n8n Dental Recovery Workflow: Google Sheets + Gmail

Automate Dental Follow-Ups in n8n—From Google Sheets to Gmail (Daily + Weekly)

The n8n Dental Recovery Workflow: Google Sheets + Gmail automatically finds unscheduled, not-yet-recovered dental treatment plans in your Google Sheets, sends the right reminder emails via Gmail, escalates long-unresponsive cases to the front desk, and delivers a weekly recovery summary to the practice owner.

What this workflow does

• Daily scheduled run (every morning): Loads patient and procedure data from your Google Sheet tabs: Patients and ProcedureLog.
• Recovery status + scheduling logic: Identifies treatment plans that are still unscheduled and not marked as recovered, then determines the next action based on the existing follow-up stage.
• Reminder sequence: Sends 1st/2nd/3rd reminder emails after 3/14/30 days as applicable.
• Front desk escalation: If a case remains unresponsive for 45 days, it sends a detailed internal escalation email to the front desk via Gmail for a personal call.
• Prevents repeated outreach: Updates the matching ProcedureLog row in Google Sheets to record that the plan is escalated and should not be contacted automatically again.
• Generic patient reminders: For cases due for the next step, it sends the corresponding patient email and updates ProcedureLog with the new follow-up stage and last contact date.
• Weekly run (every Monday): Recomputes recovery and pipeline totals from ProcedureLog and emails a weekly summary to the practice owner via Gmail.

Use cases

• Dental practices managing unscheduled treatment plans that need consistent follow-up reminders.
• Front desk workflows that require escalation after prolonged inactivity to trigger human outreach.
• SaaS operators and n8n users who want a repeatable Google Sheets + Gmail automation for healthcare-adjacent recovery reporting.

Technical details

• Integrations: Google Sheets (OAuth2) and Gmail (OAuth2)
• n8n nodes/logic: Schedule Trigger, Google Sheets, Gmail, if, code, sticky note
• Setup: Connect OAuth2 credentials; configure your spreadsheet ID and ensure tab names match Patients and ProcedureLog.