Dental Ai Receptionist

Complete AI voice receptionist system for dental practices. 12 workflows covering inbound call routing, appointment booking, reminders, no-show followup, can...

Security Scan

The skill's declared requirements and runtime instructions are coherent with a dental receptionist automation: the many environment variables and webhook integrations match the workflows and appear necessary for calendar, SMS/voice, CRM, and PMS integration.

Purpose & Capability

Name/description (AI voice receptionist for dental practices) align with required services: Twilio (voice/SMS), Vapi (AI voice), Google Sheets/Calendar, PMS and HubSpot for CRM/PMS sync, and OpenAI for summaries/FAQ. None of the required env vars or credentials appear unrelated to the stated functionality.

Instruction Scope

SKILL.md + workflow JSONs instruct n8n flows that parse inbound call payloads, log to Google Sheets, create/delete calendar events, call Vapi endpoints, send SMS via Twilio, update PMS/CRM, and email staff. All referenced files, webhooks, and env vars are within the receptionist use case; the instructions do not request unrelated system files or credentials.

Install Mechanism

Instruction-only skill with no install spec and no code files written to disk. Lowest install risk — nothing is downloaded or installed by the skill itself.

Credentials

A large number of sensitive environment variables are required (Twilio, Vapi, PMS, HubSpot, Google credentials, etc.). These are proportionate to the integrations shown, but they are highly sensitive because they provide access to PHI and external systems — treat them as high-risk secrets and provide least-privileged/scoped credentials where possible.

Persistence & Privilege

always:false and no install-time persistence or modification of other skills. The skill runs as n8n workflow definitions and will act when webhooks/triggers fire; it does not request permanent platform-level presence or modify system/other-skill configs.

Assessment

This skill appears internally consistent for an automated dental receptionist, but it will handle and transmit protected patient data (names, phone numbers, appointment details, call transcripts and recordings). Before installing: 1) Verify the source/author and run in a staging environment with test data. 2) Only provide scoped, least-privilege API keys (separate test accounts where possible); do not supply full-admin keys. 3) Confirm legal/regulatory requirements (HIPAA/PDPA): ensure you have BAAs or equivalent with third-party services (Twilio, Google, Vapi, OpenAI, PMS, HubSpot) before sending PHI. 4) Audit webhook endpoints (N8N_WEBHOOK_BASE) and ensure they point to a secure, private n8n instance. 5) Rotate credentials and enable logging/alerts for unexpected activity. 6) Review and limit OpenAI usage or remove PHI from prompts if you cannot ensure the model/vendor supports PHI handling. 7) Test fail-safes for emergency routing and verify that recording URLs and other links are secured (access-controlled) to avoid accidental public exposure.

A production-ready, 12-workflow AI voice receptionist system for dental practices. Handles inbound calls, appointment booking, reminders, cancellations, waitlist management, patient recall, and staff escalation — fully automated.

Problem

Dental practices lose revenue from missed calls, no-shows, and manual scheduling overhead. Front desk staff spend 60-70% of their time on phone calls that could be automated. After-hours calls go to voicemail and patients book elsewhere.

This system provides 24/7 AI-powered call handling, automated reminders, and intelligent patient management.

What It Does

1. Inbound Call Routing — AI answers calls, identifies intent (booking, cancellation, FAQ, emergency), routes accordingly
2. Appointment Booking — Books appointments with calendar integration and SMS confirmation
3. Smart Reminders — Sends 48h, 24h, and 2h reminders to reduce no-shows
4. No-Show Followup — Automatically follows up with patients who miss appointments
5. Cancellation & Waitlist — Handles cancellations and fills gaps from waitlist
6. After-Hours Capture — Captures calls outside business hours for next-day followup
7. Patient Recall — Proactive outreach for overdue care (cleanings, checkups)

Included Workflows

#	File	Purpose
01	01-inbound-call-handler.json	Call intake, intent classification, business hours routing
02	02-appointment-booking.json	Book appointments, calendar sync, PMS integration
03	03-appointment-reminders.json	Multi-stage reminders (48h, 24h, 2h before)
04	04-noshow-followup.json	Detect no-shows, send followup messages
05	05-cancellation-waitlist.json	Process cancellations, auto-fill from waitlist
06	06-after-hours-capture.json	Capture after-hours calls for next-day callback
07	07-patient-recall.json	Recall campaigns for overdue patients
08	08-faq-handler.json	AI-powered answers to common questions
09	09-staff-escalation.json	AI summary + alert for calls needing human attention
10	10-crm-sync.json	Sync patient data with CRM (HubSpot, PMS)
11	11-daily-report.json	Daily metrics email (calls, bookings, no-shows, etc.)
12	12-sms-reply-handler.json	Process inbound SMS replies from patients

Architecture

Inbound Call (Vapi AI Voice)
    |
    v
Workflow 01: Intent Classification
    |
    +-- Booking ---------> Workflow 02: Appointment Booking
    |                           |
    |                           v
    |                      Google Calendar + PMS
    |
    +-- Cancellation ----> Workflow 05: Cancel + Waitlist Fill
    |
    +-- FAQ -------------> Workflow 08: AI FAQ Response
    |
    +-- Emergency -------> Workflow 09: Staff Escalation
    |
    +-- After Hours -----> Workflow 06: Capture for Callback
    |
    +-- All Events ------> Workflow 10: CRM Sync
                                |
                                +-> Google Sheets (Call Log, Appointments, Patients)
                                +-> HubSpot CRM (optional)

