",
"type": "n8n-nodes-base.if",
"typeVersion": 2,
"position": [
1120,
300
]
},
{
"parameters": {
"jsCode": "const item = $input.first();\nconst data = item.json.data || item.json;\n\n// Fast-track emergency processing\nconst services = data.requestedServices || [];\nconst totalEstimatedCost = services.reduce((sum, s) => sum + (s.estimatedCost || 0), 0);\n\nconst servicesSummary = services.map(s => \n `${s.procedureCode}: ${s.description} (${s.quantity || 1}x @ $${s.estimatedCost || 0})`\n).join('; ');\n\nconst diagnosisDisplay = (data.diagnosisCodes || []).join(', ');\n\nreturn {\n json: {\n authorizationId: data.authorizationId || 'EMERG-' + Date.now(),\n requestDate: data.requestDate || new Date().toISOString().split('T')[0],\n requestedStartDate: data.requestedStartDate || 'ASAP',\n patientName: data.patient?.name || 'Unknown',\n memberId: data.patient?.memberId || 'Missing',\n insuranceProvider: data.insurance?.provider || 'Unknown',\n planType: data.insurance?.planType || 'Unknown',\n providerName: data.requestingProvider?.name || 'Unknown',\n providerNPI: data.requestingProvider?.npi || 'Missing',\n providerPhone: data.requestingProvider?.phone || '',\n serviceCount: services.length,\n servicesSummary: servicesSummary || 'None',\n totalEstimatedCost: totalEstimatedCost.toFixed(2),\n primaryDiagnosis: data.primaryDiagnosis || 'Not specified',\n diagnosisCodes: diagnosisDisplay,\n clinicalJustification: data.clinicalJustification || 'Emergency - immediate care needed',\n authDecision: 'Emergency - Auto-Approved',\n requiresReview: false,\n priority: 'Emergency',\n urgencyLevel: 'Emergency',\n isEmergency: 'Yes',\n validationIssues: 'None',\n processedDate: new Date().toISOString().split('T')[0],\n documentName: item.json.originalFilename\n }\n};"
},
"name": "Fast-Track Emergency",
"type": "n8n-nodes-base.code",
"typeVersion": 2,
"position": [
1340,
180
]
},
{
"parameters": {
"jsCode": "const item = $input.first();\nconst data = item.json.data || item.json;\n\n// Full validation for non-emergency requests\nconst services = data.requestedServices || [];\nconst totalEstimatedCost = services.reduce((sum, s) => sum + (s.estimatedCost || 0), 0);\n\nconst highCostThreshold = 5000;\nconst requiresAuthByCost = totalEstimatedCost > highCostThreshold;\n\nconst authRequiredProcedures = [\n 'MRI', 'CT', 'PET', '99', '90', '96', 'DME', 'surgery', 'surgical'\n];\n\nconst requiresAuthByProcedure = services.some(s => {\n const desc = (s.description || '').toLowerCase();\n const code = s.procedureCode || '';\n return authRequiredProcedures.some(term => \n desc.includes(term.toLowerCase()) || code.startsWith(term)\n );\n});\n\nconst today = new Date();\nconst effectiveDate = new Date(data.insurance?.effectiveDate || today);\nconst terminationDate = new Date(data.insurance?.terminationDate || '2099-12-31');\nconst isCoverageActive = today >= effectiveDate && today <= terminationDate;\n\nconst validationIssues = [];\n\nif (!isCoverageActive) validationIssues.push('Insurance coverage not active');\nif (!data.patient?.memberId) validationIssues.push('Missing member ID');\nif (!data.requestingProvider?.npi) validationIssues.push('Missing provider NPI');\nif (services.length === 0) validationIssues.push('No services requested');\nif (!data.diagnosisCodes || data.diagnosisCodes.length === 0) validationIssues.push('Missing diagnosis codes');\nif (!data.clinicalJustification) validationIssues.push('Missing clinical justification');\n\nconst hasMinimalDocumentation = data.clinicalJustification && data.diagnosisCodes?.length > 0 && services.length > 0;\n\nif (!hasMinimalDocumentation) {\n validationIssues.push('Insufficient documentation');\n}\n\nlet authDecision = 