Multi-Agent AI Clinic Management with WhatsApp, Telegram, and Google Calendar

Healthcare Clinic Assistant with WhatsApp and Telegram Integration

Version: 1.1.0
n8n Version: 1.88.0+
License: MIT

📋 Description

A comprehensive and modular automation workflow designed for healthcare clinics.
It manages patient communication, appointment scheduling, confirmations, rescheduling, internal tasks, and media processing by integrating WhatsApp, Telegram, Google Calendar, and Google Tasks, combined with AI-powered agents for maximum efficiency.

This system guarantees proactive communication with patients, streamlined internal clinic management, and consistent data synchronization across platforms.

🌟 Key Features

• 🤖 AI-Powered Specialized Agents:
  Distinct agents handle WhatsApp patient support, appointment confirmations, and internal rescheduling tasks.

• 📱 Omnichannel Communication:
  Handles patient interactions via WhatsApp and staff commands via Telegram.

• 📅 Google Calendar Appointment Management:
  Full synchronization for creating, updating, canceling, and confirming appointments.

• 📋 Task Management with Google Tasks:
  Manages shopping lists and administrative tasks efficiently through staff Telegram requests.

• 🔔 Automated Appointment Reminders:
  Daily-triggered system proactively sends WhatsApp confirmations to patients for next-day appointments.

• 🖼️ Intelligent Media Processing:
  Transcribes audios, extracts text from images, and processes documents using OpenAI and OpenRouter AI models.

• 🛡️ Escalation to Human Support:
  Automatically detects sensitive or urgent cases and escalates them to a human agent when needed.

🏥 Use Cases

• Patient Communication:
  Respond to inquiries, schedule, reschedule, and confirm appointments seamlessly via WhatsApp.

• Internal Clinic Operations:
  Allow staff to modify appointments or add shopping list reminders directly from Telegram.

• Appointment Confirmation System:
  Automatically contacts patients one day prior to appointments for confirmation or rescheduling.

• Task and Reminder Management:
  Keeps clinic operations organized through automatic task management with Google Tasks.

🛠️ Technical Implementation

WhatsApp Patient Interaction Flow

• Webhook Reception: Incoming WhatsApp messages captured via Evolution API webhook.
• Message Classification: Intelligent routing of messages based on content type (text, image, audio, document).
• Media Content Processing:
  • Audios: Download, convert, and transcribe via OpenAI Whisper.
  • Images: Analyze and extract text/descriptions with OpenAI Vision model.
• Patient Request Handling: Specialized WhatsApp assistant responds appropriately using AI prompts.
• Outbound Message Formatting: Ensures messages comply with WhatsApp format standards.
• Message Delivery: Sends responses back via Evolution API.

Telegram Staff Management Flow

• Telegram Webhook Reception: Captures messages from authorized staff accounts.
• Internal Assistant Processing:
  • Appointment Rescheduling: Identifies and updates appointments through MCP Google Calendar.
  • Task Creation: Adds new entries to the clinic's shopping list using Google Tasks.
• Notifications and Confirmations: Sends confirmations back to staff through Telegram.

Appointment Reminder System

• Daily Trigger Activation: Fires every weekday at 08:00 AM.
• Calendar Scraping: Lists next day's appointments from Google Calendar.
• Patient Contact: Sends WhatsApp confirmation messages for each appointment.
• Response Management: Redirects confirmation or rescheduling replies to appropriate agents.

⚙️ Setup Instructions

1. Import the Workflow
   n8n → Workflows → Import from File → Upload this JSON file.

2. Configure Credentials

   • Evolution API (WhatsApp Communication)
   • Telegram Bot API (Staff Communication)
   • Google Calendar OAuth2 (Appointment Management)
   • Google Tasks OAuth2 (Task Management)
   • OpenAI and OpenRouter APIs (AI Agents)
   • PostgreSQL Database (Chat Memory)

3. Set Sensitive Variables

   • Replace placeholder values:
     • {sua instância aqui} → Evolution API instance name
     • {número_whatsapp} → WhatsApp numbers
     • {url_do_servidor} → Server URLs
     • {a sua apikey aqui} → API keys
     • {seu_calendario} → Google Calendar ID

4. Customize AI Prompts

   • Adjust system prompts to fit your clinic’s tone, service style, and patient communication guidelines.
   • Set clinic operating hours, escalation rules, and cancellation procedures in AI prompts.

5. Activate and Test

   • Simulate patient messages via WhatsApp.
   • Test Telegram commands from staff members.
   • Validate daily appointment reminders using the scheduled trigger.

🏷️ Tags

Healthcare Clinic Management WhatsApp Integration Telegram Bot Appointment Scheduling Google Calendar Google Tasks AI Agents n8n Automation

📚 Technical Notes

• PostgreSQL is used for persistent chat memory across sessions.
• Multiple AI Models Used:
  • OpenAI GPT-4.1-nano
  • OpenAI GPT-4.1-mini
  • Google Gemini 2.0 and 2.5
• Full media content processing supported (audio, image, text).
• Compliant escalation workflows ensure patient safety and proper handoff to human staff when necessary.
• All sensitive patient data are securely stored inside calendar event descriptions for easy retrieval by agents.

📜 License

This workflow is provided under the MIT License.
Feel free to adapt and customize it for your clinic’s specific needs.