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workflows/Send AI pre-op reminders with Google Calendar, Gmail, Sheets, Slack and GPT-4o-13516/readme-13516.md

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+Send AI pre-op reminders with Google Calendar, Gmail, Sheets, Slack and GPT-4o
+
+https://n8nworkflows.xyz/workflows/send-ai-pre-op-reminders-with-google-calendar--gmail--sheets--slack-and-gpt-4o-13516
+
+
+# Send AI pre-op reminders with Google Calendar, Gmail, Sheets, Slack and GPT-4o
+
+## 1. Workflow Overview
+
+**Workflow name:** AI-Powered Patient Pre-Op Reminder & Nurse Alert System  
+**Template title provided:** Send AI pre-op reminders with Google Calendar, Gmail, Sheets, Slack and GPT-4o
+
+**Purpose:**  
+Automate daily pre-operative checklist reminder emails for patients scheduled for surgery, capture patient confirmations via a webhook link, store confirmation status in Google Sheets, and periodically alert staff on Slack when a patient has not confirmed.
+
+**Target use cases:**
+- Clinics/hospitals that schedule surgeries in Google Calendar and want automated, trackable patient readiness confirmations.
+- Operations teams that need a lightweight audit trail (Google Sheets) and escalation (Slack) for missing confirmations.
+
+### 1.1 Daily Intake & Patient Extraction (Calendar → structured patient items)
+Runs every day at 9:00 AM, fetches calendar events, filters “surgery” events, and extracts patient fields from event descriptions.
+
+### 1.2 Link Generation & Data Normalization
+Creates a unique confirmation URL per patient and applies basic cleanup to extracted fields.
+
+### 1.3 AI Email Generation & Delivery (GPT-4o → Gmail)
+Uses Azure OpenAI (gpt-4o) to generate a patient-friendly HTML email + subject, parses the model output into structured JSON, and sends the email via Gmail.
+
+### 1.4 Confirmation Capture (Webhook → Sheets)
+Receives confirmation clicks from patients (GET /confirm), parses query params, and upserts confirmation data to Google Sheets.
+
+### 1.5 Periodic Non-Confirmation Escalation (Sheets → Slack)
+On an hourly schedule, reads the sheet, routes unconfirmed rows, and sends Slack alerts to a specified user.
+
+---
+
+## 2. Block-by-Block Analysis
+
+### Block 1 — Daily Surgery Intake & Patient Extraction
+**Overview:**  
+Triggers daily, retrieves today’s events from Google Calendar, filters only surgery-related events, and extracts patient data fields from the calendar event description.
+
+**Nodes involved:**
+- Schedule Trigger: Daily 9:00 AM
+- Google Calendar: Fetch Today’s Events
+- Extract Surgery Events + Patient Fields
+
+#### Node: Schedule Trigger: Daily 9:00 AM
+- **Type / role:** `Schedule Trigger` — time-based entry point.
+- **Configuration:** Cron expression `0 9 * * *` (daily at 09:00).
+- **Outputs:** Emits one trigger item to Google Calendar node.
+- **Edge cases / failures:**
+  - Timezone depends on n8n instance settings; may not be local clinic timezone unless configured globally.
+
+#### Node: Google Calendar: Fetch Today’s Events
+- **Type / role:** `Google Calendar` — reads calendar events.
+- **Configuration choices:**
+  - Operation: **Get All** events (no explicit time window shown in parameters; relies on node defaults/options).
+  - Calendar selected: `user@example.com` (list mode).
+  - OAuth2 credential: “Google Calendar account -anuj”.
+- **Inputs:** From daily schedule trigger.
+- **Outputs:** A list of calendar events to the Code node.
+- **Edge cases / failures:**
+  - OAuth token expiration / consent issues.
+  - If the node doesn’t constrain to “today” via options, it may fetch more than intended (depends on defaults); consider explicitly setting `timeMin/timeMax` in options if needed.
+  - Events without `description`, `start.dateTime`, or `summary`.
+
+#### Node: Extract Surgery Events + Patient Fields
+- **Type / role:** `Code` — transforms events into structured “patient surgery items”.
+- **Key logic:**
+  - Filters events where `event.summary` contains `"surgery"` (case-insensitive).
+  - Strips HTML tags from `event.description` and normalizes whitespace.
