Route patient intake forms to the right appointment automatically

Reads a patient's symptoms, suggests the right department, and books the appointment on the matching calendar.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"patient submits intake form"]:::trig s0["AI reviews patient symptoms"]:::svc s1["AI assigns matching department"]:::svc s2[("Save patient details to spreadsheet")]:::store trig --> s0 s0 --> s1 gx{"× which department fits symptoms"}:::gate s1 --> gx p00["Book appointment on that calendar"]:::task gx -->|"Department A"| p00 p10["Book appointment on that calendar"]:::task gx -->|"Department B"| p10 jn{"○ Appointment booked"}:::gate p00 --> jn p10 --> jn jn --> s2 out[/"Booked appointment with correct department"/]:::out pay{{"Patients reach the right department faster"}}:::pay s2 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itAn outside serviceA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Spreadsheet & Database OpsScheduling & CalendarEducation & Training
Connects
Cal.comGoogle CalendarGoogle SheetsOpenRouter
Featured in

The problem it solves

Front-desk staff spend time reading through intake forms, guessing which department a patient needs, and manually booking the appointment. Mistakes in routing mean patients get bounced between departments before they see the right person.

Who it fits

Small clinics or healthtech teams prototyping a lightweight, non-clinical intake and scheduling flow.

How it works

  1. Starts when a patient submits an intake form with their symptoms
  2. AI reviews the symptoms and suggests the likely issue
  3. AI assigns the case to the matching department
  4. Books the appointment on that department's calendar
  5. Saves the patient's details to a spreadsheet and skips duplicates
What you get

Patients routed to the right department automatically

You get patient intake symptoms reviewed and routed to the right department, with the appointment booked automatically.

What you get

A booked appointment on the right department's calendar and a spreadsheet record of the patient.

What you need

A Google Workspace account, a Cal.com account, and an OpenRouter API key.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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