'Approved';\nlet requiresReview = false;\n\nif (validationIssues.length > 0) {\n authDecision = 'Pending - Missing Information';\n requiresReview = true;\n} else if (!requiresAuthByCost && !requiresAuthByProcedure) {\n authDecision = 'Not Required';\n} else if (data.isPeerReviewRequired || totalEstimatedCost > 50000) {\n authDecision = 'Pending - Peer Review Required';\n requiresReview = true;\n} else {\n authDecision = 'Approved';\n}\n\nlet priority = 'Standard';\nif (data.urgencyLevel?.toLowerCase().includes('urgent')) {\n priority = 'Urgent';\n} else if (totalEstimatedCost > 25000) {\n priority = 'High';\n}\n\nconst startDate = new Date(data.requestedStartDate || today);\nconst daysUntilStart = Math.ceil((startDate - today) / (1000 * 60 * 60 * 24));\n\nconst servicesSummary = services.map(s => \n `${s.procedureCode}: ${s.description} (${s.quantity || 1}x @ $${s.estimatedCost || 0})`\n).join('; ');\n\nconst diagnosisDisplay = (data.diagnosisCodes || []).join(', ');\n\nreturn {\n json: {\n authorizationId: data.authorizationId || 'AUTO-' + Date.now(),\n requestDate: data.requestDate || new Date().toISOString().split('T')[0],\n requestedStartDate: data.requestedStartDate || '',\n daysUntilStart: daysUntilStart,\n lengthOfNeed: data.lengthOfNeed || 'Not specified',\n patientName: data.patient?.name || 'Unknown',\n memberId: data.patient?.memberId || 'Missing',\n patientDOB: data.patient?.dateOfBirth || '',\n groupNumber: data.patient?.groupNumber || '',\n insuranceProvider: data.insurance?.provider || 'Unknown',\n policyNumber: data.insurance?.policyNumber || '',\n planType: data.insurance?.planType || 'Unknown',\n coverageActive: isCoverageActive ? 'Yes' : 'No',\n effectiveDate: data.insurance?.effectiveDate || '',\n terminationDate: data.insurance?.terminationDate || '',\n providerName: data.requestingProvider?.name || 'Unknown',\n providerNPI: data.requestingProvider?.npi || 'Missing',\n providerTaxId: data.requestingProvider?.taxId || '',\n providerPhone: data.requestingProvider?.phone || '',\n providerFax: data.requestingProvider?.fax || '',\n serviceCount: services.length,\n servicesSummary: servicesSummary || 'None',\n totalEstimatedCost: totalEstimatedCost.toFixed(2),\n primaryDiagnosis: data.primaryDiagnosis || 'Not specified',\n diagnosisCodes: diagnosisDisplay,\n diagnosisCount: (data.diagnosisCodes || []).length,\n clinicalJustification: data.clinicalJustification || 'Not provided',\n previousTreatments: data.previousTreatments || 'None documented',\n authDecision: authDecision,\n requiresReview: requiresReview,\n priority: priority,\n urgencyLevel: data.urgencyLevel || 'Standard',\n isEmergency: 'No',\n peerReviewRequired: data.isPeerReviewRequired ? 'Yes' : 'No',\n validationIssues: validationIssues.join('; ') || 'None',\n issueCount: validationIssues.length,\n hasDocumentation: hasMinimalDocumentation ? 'Yes' : 'No',\n supportingDocumentation: data.supportingDocumentation || 'Not provided',\n processedDate: new Date().toISOString().split('T')[0],\n documentName: item.json.originalFilename,\n receivedAt: item.json.receivedAt,\n alertReason: requiresReview ? (validationIssues.length > 0 ? validationIssues[0] : 'Requires peer review') : 'None'\n }\n};"
},
"name": "Full Validation",
"type": "n8n-nodes-base.code",
"typeVersion": 2,
"position": [
1340,
420
]
},
{
"parameters": {
"operation": "appendOrUpdate",
"documentId": {
"__rl": true,
"value": "your-sheet-id",
"mode": "list",
"cachedResultName": "Authorization Tracker"
},
"sheetName": {
"__rl": true,
"value": "gid=0",
"mode": "list",
"cachedResultName": "Sheet1"
},
"columns": {
"mappingMode": "defineBelow",
"value": {
"authorizationId": "={{ $json.authorizationId }}",
"requestDate": "={{ $json.requestDate }}",
