AI Automation
AI Email Assistant for a Dental Clinic
Reads patient emails and replies automatically with policy-constrained answers from a fixed clinic knowledge base. Unknown questions get a polite "please call us" instead of a guess.
How it flows
- 1Gmail trigger watches the clinic inbox
- 2AI Agent answers using only the clinic facts in its prompt
- 3Reply is sent back to the patient
The problem
A dental clinic gets dozens of emails a day asking the same things: opening hours, consultation fee, whether teeth whitening is available, how to book. The owner wanted replies without a human in the loop — but without wrong information either.
What I built
An n8n workflow with a Gmail trigger, an AI Agent, and a Gmail send node.
The prompt is the important part. It contains the complete clinic knowledge base (name, hours, Friday closed, $20 consultation fee, whitening, braces, emergency hours, booking phone number) and a set of rules:
- Answer only from the facts above.
- Do not invent prices, insurance details, doctor names, discounts, or locations.
- If asked about appointments, include the exact booking sentence with the phone number.
- If the question is not covered, reply: “We do not currently have information regarding that request” and give the phone number.
- Never mention AI or automation.
- Start every reply with “Thank you for contacting SmileCare Dental Clinic.” and end with a fixed signature.
Extended version
A later version adds a Structured Output Parser and an If node. Confident answers are sent immediately; uncertain ones are saved as a Gmail draft so a staff member can check them first.
Result
Five test conversations — including an off-topic insurance question — were answered correctly and in the right tone. The workflow is small enough to explain to a clinic owner in one minute.