+  - Extracts values with regex for keys:
+    - `patient_name`, `patient_email`, `patient_phone`, `patient_id`, `procedure`
+  - Outputs JSON with:
+    - `event_id`, `surgery_time` (from `event.start.dateTime`), patient fields, `procedure`, `calendar_link` (`event.htmlLink`)
+- **Inputs/outputs:**
+  - Input: Calendar event items.
+  - Output: One item per matching surgery event.
+- **Edge cases / failures:**
+  - Regex extraction is fragile if description formatting varies (multi-word values, line breaks, “key: value” not consistent).
+  - `surgery_time` will be `undefined` for all-day events (`start.date` instead of `start.dateTime`).
+  - If summary doesn’t include the word “surgery”, the event is ignored.
+
+---
+
+### Block 2 — Unique Confirmation Link & Data Cleanup
+**Overview:**  
+Creates a per-patient confirmation URL (with uniqueId) and performs string cleanup on extracted patient fields.
+
+**Nodes involved:**
+- Build Unique Confirmation Link (confirmUrl)
+- Clean Patient Fields (Name/Email/Phone/ID)
+
+#### Node: Build Unique Confirmation Link (confirmUrl)
+- **Type / role:** `Code` — adds tracking identifiers + confirmation link.
+- **Key logic:**
+  - Builds `uniqueId` = `confirm_{patient_id}_{Date.now()}_{index}`.
+  - Builds `confirmUrl`:
+    - `https://n8n.tdwebsites.in/webhook-test/confirm?patient_id=...&uniqueId=...`
+  - Adds `createdAt` ISO timestamp.
+- **Inputs/outputs:**
+  - Input: extracted patient surgery items.
+  - Output: same items enriched with `uniqueId`, `confirmUrl`, `createdAt`.
+- **Important integration note:**
+  - The URL uses `/webhook-test/confirm`, which corresponds to **test** webhooks in n8n. In production it is typically `/webhook/confirm` (unless your instance is configured differently).
+- **Edge cases / failures:**
+  - If `patient_id` is null/empty, uniqueId and confirmUrl become malformed and matching/upsert logic becomes unreliable.
+  - `Date.now()` makes links non-deterministic; retries can generate different links for the same patient/event.
+
+#### Node: Clean Patient Fields (Name/Email/Phone/ID)
+- **Type / role:** `Code` — sanitizes extracted strings.
+- **Key logic:** Removes specific substrings from fields:
+  - `patient_name: replace(' patient_email','')`
+  - `patient_email: replace(' patient_phone','')`
+  - `patient_phone: replace(' patient_id','')`
+  - `patient_id: replace(' procedure','')`
+- **Inputs/outputs:** Enriched patient items → cleaned patient items.
+- **Edge cases / failures:**
+  - This cleanup implies the earlier regex may be over-capturing text fragments. It’s not robust: if formatting differs, cleanup may do nothing or remove valid data.
+  - Only replaces the first occurrence; may leave trailing artifacts.
+
+---
+
+### Block 3 — AI Email Generation & Gmail Delivery
+**Overview:**  
+Uses GPT-4o (Azure OpenAI) to generate a compliant patient email (subject + HTML body) including the confirmation button linking to `confirmUrl`, then sends it via Gmail.
+
+**Nodes involved:**
+- AI: Generate Pre-Op Checklist Email (Subject + HTML Body)
+- LLM: Azure OpenAI Chat Model (gpt-4o)
+- Parse AI Output (Subject/Body JSON)
+- Gmail: Send Pre-Op Checklist Reminder
+
+#### Node: LLM: Azure OpenAI Chat Model (gpt-4o)
+- **Type / role:** LangChain Azure OpenAI chat model node — provides the LLM.
+- **Configuration:**
+  - Model: `gpt-4o`
+  - Credential: “Azure Open AI account”
+- **Connections:** Connected to the Agent node via `ai_languageModel`.
+- **Edge cases / failures:**
+  - Azure deployment/model name mismatch (Azure often requires a deployment name; ensure n8n credential is configured accordingly).
+  - Rate limits, content filters, timeouts.
+
+#### Node: Parse AI Output (Subject/Body JSON)
+- **Type / role:** Structured Output Parser — enforces JSON schema-like output.
+- **Configuration:**
+  - Example schema:
+    ```json
+    { "Subject": " ", "Body": " " }
+    ```
+- **Connections:** Feeds into the Agent node as `ai_outputParser`.
