Metadata

name: dental-ai-receptionist
description: Complete AI voice receptionist system for dental practices. 12 workflows covering inbound call routing, appointment booking, reminders, no-show followup, cancellation/waitlist, after-hours capture, patient recall, FAQ handling, staff escalation, CRM sync, daily reports, and SMS reply handling.
tags: ["dental","voice-agent","vapi","twilio","appointments","healthcare","receptionist","ai","n8n","automation"]
author: mhmalvi
version: 1.2.0
license: CC BY-NC-SA 4.0
metadata: {"clawdbot":{"emoji":"🦷","requires":{"n8nCredentials":["google-sheets-oauth2","smtp","google-calendar-oauth2","openai","twilio"],"env":["DENTAL_CALL_LOG_SHEET_ID","DENTAL_APPOINTMENTS_SHEET_ID","DENTAL_PATIENTS_SHEET_ID","DENTAL_CALENDAR_ID","DENTAL_CLINIC_NAME","DENTAL_CLINIC_PHONE","DENTAL_CLINIC_EMAIL","DENTAL_CLINIC_ADDRESS","DENTAL_EMERGENCY_PHONE","DENTAL_DENTIST_PHONE","DENTAL_STAFF_EMAIL","DENTAL_OWNER_EMAIL","TWILIO_PHONE_NUMBER","TWILIO_CRED_ID","VAPI_API_KEY","VAPI_API_URL","VAPI_REMINDER_ASSISTANT_ID","VAPI_NOSHOW_ASSISTANT_ID","VAPI_WAITLIST_ASSISTANT_ID","VAPI_RECALL_ASSISTANT_ID","N8N_WEBHOOK_BASE","GOOGLE_CALENDAR_CRED_ID","OPENAI_CRED_ID","HUBSPOT_API_KEY","PMS_API_URL","PMS_API_KEY"]},"os":["linux","darwin","win32"]}}

Dental AI Receptionist

A production-ready, 12-workflow AI voice receptionist system for dental practices. Handles inbound calls, appointment booking, reminders, cancellations, waitlist management, patient recall, and staff escalation — fully automated.

Problem

Dental practices lose revenue from missed calls, no-shows, and manual scheduling overhead. Front desk staff spend 60-70% of their time on phone calls that could be automated. After-hours calls go to voicemail and patients book elsewhere.

This system provides 24/7 AI-powered call handling, automated reminders, and intelligent patient management.

What It Does

Inbound Call Routing — AI answers calls, identifies intent (booking, cancellation, FAQ, emergency), routes accordingly
Appointment Booking — Books appointments with calendar integration and SMS confirmation
Smart Reminders — Sends 48h, 24h, and 2h reminders to reduce no-shows
No-Show Followup — Automatically follows up with patients who miss appointments
Cancellation & Waitlist — Handles cancellations and fills gaps from waitlist
After-Hours Capture — Captures calls outside business hours for next-day followup
Patient Recall — Proactive outreach for overdue care (cleanings, checkups)

Included Workflows

#	File	Purpose
01	`01-inbound-call-handler.json`	Call intake, intent classification, business hours routing
02	`02-appointment-booking.json`	Book appointments, calendar sync, PMS integration
03	`03-appointment-reminders.json`	Multi-stage reminders (48h, 24h, 2h before)
04	`04-noshow-followup.json`	Detect no-shows, send followup messages
05	`05-cancellation-waitlist.json`	Process cancellations, auto-fill from waitlist
06	`06-after-hours-capture.json`	Capture after-hours calls for next-day callback
07	`07-patient-recall.json`	Recall campaigns for overdue patients
08	`08-faq-handler.json`	AI-powered answers to common questions
09	`09-staff-escalation.json`	AI summary + alert for calls needing human attention
10	`10-crm-sync.json`	Sync patient data with CRM (HubSpot, PMS)
11	`11-daily-report.json`	Daily metrics email (calls, bookings, no-shows, etc.)
12	`12-sms-reply-handler.json`	Process inbound SMS replies from patients

Architecture

Inbound Call (Vapi AI Voice)
    |
    v
Workflow 01: Intent Classification
    |
    +-- Booking ---------> Workflow 02: Appointment Booking
    |                           |
    |                           v
    |                      Google Calendar + PMS
    |
    +-- Cancellation ----> Workflow 05: Cancel + Waitlist Fill
    |
    +-- FAQ -------------> Workflow 08: AI FAQ Response
    |
    +-- Emergency -------> Workflow 09: Staff Escalation
    |
    +-- After Hours -----> Workflow 06: Capture for Callback
    |
    +-- All Events ------> Workflow 10: CRM Sync
                                |
                                +-> Google Sheets (Call Log, Appointments, Patients)
                                +-> HubSpot CRM (optional)

Scheduled:
+-- Workflow 03: Appointment Reminders (hourly check)
+-- Workflow 04: No-Show Followup (every 2 hours)
+-- Workflow 07: Patient Recall (weekly)
+-- Workflow 11: Daily Report (once daily)
+-- Workflow 12: SMS Reply Handler (webhook-triggered)

