Automating Patient Appointment Records and Confirmations with n8n, PDF.co, Google Drive & Gmail

Step 1: Trigger on New Google Form Submission

Node: Google Sheets Trigger

• Event: Row Added
• Document: Patient’s Form (Responses)
• Sheet: Form Responses 1

Success looks like: Each new form submission (a patient entry) triggers the workflow, capturing their details including name, contact, medical history, and appointment date.

Step 2: Create a Medical Record PDF Using PDF.co

Node: PDF.co API → htmlTemplateToPDF

• Template ID: 15692 (Your PDF.co template ID)
• Template Data Mapping:

{

"first_name": "{{ $json['First Name'] }}",

"last_name": "{{ $json['Last Name'] }}",

"date_of_birth": "{{ $json['Date of Birth '] }}",

"gender": "{{ $json['Gender'] }}",

"primary_phone": "{{ $json['Primary Phone Number'] }}",

"home_address": "{{ $json['Home Address'] }}",

"mailing_address": "{{ $json['Mailing Address'] }}",

"current_medications": "{{ $json['Current Medications'] }}",

"allergies": "{{ $json['Allergies'] }}",

"major_medical_history": "{{ $json['Major Medical History'] }}",

"appointment_date": "{{ $json['Appointment date'] }}"

}

• Output File Name: {{ $json["First Name"] }}_{{ $json["Last Name"] }}_Medical-Record.pdf

Success looks like: A professional, customized PDF medical record is generated and hosted by PDF.co.

Step 3: Convert PDF to Binary File

Node: HTTP Request

• URL: ={{ $json.url }}

Success looks like: The PDF is converted into binary data ready for upload.

Step 4: Upload PDF to Google Drive

Node: Google Drive

• Drive: My Drive
• Folder: OUTPUT1 (or any target folder)

Success looks like: The patient’s medical record PDF is safely uploaded to your Google Drive folder.

Step 5: Create a Google Calendar Appointment

Node: Google Calendar

• Calendar: Your linked Google Calendar
• Start & End: ={{ $('Google Sheets Trigger from Google Form').item.json['Appointment date'] }}
• Description: "{{ First Name }} {{ Last Name }}'s Doctor's Appointment"

Success looks like: An appointment is automatically added to your Google Calendar based on the patient’s selected date.

Step 6: Generate Appointment Receipt PDF

Node: PDF.co API → htmlTemplateToPDF

• Template ID: 15694 (Your receipt template)
• Template Data Mapping:

{

"first_name": "{{ $('Google Sheets Trigger from Google Form').item.json['First Name'] }}",

"last_name": "{{ $('Google Sheets Trigger from Google Form').item.json['Last Name'] }}",

"date_of_birth": "{{ $('Google Sheets Trigger from Google Form').item.json['Date of Birth '] }}",

"primary_phone": "{{ $('Google Sheets Trigger from Google Form').item.json['Primary Phone Number'] }}",

"home_address": "{{ $('Google Sheets Trigger from Google Form').item.json['Home Address'] }}",

"current_medications": "{{ $('Google Sheets Trigger from Google Form').item.json['Current Medications'] }}",

"allergies": "{{ $('Google Sheets Trigger from Google Form').item.json['Allergies'] }}",

"major_medical_history": "{{ $('Google Sheets Trigger from Google Form').item.json['Major Medical History'] }}"

}

• Output File Name: {{ First Name }}_{{ Last Name }}_Receipt.pdf

Success looks like: A personalized appointment receipt is generated for the patient.

Step 7: Convert Receipt PDF to Binary

Node: HTTP Request

• URL: ={{ $json.url }}

Success looks like: The generated receipt is converted to a binary file ready for email attachment.

Step 8: Send Appointment Confirmation Email

Node: Gmail

• Send To: ={{ $('Google Sheets Trigger from Google Form').item.json['Mailing Address'] }}
• Subject: Appointment_Confirmation [{{ First Name }} {{ Last Name }}]
• Message: A styled HTML confirmation email (as in your JSON), including appointment date and notes.
• Attachment: The generated binary receipt file.

Success looks like: A beautifully formatted confirmation email is sent to the patient, including their receipt.

Step 9: Final End-to-End Test

1. Submit a test entry in the Google Form.
2. Wait for the Google Sheets Trigger to run.
3. Check:
   • Google Drive → PDF record saved.
   • Google Calendar → Appointment added.
   • Gmail → Email confirmation sent.