The template
Adapted from the steps the source described. Fill in the [BRACKETS].
When a new lead arrives from [AD SOURCE]:
1. Within 2 minutes, call them as [CLINIC]'s assistant. Confirm what they enquired about, answer basic questions from [FAQ], and offer two appointment slots from [CALENDAR].
2. If they book: send a WhatsApp + email confirmation, then reminders 24h and 2h before.
3. If no answer or no booking: send a WhatsApp message right away, an email the same day, and follow up on day 1, 3 and 7. Stop as soon as they reply or book.
4. Log every call, message and outcome to [CRM].
5. If they ask a medical question or want a person, message [STAFF CHAT] with their name, number and question.
What they did
- Built in n8n, triggered by Meta Lead Ads.
- Retell voice agent calls the lead within 2 minutes.
- WhatsApp and email sequences follow up with people who don't book.
- Books appointments, sends reminders, and logs to the clinic CRM (GetWeave).
- Pings staff on Telegram when a lead needs a human.
Summary written by Agent Cookbook. Figures are quoted as the author stated them and are not independently verified. See the original for full context.
Approval rule
🛡
Medical questions go to staff. The agent only books, reminds and answers logistics.
Set it up
- Connect the ad lead form to n8n.
- Set up the voice agent with the clinic FAQ and calendar.
- Build the WhatsApp/email follow-up branch.
- Connect the CRM and the staff alert.
- Track booked rate before and after so you can show the client.
Common failures
⚠
- Calling hours after the lead came in; speed is the whole point.
- Following up after someone already booked; check the CRM first.
Variations
- Use for dentists, med spas or physio clinics.
- Replace the call with SMS for leads who prefer text.
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