Healthcare / Clinical Operations · Multi-location medical clinic
AI caller agent for medical clinics
Voice AI receptionist on Retell AI + n8n + Salesforce Health Cloud that books appointments, captures symptoms, and updates CRM 24/7 with HIPAA-aligned data flow.
- Timeline
- Sep 2024 – Nov 2024 · live across branches
- Status
- Live
- Category
- automation
- Industry
- Healthcare / Clinical Operations
−80%
Manual call burden
Front-desk workload reduction
<10s
Booking cycle
Call → CRM → confirmation
0
Missed calls
Coverage including after hours
Context
Clinics faced peak-hour queues, missed calls, and error-prone manual intake while staff were already overloaded.
They needed a medical-grade AI receptionist that could capture accurate patient data and book into Salesforce Health Cloud.
Channels & stack
- AI Agents & Automation
- Retell AI
- n8n
- MongoDB
- Salesforce Health Cloud
Challenge
High call volume and missed appointments
Manual symptom recording errors
No reliable after-hours coverage
Goals
- 01
24/7 AI call handling with emergency red flags
- 02
Real-time appointment booking and CRM sync
- 03
HIPAA-aligned secure data flow
Delivery sequence
How the engagement ran.
Phase 01
Phase 1
Clinical conversation design
Medical-grade Retell scripts and emergency logic.
Work
- Booking and symptom flows
- Emergency escalation rules
Deliverables
- Conversation design
- Safety fallbacks
Phase 02
Phases 2–3
Automation & CRM
n8n pipelines into Salesforce Health Cloud and MongoDB.
Work
- Identity validation
- Booking and reminders
- CRM patient records
Deliverables
- Live clinic integration
- Audit logs
Architecture
- 01
Inbound/outbound AI receptionist
- 02
Real-time doctor availability booking
- 03
Symptom summaries logged to Salesforce
- 04
Email/SMS confirmations and reminders
- 05
MongoDB backup on CRM sync failure
Outcome
80% reduction in manual call burden
Zero missed patient calls during coverage windows
Doctors receive symptom summaries before appointments
Consistent, patient-friendly call experience
Lessons
- 01
Clinical prompt design and fallback questions improved accuracy
- 02
Real-time Salesforce schedule sync handled mid-day availability changes