"requestedStartDate": "={{ $json.requestedStartDate }}",
"patientName": "={{ $json.patientName }}",
"memberId": "={{ $json.memberId }}",
"insuranceProvider": "={{ $json.insuranceProvider }}",
"planType": "={{ $json.planType }}",
"providerName": "={{ $json.providerName }}",
"providerNPI": "={{ $json.providerNPI }}",
"serviceCount": "={{ $json.serviceCount }}",
"servicesSummary": "={{ $json.servicesSummary }}",
"totalEstimatedCost": "={{ $json.totalEstimatedCost }}",
"primaryDiagnosis": "={{ $json.primaryDiagnosis }}",
"diagnosisCodes": "={{ $json.diagnosisCodes }}",
"clinicalJustification": "={{ $json.clinicalJustification }}",
"authDecision": "={{ $json.authDecision }}",
"priority": "={{ $json.priority }}",
"urgencyLevel": "={{ $json.urgencyLevel }}",
"isEmergency": "={{ $json.isEmergency }}",
"validationIssues": "={{ $json.validationIssues }}",
"processedDate": "={{ $json.processedDate }}"
},
"matchingColumns": [
"authorizationId"
]
},
"options": {}
},
"name": "Log Authorization",
"type": "n8n-nodes-base.googleSheets",
"typeVersion": 4.5,
"position": [
1560,
300
],
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"conditions": {
"options": {
"caseSensitive": true,
"leftValue": "",
"typeValidation": "strict"
},
"conditions": [
{
"id": "auth-review",
"leftValue": "={{ $('Full Validation').item.json.requiresReview || false }}",
"rightValue": true,
"operator": {
"type": "boolean",
"operation": "equals"
}
}
],
"combinator": "and"
},
"options": {}
},
"name": "Requires Review?",
"type": "n8n-nodes-base.if",
"typeVersion": 2,
"position": [
1780,
420
]
},
{
"parameters": {
"resource": "message",
"channel": {
"__rl": true,
"value": "C12345678",
"mode": "list",
"cachedResultName": "#utilization-review"
},
"text": "=\ud83d\udea8 *EMERGENCY Prior Authorization - Auto-Approved*\n\n*Auth ID:* {{ $json.authorizationId }}\n*Priority:* {{ $json.priority }}\n\n*Patient:* {{ $json.patientName }} ({{ $json.memberId }})\n*Insurance:* {{ $json.insuranceProvider }}\n\n*Provider:* {{ $json.providerName }}\n\u2022 NPI: {{ $json.providerNPI }}\n\u2022 Phone: {{ $('PDF Vector Extract').item.json.data.requestingProvider.phone }}\n\n*Requested Services ({{ $json.serviceCount }}):*\n{{ $json.servicesSummary }}\n*Total Cost:* ${{ $json.totalEstimatedCost }}\n\n*Diagnosis:* {{ $json.primaryDiagnosis }}\n*ICD Codes:* {{ $json.diagnosisCodes }}\n\n*Justification:* {{ $json.clinicalJustification }}\n\n\u2705 *APPROVED IMMEDIATELY - Emergency Request*\n\nProvider notified automatically.",
"otherOptions": {}
},
"name": "Emergency Approved Alert",
"type": "n8n-nodes-base.slack",
"typeVersion": 2.2,
"position": [
1780,
180
],
"credentials": {
"slackApi": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"resource": "message",
"channel": {
"__rl": true,
"value": "C12345678",
"mode": "list",
"cachedResultName": "#utilization-review"
},
"text": "=\u26a0\ufe0f *Prior Authorization Requires Review*\n\n*Auth ID:* {{ $('Full Validation').item.json.authorizationId }}\n*Decision:* {{ $('Full Validation').item.json.authDecision }}\n*Priority:* {{ $('Full Validation').item.json.priority }}\n\n*Patient:* {{ $('Full Validation').item.json.patientName }} ({{ $('Full Validation').item.json.memberId }})\n*Insurance:* {{ $('Full Validation').item.json.insuranceProvider }} - {{ $('Full Validation').item.json.planType }}\n\n*Requesting Provider:*\n{{ $('Full Validation').item.json.providerName }}\n\u2022 NPI: {{ $('Full Validation').item.json.providerNPI }}\n\u2022 Phone: {{ $('Full Validation').item.json.providerPhone }}\n\n*Requested Services ({{ $('Full Validation').item.json.serviceCount }}):*\n{{ $('Full Validation').item.json.servicesSummary }}\n*Total Cost:* ${{ $('Full