Voice-first appointment booking patients call in, an AI matches them to the right doctor and books the visit automatically.
Managing patient appointment requests manually can be inefficient and prone to missed opportunities. Built for Harborcrest Health Partners, this RAG-powered voice agent listens to a caller's request, answers business-specific questions about the practice, checks provider availability, and collects the caller's information before booking the appointmentall without human intervention. If the requested slot is unavailable, the system intelligently suggests a new time and completes the booking automatically.
The agent is grounded in the practice's own knowledge base so it can answer questions about services and policies accurately rather than guessing, then hands off cleanly into scheduling once it has matched the caller to the right doctor. This voice-first interface enhances patient experience while reducing operational load for healthcare providers, who no longer need front-desk staff to triage every inbound call.
n8n 
Supabase 
Google Gemini ElevenLabs 
RAG Retrieval Front-desk staff had to manually triage and handle every inbound appointment call, creating a staffing bottleneck for practices like Harborcrest Health Partners.
When a caller's requested time slot wasn't available, the process relied on asking the caller to call back rather than resolving the conflict on the spot, leading to missed booking opportunities.
Practices had no way to answer callers' business-specific questions (services, policies) and route them to the right provider without a human first triaging the call.
ElevenLabs voice interface that listens to a caller's request and detects the medical need.
RAG-powered knowledge base that answers business-specific questions about the practice mid-call.
Automatic routing to the right doctor based on detected specialization, no human triage.
Real-time availability checks against provider calendars before offering a slot.
Caller information capture that pre-fills the appointment record without a separate intake step.
Smart rebooking logic that suggests and confirms a new slot when the requested time is unavailable.
n8n, Supabase, and Gemini pipeline orchestrating the full call-to-confirmed-booking flow.
Enabled Harborcrest Health Partners to handle inbound appointment calls end-to-end without staffing a front desk to triage every request.
Resolved scheduling conflicts automatically via smart rebooking instead of asking callers to call back, reducing missed-opportunity bookings.
Delivered instant, 24/7 conversational booking with accurate, context-aware responses via RAG-powered knowledge retrieval.
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