# Manage patient appointments and care follow-ups with OpenAI: n8n workflow

> Started by someone opening a chat with it, and works across Email and Twilio. It puts OpenAI behind a retrieval step, so answers are drawn from documents...

Source: https://millionrounds.com/workflow/manage-patient-appointments-and-care-follow-ups-with-openai (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Scheduling](https://millionrounds.com/workflows?category=Scheduling#library)

# Manage patient appointments and care follow-ups with OpenAI

Started by someone opening a chat with it, and works across Email and Twilio. It puts OpenAI behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 18 steps, 1 branch: a working afternoon to understand properly.

Medium Calls a model: OpenAI Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fmanage-patient-appointments-and-care-follow-ups-with-openai)

**18 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 1 Model 10 Logic 3 Service 4

The steps in the order they run, from what starts it.

- 1 **OpenAI Model - Intake** Lm Chat Open Ai *Model*
- 2 **OpenAI Model - Care Coordination** Lm Chat Open Ai *Model*
- 3 **OpenAI Model - Notification** Lm Chat Open Ai *Model*
- 4 **Intake Parser** Output Parser Structured *Model*
- 5 **Care Coordination Parser** Output Parser Structured *Model*
- 6 **Notification Parser** Output Parser Structured *Model*
- 7 **Conversation Memory** Memory Buffer Window *Model*
- 8 **EHR System Tool** Http Request Tool *Service*
- 9 **Scheduling System Tool** Http Request Tool *Service*
- 10 **Intake Agent** Agent *Model*
- 11 **Care Coordination Agent Tool** Agent Tool *Model*
- 12 **Notification Agent Tool** Agent Tool *Model*
- 13 **Patient Input** Chat trigger *Starts it*
- 14 **Prepare Final Output** Set *Logic*
- 15 **Workflow Configuration** Set *Logic*
- 16 **Check Notification Method** If *Logic*
- 17 **Send Email Notification** Email Send *Service*
- 18 **Send SMS Notification** Twilio *Service*

## How it's built

- **Starts on:** Someone opening a chat with it
- **Steps:** 18, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Email, Twilio
- **Model:** OpenAI
- **Retrieval:** Answers are drawn from documents you supply, not from the model alone

## Questions

What does it need to run?

An n8n account, plus your own Email and Twilio accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on someone opening a chat with it.

Does it use AI?

Yes. It calls OpenAI. Its answers draw on documents you give it, not on the model alone. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 18 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 18 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fmanage-patient-appointments-and-care-follow-ups-with-openai)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Email](https://millionrounds.com/workflows?service=Email#library)[Twilio](https://millionrounds.com/workflows?service=Twilio#library)

## Workflows like it

Also scheduling, with the same services where possible, closest in size first.

- [**Handle real estate SMS inquiries with Twilio and Google Sheets** 18 steps · calls a model · Google Calendar, Google Sheets](https://millionrounds.com/workflow/handle-real-estate-sms-inquiries-with-twilio-and-google-shee)
- [**Multi-channel AI appointment confirmation with ElevenLabs** 18 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/multi-channel-ai-appointment-confirmation-with-elevenlabs)
- [**Send AI-prioritized follow-up reminders with Gmail and Slack** 18 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/send-ai-prioritized-follow-up-reminders-with-gmail-and-slack)
- [**Weekly reminder on your Notion tasks** 18 steps · Email, Notion](https://millionrounds.com/workflow/weekly-reminder-on-your-notion-tasks)
- [**Sync events from Excel to Google Calendar with OpenAI** 17 steps · calls a model · Email, Google Calendar](https://millionrounds.com/workflow/sync-events-from-excel-to-google-calendar-with-openai)
- [**Automate meeting scheduling with Telegram and Notion CRM** 17 steps · Email, Telegram](https://millionrounds.com/workflow/automate-meeting-scheduling-with-telegram-and-notion-crm)