+- **Edge cases / failures:**
+  - If the model returns invalid JSON or extra keys, parsing can fail and stop the email send.
+
+#### Node: AI: Generate Pre-Op Checklist Email (Subject + HTML Body)
+- **Type / role:** LangChain Agent — prompt orchestration to produce the email.
+- **Configuration choices (interpreted):**
+  - Prompt includes the full patient JSON (`{{ JSON.stringify($json, null, 2) }}`).
+  - Requires:
+    - Subject exactly: `"Pre-Surgery Checklist – Action Required"`
+    - HTML body with greeting by name, surgery time + procedure, checklist bullets, green confirmation button linking to `confirmUrl`, and a follow-up warning footer.
+  - System message enforces:
+    - No invented details
+    - No medical advice beyond basic reminders
+    - Output must be valid JSON with exactly keys `Subject` and `Body`
+- **Inputs/outputs:**
+  - Input: cleaned patient item.
+  - Output: Agent result used by Gmail node; Gmail references `{{ $json.output.Subject }}` and `{{ $json.output.Body }}`.
+- **Edge cases / failures:**
+  - Missing `patient_name`, `procedure`, or `surgery_time` results in awkward email text or empty placeholders.
+  - HTML email rendering quirks (some clients strip styles/buttons); ensure button is implemented as a styled `<a>`.
+
+#### Node: Gmail: Send Pre-Op Checklist Reminder
+- **Type / role:** `Gmail` — sends the generated email.
+- **Configuration:**
+  - Subject: `={{ $json.output.Subject }}`
+  - Message (HTML): `={{ $json.output.Body }}`
+  - `appendAttribution`: false
+  - **Send To** is set to an expression `"="` but appears empty (no actual expression provided).
+- **Inputs/outputs:** Receives agent output per patient; sends email.
+- **Critical issue to fix:**
+  - `sendTo` must be set (likely `={{ $json.patient_email }}`), otherwise sending will fail.
+- **Edge cases / failures:**
+  - Gmail OAuth scope/consent issues.
+  - Sending limits / rate limits.
+  - Invalid email addresses extracted from the calendar description.
+
+---
+
+### Block 4 — Patient Confirmation Capture (Webhook → Sheets)
+**Overview:**  
+When the patient clicks the confirmation button, n8n receives the GET request, extracts query params, marks confirmed, and stores it in Google Sheets.
+
+**Nodes involved:**
+- Webhook: Patient Checklist Confirmation (GET /confirm)
+- Parse Query Params + Mark Confirmed (patient_id, uniqueId, confirmedAt)
+- Google Sheets: Upsert Patient Confirmation Status
+
+#### Node: Webhook: Patient Checklist Confirmation (GET /confirm)
+- **Type / role:** `Webhook` — public entry point for confirmation clicks.
+- **Configuration:**
+  - Path: `confirm`
+  - Method: not explicitly shown; typically defaults to GET/POST depending on node settings. The node name implies GET.
+- **Inputs/outputs:** Starts confirmation flow → Code node.
+- **Edge cases / failures:**
+  - If the emailed link uses `/webhook-test/confirm`, it will only work when the workflow is in test mode; use production URL for real usage.
+  - Anyone with the link can confirm; no authentication/signature check is implemented.
+
+#### Node: Parse Query Params + Mark Confirmed (patient_id, uniqueId, confirmedAt)
+- **Type / role:** `Code` — extracts query parameters and creates confirmation records.
+- **Configuration/logic:**
+  - Reads `item.json.query.patient_id` and `item.json.query.uniqueId`.
+  - Cleans by removing `' procedure'` if present.
+  - Outputs:
+    - `patient_id`, `uniqueId`, `confirmed: true`, `confirmedAt` timestamp.
+  - Mentions “in-memory store” but actually just creates an array within execution; it does **not** persist in memory across runs.
+- **Edge cases / failures:**
+  - Missing query params → null patient_id/uniqueId → upsert may create bad rows.
+  - No validation that `uniqueId` matches one originally sent.
+
+#### Node: Google Sheets: Upsert Patient Confirmation Status
+- **Type / role:** `Google Sheets` — append-or-update by patient_id.
