- Vapi
- n8n
- Google Calendar API
- Claude API
- CRM Integration
- Real project
AI Voice Receptionist for Dental Clinic /Real Project
Answers every call 24/7 and books appointments in Google Calendar
Built a complete AI voice receptionist for Maple Dental Hygiene, an independent dental hygiene clinic in Ontario, Canada. The system answers every inbound call 24/7 using Vapi as the voice AI layer and n8n as the backend automation engine. It handles four core call types: booking new appointments, rescheduling existing ones, cancelling appointments, and answering general clinic questions — all connected to Google Calendar for real-time availability checking.
- Timeline
- 3 weeks
- Rating
- ★ 5.0
- Category
- AI Agents
At a glance
- Problem
- The dental clinic was missing calls during lunch breaks, after hours, and busy periods — leading to lost patients and scheduling gaps.
- What I built
- Built an AI voice receptionist on Vapi that picks up every call instantly — 24/7, no hold music, no voicemail.
- Tools
- Vapi, n8n, Google Calendar API, Claude API, CRM Integration
- Result
- Client rating ★ 5.0 out of 5
The problem
The dental clinic was missing calls during lunch breaks, after hours, and busy periods — leading to lost patients and scheduling gaps. The receptionist was spending the majority of their day on routine calls (booking, rescheduling, cancellations) instead of focusing on in-office patient experience. Voicemail was unreliable — patients rarely left messages and simply called a competitor instead.
How it works
- 01Patient calls the clinic → Vapi AI picks up instantly with a professional greeting
- 02AI identifies call intent: new booking, reschedule, cancel, or general question
- 03For bookings: asks patient name, service type, preferred date and time
- 04n8n webhook checks if caller is an existing patient via CRM lookup
- 05If new patient → creates a CRM record automatically
- 06Google Calendar API checks real-time availability for the requested slot
- 07Appointment is created in Google Calendar with all patient details
- 08AI confirms the booking verbally: service, date, time, and any prep instructions
- 09For FAQ questions: AI searches a custom knowledge base and responds naturally
What I built
Built an AI voice receptionist on Vapi that picks up every call instantly — 24/7, no hold music, no voicemail. The AI handles the complete booking flow: checks if the caller is an existing patient, looks up available time slots via Google Calendar, books the appointment, and confirms all details verbally. For rescheduling and cancellations, it looks up the existing booking and handles the change. For general questions, it pulls from a custom knowledge base covering services, pricing policy, and clinic information.
Stack
- Vapi
- n8n
- Google Calendar API
- Claude API
- CRM Integration