Handle clinic WhatsApp support with GPT-4o-mini, Pinecone RAG and Gmail alerts

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

Clinic WhatsApp Customer Service Bot This workflow automates patient communication for medical clinics using the WhatsApp Business API. It supports appointment booking, rescheduling, service inq...

Best for

Support Chatbot automation workflows
AI Chatbot automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.scheduletrigger, n8n-nodes-base.googlesheets, n8n-nodes-base.datatable, n8n-nodes-base.stickynote, n8n-nodes-base.datatabletool, @n8n/n8n-nodes-langchain.agent, n8n-nodes-base.if, n8n-nodes-base.httprequest

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Mira Melhem.

Original n8n.io source

1.1 Workflow description

Title: Handle clinic WhatsApp support with GPT-4o-mini, Pinecone RAG and Gmail alerts
Workflow name: Handle clinic WhatsApp support with GPT-4o-mini, Pinecone RAG and Gmail alerts

🏥 Clinic WhatsApp Customer Service Bot

This workflow automates patient communication for medical clinics using the WhatsApp Business API. It supports appointment booking, rescheduling, service inquiries, follow-ups, and document submissions. The workflow includes AI capabilities, appointment management, human escalation logic, memory storage, and CRM synchronization.

Good to know

Supports text, voice notes, images, and document uploads.
Uses an AI agent powered by GPT-4o-mini with retrieval-augmented generation for accurate answers.
Includes sentiment and frustration detection to trigger human takeover.
Conversation history and lead details are stored for context and follow-up.
Appointment booking includes slot validation to reduce errors and conflicts.

How it works

The workflow receives WhatsApp messages through a webhook connection.
The AI agent processes the message and identifies the intent:
- 📅 Appointment booking or rescheduling
- ❓ Service or doctor inquiry
- 📎 Document submission (e.g., lab results, insurance)
- 🤝 Human support request
If the request is informational, the AI responds using GPT-4o-mini with RAG from Pinecone to ensure clinic-specific accuracy.
If the request relates to booking, the workflow:
- Checks availability in Data Tables
- Validates slot selection
- Confirms, updates, or cancels the appointment
If the user is confused, frustrated, or explicitly asks for a human, automation is paused and a staff member is notified.
Voice messages are transcribed using Whisper API and images are processed using Vision API.
All interactions are logged and synced to Google Sheets for CRM tracking.

Requirements

WhatsApp Business API access with active credentials
OpenAI API key for GPT-4o-mini, Whisper, and Vision models
Pinecone account for vector storage
Google Sheets and Gmail for logging and notifications
n8n instance (Cloud or self-hosted)
Data Tables enabled for memory, appointments, and lead management

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Schedule Trigger

Type / Role: n8n-nodes-base.scheduleTrigger - scheduleTrigger
Config choices: Version 1.2

Block 2 - Append or update slot

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 3 - Get lead

Type / Role: n8n-nodes-base.dataTable - dataTable
Config choices: Version 1

Block 4 - Append or update lead

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 5 - Get human call

Type / Role: n8n-nodes-base.dataTable - dataTable
Config choices: Version 1

Block 6 - Append or update human call

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 7 - Get human appointment

Type / Role: n8n-nodes-base.dataTable - dataTable
Config choices: Version 1

Block 8 - Append or update appointment

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 9 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 10 - Booked Appointment

Type / Role: n8n-nodes-base.dataTableTool - dataTableTool
Config choices: Version 1

Block 11 - AI Summarizer1

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2.2

Block 12 - Check Appointment1

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.2

Block 13 - AI Data Extractor

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2.2

Block 14 - Send via WhatsApp

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4

Block 15 - Pinecone Vector Store

Type / Role: @n8n/n8n-nodes-langchain.vectorStorePinecone - vectorStorePinecone
Config choices: Version 1

Block 16 - Default Data Loader

Type / Role: @n8n/n8n-nodes-langchain.documentDefaultDataLoader - documentDefaultDataLoader
Config choices: Version 1

Block 17 - Recursive Character Text Splitter

Type / Role: @n8n/n8n-nodes-langchain.textSplitterRecursiveCharacterTextSplitter - textSplitterRecursiveCharacterTextSplitter
Config choices: Version 1

Block 18 - Get a document

Type / Role: n8n-nodes-base.googleDocs - googleDocs
Config choices: Version 2

Block 19 - When clicking ‘Execute workflow’

Type / Role: n8n-nodes-base.manualTrigger - manualTrigger
Config choices: Version 1

Block 20 - Embeddings OpenAI

Type / Role: @n8n/n8n-nodes-langchain.embeddingsOpenAi - embeddingsOpenAi
Config choices: Version 1.2

Block 21 - Vector Store Tool

Type / Role: @n8n/n8n-nodes-langchain.toolVectorStore - toolVectorStore
Config choices: Version 1

Block 22 - Pinecone Vector Store (Retrieval)

Type / Role: @n8n/n8n-nodes-langchain.vectorStorePinecone - vectorStorePinecone
Config choices: Version 1

Block 23 - Embeddings OpenAI1

Type / Role: @n8n/n8n-nodes-langchain.embeddingsOpenAi - embeddingsOpenAi
Config choices: Version 1.2

Block 24 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Showing the first 24 of 71 workflow blocks. Download the JSON for the full node graph.

3. Summary Table

Workflow	Handle clinic WhatsApp support with GPT-4o-mini, Pinecone RAG and Gmail alerts
Complexity	advanced
Nodes	71
Categories	Support Chatbot, AI Chatbot
Author	Mira Melhem
Published	08 Dec 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/11605/11605.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Support Chatbot workflows AI Chatbot workflows

Frequently asked questions

What does Handle clinic WhatsApp support with GPT-4o-mini, Pinecone RAG and Gmail alerts do?

Clinic WhatsApp Customer Service Bot This workflow automates patient communication for medical clinics using the WhatsApp Business API. It supports appointment booking, rescheduling, service inq...

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Support Chatbot, AI Chatbot use case.

Mira Melhem

4 workflows

Nodes

n8n-nodes-base.scheduletrigger n8n-nodes-base.googlesheets n8n-nodes-base.datatable n8n-nodes-base.stickynote n8n-nodes-base.datatabletool @n8n/n8n-nodes-langchain.agent n8n-nodes-base.if n8n-nodes-base.httprequest

Complexity

advanced

Published 08 Dec 2025

Likes 0

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Install path: /data/workflows/11605/11605.json

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Handle clinic WhatsApp support with GPT-4o-mini, Pinecone RAG and Gmail alerts

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

🏥 Clinic WhatsApp Customer Service Bot

Good to know

How it works

Requirements

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Schedule Trigger

Block 2 - Append or update slot

Block 3 - Get lead

Block 4 - Append or update lead

Block 5 - Get human call

Block 6 - Append or update human call

Block 7 - Get human appointment

Block 8 - Append or update appointment

Block 9 - Sticky Note

Block 10 - Booked Appointment

Block 11 - AI Summarizer1

Block 12 - Check Appointment1

Block 13 - AI Data Extractor

Block 14 - Send via WhatsApp

Block 15 - Pinecone Vector Store

Block 16 - Default Data Loader

Block 17 - Recursive Character Text Splitter

Block 18 - Get a document

Block 19 - When clicking ‘Execute workflow’

Block 20 - Embeddings OpenAI

Block 21 - Vector Store Tool

Block 22 - Pinecone Vector Store (Retrieval)

Block 23 - Embeddings OpenAI1

Block 24 - Sticky Note1

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions