Case Study 05
Healthcare Patient Flow Automation
Streamlined patient intake and appointment management that reduced administrative burden and improved clinic throughput.
Problem
A private clinic was running intake on paper forms, with receptionists manually entering data into their system. Appointment reminders were sent by phone call — time-consuming and inconsistently applied. No-show rates were running at 22%, leaving expensive clinical time unfilled. The front desk was handling 60–80 calls per day, most of them routine confirmation calls that a system could handle.
Our solution
We replaced paper intake with a digital form linked to a Supabase backend — patient data captured once and stored correctly. An n8n automation layer sends appointment confirmations via SMS immediately after booking, with reminder sequences at 48 hours and 2 hours before the appointment. Patients can confirm or request rescheduling via SMS reply, with responses handled automatically. Cancellations trigger a re-booking prompt and free the slot for the waiting list.
Architecture
Results
- Patient intake captured digitally — no manual transcription, no data entry errors
- Automated SMS reminders sent at 48h and 2h before every appointment
- Patients can confirm or reschedule via SMS — no phone call needed
- Cancellations automatically free the slot and notify the waiting list
Measurable impact
30%
reduction in appointment no-show rate
50%
decrease in front desk phone workload
22%→15%
no-show rate drop within the first 8 weeks