+- **Configuration:**
+  - Operation: `appendOrUpdate`
+  - Document: `sample_leads_50` (Google Sheet ID `17rcNd_ZpUQLm0uWEVbD-NY6GyFUkrD4BglvawlyBygM`)
+  - Sheet/tab: `patient data` (gid `208642893`)
+  - Matching column: `patient_id`
+  - Mapped columns include:
+    - `patient_id` ← `{{ $json.patient_id }}`
+    - `confirmed` ← `{{ $json.confirmed }}`
+    - `confirmed_at` ← `{{ $json.confirmed }}` (**bug**: should likely be `{{ $json.confirmedAt }}`)
+- **Edge cases / failures:**
+  - If `confirmed` is stored as string (e.g., `"true"`), downstream boolean checks may fail.
+  - Permissions or sheet structure mismatch (missing columns).
+  - Upsert “match by patient_id” assumes patient_id is stable and unique.
+
+---
+
+### Block 5 — Periodic Confirmation Check & Slack Escalation
+**Overview:**  
+Runs hourly, reads all patient confirmation rows from Sheets, routes confirmed vs not confirmed, and alerts Slack for those not confirmed.
+
+**Nodes involved:**
+- Schedule Trigger: Periodic Confirmation Check
+- Google Sheets: Fetch Patient Confirmation Rows
+- IF: Confirmed = true (route unmatched = not confirmed)
+- Slack: Alert Nurse/Owner — Checklist Not Confirmed
+
+#### Node: Schedule Trigger: Periodic Confirmation Check
+- **Type / role:** `Schedule Trigger` — recurring entry point.
+- **Configuration:** Interval: every `hours` (defaults to every 1 hour).
+- **Outputs:** Triggers Sheets fetch.
+- **Edge cases:**
+  - Frequency might be too high/low; no “4-hour window” logic is enforced in workflow—only “confirmed true vs not”.
+
+#### Node: Google Sheets: Fetch Patient Confirmation Rows
+- **Type / role:** `Google Sheets` — reads rows from the tracking tab.
+- **Configuration:** Reads from same document/sheet as the upsert node.
+- **Outputs:** Row items to IF node.
+- **Edge cases:**
+  - Large sheet sizes can slow executions.
+  - Empty sheet or missing columns.
+
+#### Node: IF: Confirmed = true (route unmatched = not confirmed)
+- **Type / role:** `IF` — branching filter.
+- **Configuration:**
+  - Condition: `{{ $json.confirmed }}` **boolean equals** `true`
+  - Strict type validation enabled.
+  - “Unmatched” path is used for “not confirmed”.
+- **Outputs:**
+  - **True branch:** no downstream node connected.
+  - **False/unmatched branch:** goes to Slack alert node.
+- **Edge cases / failures:**
+  - If Sheets stores `confirmed` as `"TRUE"`, `"true"`, or `1`, strict boolean comparison fails and will incorrectly treat rows as unconfirmed.
+
+#### Node: Slack: Alert Nurse/Owner — Checklist Not Confirmed
+- **Type / role:** `Slack` — sends escalation message to a user.
+- **Configuration:**
+  - Sends a formatted message containing patient identity, procedure, surgery time, contact details, calendar link.
+  - Targets Slack user ID `U09HMPVD466` (select: user).
+  - Credential: “Slack account vivek”.
+- **Edge cases / failures:**
+  - Slack token scopes missing (`chat:write`, user targeting permissions).
+  - Patient fields may be blank if not stored in sheet (current upsert only writes confirmed fields; it does not write patient_name/email/phone unless already present in that matched row).