Validation').item.json.totalEstimatedCost }}\n\n*Clinical Information:*\n\u2022 Primary Diagnosis: {{ $('Full Validation').item.json.primaryDiagnosis }}\n\u2022 ICD Codes: {{ $('Full Validation').item.json.diagnosisCodes }}\n\u2022 Justification: {{ $('Full Validation').item.json.clinicalJustification }}\n\n{{ $('Full Validation').item.json.issueCount > 0 ? '*\u26a0\ufe0f Validation Issues (' + $('Full Validation').item.json.issueCount + '):*\\n' + $('Full Validation').item.json.validationIssues : '' }}\n\n{{ $('Full Validation').item.json.peerReviewRequired === 'Yes' ? '*Action:* Peer review required' : '*Action:* Review and approve/deny' }}",
"otherOptions": {}
},
"name": "Request Review",
"type": "n8n-nodes-base.slack",
"typeVersion": 2.2,
"position": [
2000,
340
],
"credentials": {
"slackApi": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"resource": "message",
"channel": {
"__rl": true,
"value": "C12345678",
"mode": "list",
"cachedResultName": "#utilization-review"
},
"text": "=\u2705 *Prior Authorization {{ $('Full Validation').item.json.authDecision === 'Not Required' ? 'Not Required' : 'Auto-Approved' }}*\n\n*Auth ID:* {{ $('Full Validation').item.json.authorizationId }}\n*Patient:* {{ $('Full Validation').item.json.patientName }}\n*Provider:* {{ $('Full Validation').item.json.providerName }}\n\n*Services:* {{ $('Full Validation').item.json.servicesSummary }}\n*Cost:* ${{ $('Full Validation').item.json.totalEstimatedCost }}\n\n{{ $('Full Validation').item.json.authDecision === 'Not Required' ? '*Services do not require prior authorization*' : 'Authorization automatically approved' }}",
"otherOptions": {}
},
"name": "Auto-Approved Notification",
"type": "n8n-nodes-base.slack",
"typeVersion": 2.2,
"position": [
2000,
500
],
"credentials": {
"slackApi": {
"name": "<your credential>"
}
}
}
],
"connections": {
"Watch for Auth Requests": {
"main": [
[
{
"node": "Get Auth Request Email",
"type": "main",
"index": 0
}
]
]
},
"Get Auth Request Email": {
"main": [
[
{
"node": "Prepare Binary Data",
"type": "main",
"index": 0
}
]
]
},
"Prepare Binary Data": {
"main": [
[
{
"node": "PDF Vector Extract",
"type": "main",
"index": 0
}
]
]
},
"PDF Vector Extract": {
"main": [
[
{
"node": "Emergency Triage",
"type": "main",
"index": 0
}
]
]
},
"Emergency Triage": {
"main": [
[
{
"node": "Fast-Track Emergency",
"type": "main",
"index": 0
}
],
[
{
"node": "Full Validation",
"type": "main",
"index": 0
}
]
]
},
"Fast-Track Emergency": {
"main": [
[
{
"node": "Log Authorization",
"type": "main",
"index": 0
}
]
]
},
"Full Validation": {
"main": [
[
{
"node": "Log Authorization",
"type": "main",
"index": 0
}
]
]
},
"Log Authorization": {
"main": [
[
{
"node": "Emergency Approved Alert",
"type": "main",
"index": 0
},
{
"node": "Requires Review?",
"type": "main",
"index": 0
}
]
]
},
"Requires Review?": {
"main": [
[
{
"node": "Request Review",
"type": "main",
"index": 0
}
],
[
{
"node": "Auto-Approved Notification",
"type": "main",
"index": 0
}
]
]
}
},
"settings": {
"executionOrder": "v1"
},
"staticData": null,
"tags": [],
"triggerCount": 1,
"updatedAt": "2024-01-15T00:00:00.000Z",
"versionId": "1"
}
Credentials you'll need
Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.
gmailOAuth2googleSheetsOAuth2ApislackApi
Pro
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About this workflow
13. Insurance Pre-Authorization. Uses gmailTrigger, gmail, n8n-nodes-pdfvector, googleSheets. Event-driven trigger; 12 nodes.
Source: https://github.com/khanhduyvt0101/workflows/blob/0153ee2efc0f692c931b9bb4c2a04abf11756822/n8n-workflows/insurance-pre-authorization.json — original creator credit. Request a take-down →
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