Scheduled:
+-- Workflow 03: Appointment Reminders (hourly check)
+-- Workflow 04: No-Show Followup (every 2 hours)
+-- Workflow 07: Patient Recall (weekly)
+-- Workflow 11: Daily Report (once daily)
+-- Workflow 12: SMS Reply Handler (webhook-triggered)

Required n8n Credentials

Credential Type	Used For	Placeholder in JSON
Google Sheets OAuth2	Call logs, appointments, patient records	YOUR_GOOGLE_SHEETS_CREDENTIAL_ID
SMTP (Gmail or custom)	Reminders, reports, notifications	YOUR_SMTP_CREDENTIAL_ID
Google Calendar OAuth2	Appointment scheduling	Set via GOOGLE_CALENDAR_CRED_ID env
OpenAI	FAQ answer generation, call summaries	Set via OPENAI_CRED_ID env
Twilio	Voice calls, SMS messaging	Set via TWILIO_CRED_ID env

Environment Variables

# Google Sheets
DENTAL_CALL_LOG_SHEET_ID=your-sheet-id
DENTAL_APPOINTMENTS_SHEET_ID=your-sheet-id
DENTAL_PATIENTS_SHEET_ID=your-sheet-id

# Google Calendar
DENTAL_CALENDAR_ID=your-calendar-id

# Clinic Details
DENTAL_CLINIC_NAME=Your Dental Practice
DENTAL_CLINIC_PHONE=[phone]
DENTAL_CLINIC_EMAIL=[e-mail]
DENTAL_CLINIC_ADDRESS=123 Main St, Your City
DENTAL_EMERGENCY_PHONE=[phone]
DENTAL_DENTIST_PHONE=[phone]
DENTAL_STAFF_EMAIL=[e-mail]
DENTAL_OWNER_EMAIL=[e-mail]

# Vapi AI Voice
VAPI_API_KEY=your-vapi-key
VAPI_API_URL=https://api.vapi.ai
VAPI_REMINDER_ASSISTANT_ID=your-reminder-assistant-id
VAPI_NOSHOW_ASSISTANT_ID=your-noshow-assistant-id
VAPI_WAITLIST_ASSISTANT_ID=your-waitlist-assistant-id
VAPI_RECALL_ASSISTANT_ID=your-recall-assistant-id

# Twilio
TWILIO_PHONE_NUMBER=[phone]
TWILIO_CRED_ID=your-n8n-twilio-credential-id

# n8n Infrastructure
N8N_WEBHOOK_BASE=https://your-n8n-instance.com/webhook
GOOGLE_CALENDAR_CRED_ID=your-n8n-google-calendar-credential-id
OPENAI_CRED_ID=your-n8n-openai-credential-id

# Optional (CRM / Practice Management)
HUBSPOT_API_KEY=your-hubspot-key
PMS_API_URL=https://your-pms.com/api
PMS_API_KEY=your-pms-key

Google Sheets Schema

Call Log

Column	Type	Description
call_id	text	Unique call identifier
caller_phone	text	Caller's phone number
caller_name	text	Patient name (if identified)
intent	text	booking / cancellation / faq / escalation / after-hours
timestamp	datetime	Call timestamp
duration	number	Call duration in seconds
summary	text	AI-generated call summary
outcome	text	booked / cancelled / answered / escalated / captured

Appointments

Column	Type	Description
appointment_id	text	Unique ID
patient_name	text	Patient full name
patient_phone	text	Phone number
service_type	text	cleaning / checkup / filling / crown / etc.
date	date	Appointment date
time	text	Appointment time
status	text	confirmed / reminded / completed / no-show / cancelled
showed_up	boolean	Whether patient attended
reminder_48h	boolean	48h reminder sent
reminder_24h	boolean	24h reminder sent
reminder_2h	boolean	2h reminder sent

Patients

Column	Type	Description
patient_phone	text	Primary key
patient_name	text	Full name
email	text	Email address
last_service	text	Most recent service type
last_visit	date	Most recent visit date
recall_status	text	due / notified / scheduled / completed
total_visits	number	Lifetime visit count

Quick Start

1. Prerequisites

• n8n v2.4+ (self-hosted)
• Vapi.ai account (AI voice calls)
• Twilio account (phone number + SMS)
• Google Sheets OAuth2 credentials
• Google Calendar API access

2. Create Sheets

Set up 3 Google Sheets with the schemas above: Call Log, Appointments, Patients. Optionally add Waitlist, Escalations, After-Hours Queue, and Daily Reports sheets.

3. Configure Vapi Assistant

Create a Vapi assistant with your dental practice's greeting, business hours, services, and FAQ responses.

4. Import Workflows

Import all 12 JSON files into n8n. Replace all YOUR_* placeholders and set environment variables.

5. Activate

Activate workflows in order: 01 first (inbound handler), then the rest. Test with a phone call to your Vapi number.

Use Cases

1. Solo dental practices — Replace or augment front desk with 24/7 AI receptionist
2. Multi-location dental groups — Centralized call handling across clinics
3. Dental service organizations (DSOs) — Scalable patient communication
4. Orthodontic practices — Long appointment cycles benefit from recall automation
5. Dental IT providers — Offer AI receptionist as a managed service to clients

Revenue Potential

• For practices: Reduce missed calls by 80%+, no-shows by 30-50%
• As a service: Charge $500-1,500/month per dental practice
• Per-call pricing: $1-3 per handled call

Requirements

• n8n v2.4+ (self-hosted recommended)
• Vapi.ai account ($0.05-0.10 per minute)
• Twilio account ($0.0075 per SMS)
• Google Sheets + Calendar API credentials
• Optional: HubSpot CRM, Dentrix/Eaglesoft/OpenDental PMS