+
+---
+
+## 3. Summary Table
+
+| Node Name | Node Type | Functional Role | Input Node(s) | Output Node(s) | Sticky Note |
+|---|---|---|---|---|---|
+| Schedule Trigger: Daily 9:00 AM | n8n-nodes-base.scheduleTrigger | Daily entry point for reminder flow | — | Google Calendar: Fetch Today’s Events | ## 📅 Daily Surgery Intake & Patient Extraction; Fetches today’s calendar events and filters only surgery-related entries. • Pulls events from Google Calendar • Extracts patient details from description • Normalizes data for downstream steps |
+| Google Calendar: Fetch Today’s Events | n8n-nodes-base.googleCalendar | Fetch calendar events | Schedule Trigger: Daily 9:00 AM | Extract Surgery Events + Patient Fields | ## 📅 Daily Surgery Intake & Patient Extraction; Fetches today’s calendar events and filters only surgery-related entries. • Pulls events from Google Calendar • Extracts patient details from description • Normalizes data for downstream steps |
+| Extract Surgery Events + Patient Fields | n8n-nodes-base.code | Filter surgery events + extract patient fields | Google Calendar: Fetch Today’s Events | Build Unique Confirmation Link (confirmUrl) | ## 📅 Daily Surgery Intake & Patient Extraction; Fetches today’s calendar events and filters only surgery-related entries. • Pulls events from Google Calendar • Extracts patient details from description • Normalizes data for downstream steps |
+| Build Unique Confirmation Link (confirmUrl) | n8n-nodes-base.code | Generate uniqueId + confirmUrl | Extract Surgery Events + Patient Fields | Clean Patient Fields (Name/Email/Phone/ID) | ## 🔗 Build Unique Patient Confirmation Links; Creates a unique, trackable confirmation URL per patient. • Generates secure confirmUrl • Adds timestamps + IDs • Enables click tracking per patient |
+| Clean Patient Fields (Name/Email/Phone/ID) | n8n-nodes-base.code | Cleanup extracted strings | Build Unique Confirmation Link (confirmUrl) | AI: Generate Pre-Op Checklist Email (Subject + HTML Body) | ## 🔗 Build Unique Patient Confirmation Links; Creates a unique, trackable confirmation URL per patient. • Generates secure confirmUrl • Adds timestamps + IDs • Enables click tracking per patient |
+| AI: Generate Pre-Op Checklist Email (Subject + HTML Body) | @n8n/n8n-nodes-langchain.agent | Create subject + HTML body using AI | Clean Patient Fields (Name/Email/Phone/ID); (LLM + output parser via AI ports) | Gmail: Send Pre-Op Checklist Reminder | ## ✉️ AI Pre-Op Checklist Email Generation; Creates a patient-friendly checklist email using real surgery details. • Personalized subject + HTML body • Includes confirmation button • Safe, non-clinical language |
+| LLM: Azure OpenAI Chat Model (gpt-4o) | @n8n/n8n-nodes-langchain.lmChatAzureOpenAi | LLM provider for the agent | — | AI: Generate Pre-Op Checklist Email (Subject + HTML Body) | ## ✉️ AI Pre-Op Checklist Email Generation; Creates a patient-friendly checklist email using real surgery details. • Personalized subject + HTML body • Includes confirmation button • Safe, non-clinical language |
+| Parse AI Output (Subject/Body JSON) | @n8n/n8n-nodes-langchain.outputParserStructured | Enforce structured JSON output | — | AI: Generate Pre-Op Checklist Email (Subject + HTML Body) | ## ✉️ AI Pre-Op Checklist Email Generation; Creates a patient-friendly checklist email using real surgery details. • Personalized subject + HTML body • Includes confirmation button • Safe, non-clinical language |
+| Gmail: Send Pre-Op Checklist Reminder | n8n-nodes-base.gmail | Send generated email to patient | AI: Generate Pre-Op Checklist Email (Subject + HTML Body) | — | ## 📤 Send Checklist Reminder (Gmail); Sends the pre-op checklist email to the patient. • Uses Gmail for delivery • Supports styled HTML emails • Human-readable patient message |
+| Webhook: Patient Checklist Confirmation (GET /confirm) | n8n-nodes-base.webhook | Entry point for confirmation clicks | — | Parse Query Params + Mark Confirmed (patient_id, uniqueId, confirmedAt) | ## ✅ Patient Confirmation Capture (Webhook); Receives confirmation when the patient clicks the email button. • Parses patient_id + uniqueId • Marks checklist as confirmed • Feeds data into tracking sheet |
+| Parse Query Params + Mark Confirmed (patient_id, uniqueId, confirmedAt) | n8n-nodes-base.code | Parse query params and output confirmation record | Webhook: Patient Checklist Confirmation (GET /confirm) | Google Sheets: Upsert Patient Confirmation Status | ## ✅ Patient Confirmation Capture (Webhook); Receives confirmation when the patient clicks the email button. • Parses patient_id + uniqueId • Marks checklist as confirmed • Feeds data into tracking sheet |
+| Google Sheets: Upsert Patient Confirmation Status | n8n-nodes-base.googleSheets | Append/update confirmation status | Parse Query Params + Mark Confirmed (patient_id, uniqueId, confirmedAt) | — | ## 🧾 Store Confirmation Status (Google Sheets); Stores and updates patient confirmation records for audit and ops visibility. • Upserts confirmation status • Tracks confirmed_at timestamp • Acts as source of truth |
