Hospital Voice Appointments Workflow: Vapi + n8n + Google Sheets

Make a Vapi hospital voice assistant manage appointments directly in Google Sheets

This Hospital Voice Appointments Workflow connects Vapi to n8n so your voice agent can check availability, book, cancel, reschedule, and request staff callbacks—while keeping everything logged in the Google Sheets “Appointments” tab and notifying staff via Gmail.

What this workflow does

• Check availability: Receives a POST request from Vapi, looks up existing appointments in the Google Sheets “Appointments” tab, and returns whether the requested doctor/department/date/time slot is free.
• Book an appointment: Validates required fields and caller confirmation, generates an appointment ID, appends the appointment to the “Appointments” tab, emails staff via Gmail, and sends a booking confirmation back to Vapi.
• Cancel or reschedule: Validates caller confirmation, finds the matching active appointment in Google Sheets by appointment ID and phone number, and returns a “not found” response if no match exists.
• Cancellation: Updates the matching appointment’s status to cancelled, emails staff via Gmail, and confirms the cancellation to Vapi.
• Reschedule: Updates the appointment date/time (and can update doctor/department), emails staff via Gmail, and returns a reschedule confirmation to Vapi.
• Human callback requests: Receives a POST request from Vapi to request a human callback and logs the request to the Google Sheets “Callbacks” tab.

Use cases

• A hospital voice assistant that books doctor visits in real time without manual spreadsheet updates.
• Automated appointment changes (cancel/reschedule) with staff notified instantly via Gmail.
• Call-back routing when a patient needs a human to follow up.

Technical details

• n8n webhooks to receive Vapi POST requests for availability, booking, cancellation, rescheduling, and callbacks.
• Google Sheets integration for “Appointments” and “Callbacks” tabs.
• Gmail notifications per booking/change.
• Workflow logic using if, set, and code nodes, plus sticky note for documentation.