Health Care Appointment Management Automation

Challenge

Appointment requests arrived by email in inconsistent formats — sometimes plain text, sometimes with PDF attachments — requiring staff to manually extract details and create calendar events.
This repetitive task caused delays, double-bookings, and occasional missed appointments, adding unnecessary admin overhead.

Solution

We built an automation that reads appointment request emails, extracts structured details using GPT-4o, and instantly creates color-coded Google Calendar events.
The workflow parses both email bodies and attachments, logs entries to Google Sheets to prevent duplicates, and sends success or error notifications automatically.

Impact

• 6–8 hours saved weekly (no more manual scheduling)

• ~90 % reduction in admin time — equivalent to ~24 FTE hours/month eliminated

• ~98 % accuracy in event creation and duplicate prevention

• Appointments appear instantly upon receiving the email — coordination happens same-day