+| Schedule Trigger: Periodic Confirmation Check | n8n-nodes-base.scheduleTrigger | Hourly scan trigger | — | Google Sheets: Fetch Patient Confirmation Rows | ## ⏳ Periodic Confirmation Check; Periodically scans patients who have not confirmed on time. • Reads patient rows from Sheets • Filters confirmed vs not confirmed • Flags risky cases for follow-up |
+| Google Sheets: Fetch Patient Confirmation Rows | n8n-nodes-base.googleSheets | Read tracking sheet rows | Schedule Trigger: Periodic Confirmation Check | IF: Confirmed = true (route unmatched = not confirmed) | ## ⏳ Periodic Confirmation Check; Periodically scans patients who have not confirmed on time. • Reads patient rows from Sheets • Filters confirmed vs not confirmed • Flags risky cases for follow-up |
+| IF: Confirmed = true (route unmatched = not confirmed) | n8n-nodes-base.if | Route confirmed vs not confirmed | Google Sheets: Fetch Patient Confirmation Rows | (true branch none), Slack: Alert Nurse/Owner — Checklist Not Confirmed (false/unmatched) | ## ⏳ Periodic Confirmation Check; Periodically scans patients who have not confirmed on time. • Reads patient rows from Sheets • Filters confirmed vs not confirmed • Flags risky cases for follow-up |
+| Slack: Alert Nurse/Owner — Checklist Not Confirmed | n8n-nodes-base.slack | Escalation alert to staff | IF: Confirmed = true (route unmatched = not confirmed) | — | ## 🚨 Alert Care Team for Missing Confirmations; Notifies nurse or owner when a patient has not confirmed the checklist. • Sends full patient context to Slack • Highlights surgery time + procedure • Enables fast manual follow-up |
+| Sticky Note | n8n-nodes-base.stickyNote | Documentation/comment | — | — | ## 🏥 AI-Powered Patient Pre-Op Reminder & Nurse Alert System; (contains overview, setup checklist, customization ideas) |
+| Sticky Note1 | n8n-nodes-base.stickyNote | Documentation/comment | — | — | ## 📅 Daily Surgery Intake & Patient Extraction; Fetches today’s calendar events and filters only surgery-related entries. • Pulls events from Google Calendar • Extracts patient details from description • Normalizes data for downstream steps |
+| Sticky Note2 | n8n-nodes-base.stickyNote | Documentation/comment | — | — | ## 🔗 Build Unique Patient Confirmation Links; Creates a unique, trackable confirmation URL per patient. • Generates secure confirmUrl • Adds timestamps + IDs • Enables click tracking per patient |
+| Sticky Note3 | n8n-nodes-base.stickyNote | Documentation/comment | — | — | ## ✉️ AI Pre-Op Checklist Email Generation; Creates a patient-friendly checklist email using real surgery details. • Personalized subject + HTML body • Includes confirmation button • Safe, non-clinical language |
+| Sticky Note4 | n8n-nodes-base.stickyNote | Documentation/comment | — | — | ## 📤 Send Checklist Reminder (Gmail); Sends the pre-op checklist email to the patient. • Uses Gmail for delivery • Supports styled HTML emails • Human-readable patient message |
+| Sticky Note5 | n8n-nodes-base.stickyNote | Documentation/comment | — | — | ## ✅ Patient Confirmation Capture (Webhook); Receives confirmation when the patient clicks the email button. • Parses patient_id + uniqueId • Marks checklist as confirmed • Feeds data into tracking sheet |
+| Sticky Note6 | n8n-nodes-base.stickyNote | Documentation/comment | — | — | ## 🧾 Store Confirmation Status (Google Sheets); Stores and updates patient confirmation records for audit and ops visibility. • Upserts confirmation status • Tracks confirmed_at timestamp • Acts as source of truth |
+| Sticky Note7 | n8n-nodes-base.stickyNote | Documentation/comment | — | — | ## ⏳ Periodic Confirmation Check; Periodically scans patients who have not confirmed on time. • Reads patient rows from Sheets • Filters confirmed vs not confirmed • Flags risky cases for follow-up |
+| Sticky Note8 | n8n-nodes-base.stickyNote | Documentation/comment | — | — | ## 🚨 Alert Care Team for Missing Confirmations; Notifies nurse or owner when a patient has not confirmed the checklist. • Sends full patient context to Slack • Highlights surgery time + procedure • Enables fast manual follow-up |
+| Sticky Note9 | n8n-nodes-base.stickyNote | Documentation/comment | — | — | ## 🔐 Credentials & Safety Notes; • Google Calendar OAuth • Gmail OAuth2 • Azure OpenAI API • Google Sheets OAuth • Slack API; Do not include medical advice beyond basic reminders. Always keep human follow-up in the loop for non-confirmed patients. |
+
+---
+
+## 4. Reproducing the Workflow from Scratch
+
+### A) Create the daily reminder flow (Calendar → AI → Gmail)
+1. **Add node:** *Schedule Trigger*  
+   - Name: `Schedule Trigger: Daily 9:00 AM`  
+   - Rule: Cron → `0 9 * * *` (set timezone in n8n settings as needed)
+
+2. **Add node:** *Google Calendar*  
+   - Name: `Google Calendar: Fetch Today’s Events`  
+   - Operation: **Get All**  
+   - Calendar: select the target calendar (e.g., the surgeon/clinic calendar)  
+   - Credentials: connect **Google Calendar OAuth2**  
+   - (Recommended) In **Options**, set a “today” window (timeMin/timeMax) to avoid pulling irrelevant dates.