Required n8n Credentials

Credential Type	Used For	Placeholder in JSON
Google Sheets OAuth2	Call logs, appointments, patient records	`YOUR_GOOGLE_SHEETS_CREDENTIAL_ID`
SMTP (Gmail or custom)	Reminders, reports, notifications	`YOUR_SMTP_CREDENTIAL_ID`
Google Calendar OAuth2	Appointment scheduling	Set via `GOOGLE_CALENDAR_CRED_ID` env
OpenAI	FAQ answer generation, call summaries	Set via `OPENAI_CRED_ID` env
Twilio	Voice calls, SMS messaging	Set via `TWILIO_CRED_ID` env

Environment Variables

# Google Sheets
DENTAL_CALL_LOG_SHEET_ID=your-sheet-id
DENTAL_APPOINTMENTS_SHEET_ID=your-sheet-id
DENTAL_PATIENTS_SHEET_ID=your-sheet-id

# Google Calendar
DENTAL_CALENDAR_ID=your-calendar-id

# Clinic Details
DENTAL_CLINIC_NAME=Your Dental Practice
DENTAL_CLINIC_PHONE=+1234567890
DENTAL_CLINIC_EMAIL=reception@yourpractice.com
DENTAL_CLINIC_ADDRESS=123 Main St, Your City
DENTAL_EMERGENCY_PHONE=+1234567890
DENTAL_DENTIST_PHONE=+1234567890
DENTAL_STAFF_EMAIL=staff@yourpractice.com
DENTAL_OWNER_EMAIL=owner@yourpractice.com

# Vapi AI Voice
VAPI_API_KEY=your-vapi-key
VAPI_API_URL=https://api.vapi.ai
VAPI_REMINDER_ASSISTANT_ID=your-reminder-assistant-id
VAPI_NOSHOW_ASSISTANT_ID=your-noshow-assistant-id
VAPI_WAITLIST_ASSISTANT_ID=your-waitlist-assistant-id
VAPI_RECALL_ASSISTANT_ID=your-recall-assistant-id

# Twilio
TWILIO_PHONE_NUMBER=+1234567890
TWILIO_CRED_ID=your-n8n-twilio-credential-id

# n8n Infrastructure
N8N_WEBHOOK_BASE=https://your-n8n-instance.com/webhook
GOOGLE_CALENDAR_CRED_ID=your-n8n-google-calendar-credential-id
OPENAI_CRED_ID=your-n8n-openai-credential-id

# Optional (CRM / Practice Management)
HUBSPOT_API_KEY=your-hubspot-key
PMS_API_URL=https://your-pms.com/api
PMS_API_KEY=your-pms-key

Google Sheets Schema

Call Log

Column	Type	Description
call_id	text	Unique call identifier
caller_phone	text	Caller's phone number
caller_name	text	Patient name (if identified)
intent	text	booking / cancellation / faq / escalation / after-hours
timestamp	datetime	Call timestamp
duration	number	Call duration in seconds
summary	text	AI-generated call summary
outcome	text	booked / cancelled / answered / escalated / captured

Appointments

Column	Type	Description
appointment_id	text	Unique ID
patient_name	text	Patient full name
patient_phone	text	Phone number
service_type	text	cleaning / checkup / filling / crown / etc.
date	date	Appointment date
time	text	Appointment time
status	text	confirmed / reminded / completed / no-show / cancelled
showed_up	boolean	Whether patient attended
reminder_48h	boolean	48h reminder sent
reminder_24h	boolean	24h reminder sent
reminder_2h	boolean	2h reminder sent

Patients

Column	Type	Description
patient_phone	text	Primary key
patient_name	text	Full name
email	text	Email address
last_service	text	Most recent service type
last_visit	date	Most recent visit date
recall_status	text	due / notified / scheduled / completed
total_visits	number	Lifetime visit count

Quick Start

1. Prerequisites

n8n v2.4+ (self-hosted)
Vapi.ai account (AI voice calls)
Twilio account (phone number + SMS)
Google Sheets OAuth2 credentials
Google Calendar API access

2. Create Sheets

Set up 3 Google Sheets with the schemas above: Call Log, Appointments, Patients. Optionally add Waitlist, Escalations, After-Hours Queue, and Daily Reports sheets.

3. Configure Vapi Assistant

Create a Vapi assistant with your dental practice's greeting, business hours, services, and FAQ responses.

4. Import Workflows

Import all 12 JSON files into n8n. Replace all YOUR_* placeholders and set environment variables.

5. Activate

Activate workflows in order: 01 first (inbound handler), then the rest. Test with a phone call to your Vapi number.

Use Cases

Solo dental practices — Replace or augment front desk with 24/7 AI receptionist
Multi-location dental groups — Centralized call handling across clinics
Dental service organizations (DSOs) — Scalable patient communication
Orthodontic practices — Long appointment cycles benefit from recall automation
Dental IT providers — Offer AI receptionist as a managed service to clients

Revenue Potential

For practices: Reduce missed calls by 80%+, no-shows by 30-50%
As a service: Charge $500-1,500/month per dental practice
Per-call pricing: $1-3 per handled call

Requirements

n8n v2.4+ (self-hosted recommended)
Vapi.ai account ($0.05-0.10 per minute)
Twilio account ($0.0075 per SMS)
Google Sheets + Calendar API credentials
Optional: HubSpot CRM, Dentrix/Eaglesoft/OpenDental PMS

Dental Ai Receptionist

安装技能