AI SDR System: 24/7 Patient Lead Nurturing & Qualification Pipeline
Two asynchronous n8n workflows replacing the entire SDR function — dynamic scheduling fires calls immediately during business hours or queues until 9am otherwise, and GPT-4 post-call analysis classifies every transcript into a binary booking-intent flag that routes warm leads automatically.
100%
Leads contacted
0s
Delay during business hours
Binary
AI booking-intent classification
0
Manual logging steps
The Problem
- The clinic needed 100% of leads contacted without adding headcount.
- Leads submitted overnight and on weekends waited 8–72 hours for a callback.
- Human agents introduced variability in script adherence and logging accuracy — quality depended on who was working.
- Manual call logging to Google Sheets was delayed and error-prone.
- Voicemails and unanswered calls disappeared into a 'called' status without structured follow-up.
- No real-time visibility into which leads were warm vs. cold.
The Solution
Flow 1 — Intelligent Outreach & Dynamic Scheduling
- Webhook ingests lead data (Name, Phone, Email, Service Requested).
- JavaScript node calculates current time in America/New_York (EST) against Mon–Fri 9AM–8PM window, exports `call_action` = `call_now` or `schedule_call`.
- If `call_now`: HTTP request fires to Retell AI immediately with dynamic expressions `{{$json["phone"]}}`, `{{$json["name"]}}`.
- If `schedule_call`: Wait node pauses until next 9AM business window then fires.
Flow 2 — Post-Call AI Analysis & Follow-up Triage
- Retell `call_analyzed` webhook
- If filter checks event type
- Google Sheets append (transcript, AI summary, call status, recording URL to 'Summarized Call Tracking' sheet)
- GPT-4.1-nano prompt: 'Did the lead explicitly discuss booking — mention specific dates or times?'
- Boolean output `true`/`false`.
- If true: WhatsApp appointment link (WASenderAPI) + Gmail confirmation sent simultaneously, Google Sheets CRM updated to 'Called'.
- If false: Retell status check — `not_connected` or `voicemail_reached`
- `Follow Up Needed` flag written to CRM.
Walkthrough
Results
Every lead contacted at the optimal time — immediately during EST business hours (Mon–Fri 9AM–8PM), at exactly 9AM next business day otherwise
AI post-call classification converts every qualitative transcript into a binary booking-intent flag (true/false) with zero human review
Warm leads (booking intent = true) receive appointment scheduling link via WhatsApp AND Gmail confirmation simultaneously — automated within seconds of call ending
Failed calls (not_connected, voicemail_reached) automatically set a Follow Up Needed flag in the CRM, creating a prioritised queue for human reps
Full compliance audit trail: transcript, AI summary, recording URL, and call status appended to 'Summarized Call Tracking' Google Sheet on every call without exception
Zero manual data entry — no human touches the CRM between lead submission and follow-up routing
Tech Stack
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