+
+3. **Connect:** Schedule Trigger → Google Calendar
+
+4. **Add node:** *Code*  
+   - Name: `Extract Surgery Events + Patient Fields`  
+   - Paste logic that:
+     - filters events by `summary` containing “surgery”
+     - strips HTML from description
+     - extracts `patient_name`, `patient_email`, `patient_phone`, `patient_id`, `procedure`
+     - outputs `event_id`, `surgery_time`, `calendar_link`
+
+5. **Connect:** Google Calendar → Extract Surgery Events
+
+6. **Add node:** *Code*  
+   - Name: `Build Unique Confirmation Link (confirmUrl)`  
+   - Generate:
+     - `uniqueId` using patient_id + timestamp
+     - `confirmUrl` pointing to your n8n webhook URL  
+       - Use **production** URL format (typical):  
+         `https://<your-n8n-domain>/webhook/confirm?patient_id=...&uniqueId=...`
+       - Only use `/webhook-test/` for testing.
+
+7. **Connect:** Extract Surgery Events → Build Unique Confirmation Link
+
+8. **Add node:** *Code*  
+   - Name: `Clean Patient Fields (Name/Email/Phone/ID)`  
+   - Apply field cleanup (or replace with more robust parsing if you control the calendar description format).
+
+9. **Connect:** Build Unique Confirmation Link → Clean Patient Fields
+
+10. **Add node:** *AI Agent* (LangChain Agent)  
+    - Name: `AI: Generate Pre-Op Checklist Email (Subject + HTML Body)`  
+    - Prompt: include `{{ JSON.stringify($json, null, 2) }}` and require:
+      - JSON output with exactly `Subject` and `Body`
+      - HTML body with confirmation button linking to `confirmUrl`
+    - System message: enforce “no invented details” and non-clinical reminders only.
+
+11. **Add node:** *Azure OpenAI Chat Model*  
+    - Name: `LLM: Azure OpenAI Chat Model (gpt-4o)`  
+    - Model: `gpt-4o`  
+    - Credentials: connect **Azure OpenAI** (endpoint, key, and deployment/model mapping as required by n8n)
+
+12. **Add node:** *Structured Output Parser*  
+    - Name: `Parse AI Output (Subject/Body JSON)`  
+    - Provide schema example with keys `Subject` and `Body`.
+
+13. **Connect AI ports:**
+    - LLM node → Agent node via **ai_languageModel**
+    - Output Parser node → Agent node via **ai_outputParser**
+
+14. **Connect main flow:** Clean Patient Fields → AI Agent
+
+15. **Add node:** *Gmail*  
+    - Name: `Gmail: Send Pre-Op Checklist Reminder`  
+    - Operation: Send  
+    - **To:** set to `={{ $json.patient_email }}` (this is required; the provided workflow has this misconfigured)  
+    - **Subject:** `={{ $json.output.Subject }}`  
+    - **Message (HTML):** `={{ $json.output.Body }}`  
+    - Credentials: connect **Gmail OAuth2**
+
+16. **Connect:** AI Agent → Gmail
+
+---
+
+### B) Create the confirmation capture flow (Webhook → Sheets)
+17. **Add node:** *Webhook*  
+    - Name: `Webhook: Patient Checklist Confirmation (GET /confirm)`  
+    - Path: `confirm`  
+    - Method: GET (or allow GET)  
+    - Activate workflow to obtain the production webhook URL.
