AI Dental Receptionist Built with Retell AI, Cal.com & n8n
A fully automated voice-based dental receptionist that answers calls, books appointments, handles complaints, routes emergencies, and transfers to liv
Download the Workflow Files
Want to Go Further?
If you want to learn faster and build advanced automations:
👉 Join the community:
https://link.thesohailjafri.me/join-skool
📺 Free tutorials:
https://www.youtube.com/@ai_with_sohail
💼 Paid consulting / builds:
https://link.thesohailjafri.me/contact-ai
Complete System Overview
This project is a fully automated, voice-based dental receptionist system built using Retell AI, Cal.com, and n8n.
It answers incoming calls, understands caller intent, books or manages appointments, files complaints, handles emergency scenarios safely, and transfers calls to real staff when needed.
The system operates as “Myra” — a friendly, professional virtual receptionist with strict conversation rules, medical safety logic, and seamless human handoff.
🎯 Core Capabilities
Intelligent call triage and intent detection
Appointment booking, cancellation, and rescheduling via Cal.com
Complaint intake through structured voice flows
Emergency detection & safe medical routing
Warm and cold transfers to live dental staff
Multi-agent architecture (Main, Appointment, Complaint)
🧠 How the System Works
1. Call Starts → Main Receptionist Agent (Retell AI)
Greets the caller and identifies intent:
Appointment
Complaint
Medical question
Transfer request
Emergency
Applies global tone, identity, and safety rules
Routes the caller to the correct agent automatically
2. Appointment Agent (Cal.com Integration)
Triggered when callers want to:
Book
Cancel
Reschedule appointments
Capabilities:
Check real-time availability
Book appointments
Cancel or reschedule existing bookings
Confirm details verbally
Send confirmation messages
If an error occurs, the call is transferred to human staff.
3. Complaint Agent (n8n Webhook)
Triggered when a caller wants to file a complaint.
The agent collects:
Name
Age
Gender
Issue description
Email
Phone number
Data is sent to n8n via webhook, where it can:
Create CRM records
Notify staff
Log complaints for audits
Emergency or legal complaints are escalated to a live agent.
4. Emergency & Medical Safety Logic
Life-threatening symptoms → instructs caller to hang up and dial emergency services immediately
Post-surgery concerns → checks if within 72 hours:
Within 72 hours → transfer to staff
Outside 72 hours → provide safe prep guidance
This ensures medical safety without overstepping.
5. Live Staff Transfers
Transfer options include:
General office line
Appointment support
Complaint handling
Transfers can be warm or cold, depending on the scenario and caller behavior.
🔗 Key Integrations
Retell AI
Voice agent hosting
Natural speech generation
Multi-agent handoff
Conversation rule enforcement
Cal.com
Appointment availability
Booking, cancellation, rescheduling
Event type: 3995840
API access via Retell tool blocks
n8n
Webhook-based automation
Complaint creation
Appointment actions
CRM, Slack, SMS, or email extensions
Logging and audit trails
🛠️ Customization & Maintenance
You can:
Modify agent behavior inside Retell AI
Change Cal.com event types or schedules
Update transfer numbers anytime
Extend n8n workflows (CRM, Slack, SMS)
Retrain “Myra” by refining global prompts
Want to Go Further?
If you want to learn faster and build advanced automations:
👉 Join the community:
https://link.thesohailjafri.me/join-skool
📺 Free tutorials:
https://www.youtube.com/@ai_with_sohail
💼 Paid consulting / builds:
https://link.thesohailjafri.me/contact-ai
🤝 My Social Media
- X/Twitter: https://x.com/thesohailjafri
- LinkedIn: https://link.thesohailjafri.me/ig_ai
- GitHub: https://link.thesohailjafri.me/github
