Patient submits Facebook/Instagram form → data stored in Google Sheets
Meta Lead Ads + Google SheetsVoice AI
AI Voice Agent for Clinical Trials
Calls and qualifies clinical-trial patients within seconds of a Facebook form, then coordinates doctor scheduling automatically.
Overview
What we built
We developed an AI Voice Agent System for Clinical Trials—a fully automated patient qualification and coordination platform designed to streamline clinical recruitment. The system integrates Retell AI, Twilio, and n8n to enable instant patient engagement, eligibility screening, and doctor coordination, all without human intervention.
The challenge
Why automation was needed
Clinical trial recruitment is one of the most time-consuming parts of the research process. The client ran Facebook and Instagram ad campaigns to attract patients but hit multiple bottlenecks:
- Manual follow-up with each lead from Facebook forms
- Delays of 1–2 hours between form submission and patient contact
- Missed opportunities when patients didn't pick up calls
- No centralized system to qualify patients and match them to relevant trials
- No automated scheduling between patients and doctors
The solution
How the workflow runs
An AI-powered clinical trial workflow capturing, qualifying, matching, and scheduling end to end.
Webhook trigger instantly starts n8n automation (eliminates the 1–2 min delay)
n8n WebhookAI Voice Agent calls the patient within seconds
Retell AI + TwilioAgent collects symptoms, treatment history, surgical history, and ZIP code
Retell AISystem matches patient to eligible trials using clinicaltrials.gov data
n8n matching logicIf a doctor is available the call is transferred immediately; if not, a callback is scheduled
Retell AI + calendar integrationDoctor and patient are both notified of the scheduled appointment
n8n + Email/SMSAll patient data and interactions are visible on a doctor dashboard
Custom dashboardFor missed calls, the system retries automatically or sends alternative options (form link / chatbot).
Tech stack
Tools that power it
Workflow Automationn8n
Voice AgentRetell AI
TelephonyTwilio
Lead SourceMeta Ads (Facebook & Instagram Forms)
Data StorageGoogle Sheets + Internal Database
Trial MatchingStructured data from clinicaltrials.gov
SchedulingIntegrated calendar + n8n workflow
Doctor DashboardCustom internal dashboard
Impact & results
What changed after launch
MetricBeforeAfterImprovement
Lead-to-call delay1–2 hours<10 seconds99% faster
Manual qualification time~15 min per lead0 minutes100% eliminated
Missed leads~35%<5%Dramatically improved
Doctor schedulingManual coordinationFully automatedAutomated
Doctors' admin workloadHighReduced by 80%More time for consultations
Outcome
The bottom line
The client's team no longer chases leads or manages spreadsheets. The AI system handles everything from lead capture to doctor coordination.
Our recruitment process used to take days of manual effort. Now, patients get called within seconds, qualified automatically, and connected to doctors without any human involvement.