+
+18. **Add node:** *Code*  
+    - Name: `Parse Query Params + Mark Confirmed (patient_id, uniqueId, confirmedAt)`  
+    - Read query params `patient_id` and `uniqueId` and output:
+      - `patient_id`, `uniqueId`, `confirmed: true`, `confirmedAt` (ISO timestamp)
+
+19. **Connect:** Webhook → Parse Query Params code node
+
+20. **Add node:** *Google Sheets*  
+    - Name: `Google Sheets: Upsert Patient Confirmation Status`  
+    - Operation: **Append or Update**  
+    - Spreadsheet: select your tracking sheet  
+    - Tab: e.g., `patient data`  
+    - Matching column: `patient_id`  
+    - Map fields:
+      - `patient_id` ← `={{ $json.patient_id }}`
+      - `uniqueId` ← `={{ $json.uniqueId }}` (recommended)
+      - `confirmed` ← `={{ $json.confirmed }}`
+      - `confirmed_at` ← `={{ $json.confirmedAt }}` (**recommended fix**)
+    - Credentials: connect **Google Sheets OAuth2**
+
+21. **Connect:** Parse Query Params → Google Sheets Upsert
+
+---
+
+### C) Create the periodic escalation flow (Sheets → IF → Slack)
+22. **Add node:** *Schedule Trigger*  
+    - Name: `Schedule Trigger: Periodic Confirmation Check`  
+    - Interval: every 1 hour (or your choice)
+
+23. **Add node:** *Google Sheets*  
+    - Name: `Google Sheets: Fetch Patient Confirmation Rows`  
+    - Operation: Read/Get Many (default “read rows” behavior)  
+    - Same document + tab as above
+
+24. **Connect:** Periodic Schedule Trigger → Fetch Patient Confirmation Rows
+
+25. **Add node:** *IF*  
+    - Name: `IF: Confirmed = true (route unmatched = not confirmed)`  
+    - Condition: `{{$json.confirmed}}` equals boolean `true`
+    - If your sheet stores strings, either:
+      - convert to boolean upstream, or
+      - change condition to string compare (`"true"`), or
+      - disable strict type validation.
+
+26. **Connect:** Fetch Patient Confirmation Rows → IF
+
+27. **Add node:** *Slack*  
+    - Name: `Slack: Alert Nurse/Owner — Checklist Not Confirmed`  
+    - Target: user (or channel)  
+    - Message: include patient_name/id/procedure/surgery_time/contact/calendar_link  
+    - Credentials: connect **Slack API** with `chat:write` permissions
+
+28. **Connect:** IF “false/unmatched” output → Slack node  
+    - Leave “true” output unconnected (or add logging).
+
+---
+
+## 5. General Notes & Resources
+
+| Note Content | Context or Link |
+|---|---|
+| This workflow automates pre-surgery checklist reminders, captures confirmations, stores status in Sheets, and alerts staff on Slack for non-confirmations. | From sticky note “🏥 AI-Powered Patient Pre-Op Reminder & Nurse Alert System” |
+| Setup checklist: Google Calendar OAuth; Azure OpenAI credentials; Gmail OAuth2; Google Sheets; Slack API | Same sticky note |
+| Safety: Do not include medical advice beyond basic reminders; keep human follow-up in the loop for non-confirmed patients. | From “🔐 Credentials & Safety Notes” sticky note |
+| Customization ideas: change reminder cadence; add SMS reminders; add nurse assignment logic per procedure | From main overview sticky note |
+
+### Notable implementation gaps to address (recommended)
+- **Gmail sendTo is not set** → set `sendTo = {{$json.patient_email}}`.
+- **confirmUrl uses `/webhook-test/`** → switch to production `/webhook/` for real patient use.
+- **Sheets mapping bug:** `confirmed_at` currently maps to `confirmed` instead of `confirmedAt`.
+- **No “4-hour window” logic is enforced** in the periodic check; it only checks confirmed vs not. Add time comparison using `createdAt`/`surgery_time` and a threshold.
+- **Boolean strict IF may misroute** if Sheets stores `confirmed` as text; normalize types before IF.