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CASE / Client project

Healthcare / clinic · Podiatry clinic (name withheld)

Automatic rebooking follow-up for a clinic

Patients who leave without a next appointment are picked up automatically and routed into a follow-up sequence matched to how long it has been since their visit.

Build something like thisAll work
Zapier · Cliniko to GoHighLevel patient routing
The real Zapier workflow for the clinic rebooking follow-up, from the 2-minute poll down through its path splits.
The real workflow · anonymized client project
Client
Podiatry clinic (name withheld)
Industry
Healthcare / clinic
Status
Live
Stack
Cliniko, Zapier, GoHighLevel, Webhooks

01 / The problem

  1. 01Patients who did not rebook simply drifted away.
  2. 02Manual follow-up depended on who remembered and had time.
  3. 03There was no view of who was overdue or recovered.

02 / Goals

  • Detect lapsed patients automatically.
  • Follow up consistently and track who rebooks.

03 / The solution

One Zap polls the practice-management system every 2 minutes. Nested paths split patients across four routes by their conditions, and each route hands the patient to GoHighLevel, where the follow-up sequence runs and tracks responses.

01

Triggered by absence

The system reacts to something that did not happen (no next booking), which is what makes it proactive.

02

Segmented messaging

Tone and timing change depending on how long ago the last visit was.

03

Four routes, one Zap

Paths split first into two groups and then into four routes, each with its own conditions and its own hand-off to the follow-up.

04

Checked every 2 minutes

The Zap polls for changes every 2 minutes instead of waiting for a daily batch.

04 / The build

The real workflow, step for step.

This is the production Zapier workflow behind this project, redrawn from its real structure. Client names, data, credentials and settings are removed; every step and connection is real.

Webhooks by Zapier2 min1. Retrieve PollPaths2. Split into pathsPaths3. Path conditionsPaths4. Split into pathsPaths5. Path conditionsWebhooks by Zapier6. GET requestWebhooks by Zapier7. GET requestPaths8. Path conditionsWebhooks by Zapier9. GET requestWebhooks by Zapier10. GET requestPaths11. Path conditionsPaths12. Split into pathsPaths13. Path conditionsWebhooks by Zapier14. GET requestWebhooks by Zapier15. GET requestPaths16. Path conditionsWebhooks by Zapier17. GET requestWebhooks by Zapier18. GET requestPath CPath APath BPath DPath EPath F
Zapier18 steps
ANONYMIZED CLIENT PROJECT

Polls the practice-management system every 2 minutes. Paths split patients into two groups and then four routes by their conditions, and each route ends in two webhook requests that carry the patient into GoHighLevel.

Redrawn from the production Zap in the Zapier editor: structure only. Step titles tidied; no data, URLs, credentials or path rules included.

Read all 18 steps
  1. Webhooks by Zapier · Retrieve Poll
  2. Paths by Zapier · Split into paths
  3. Paths by Zapier · Path conditions
  4. Paths by Zapier · Split into paths
  5. Paths by Zapier · Path conditions
  6. Webhooks by Zapier · GET request
  7. Webhooks by Zapier · GET request
  8. Paths by Zapier · Path conditions
  9. Webhooks by Zapier · GET request
  10. Webhooks by Zapier · GET request
  11. Paths by Zapier · Path conditions
  12. Paths by Zapier · Split into paths
  13. Paths by Zapier · Path conditions
  14. Webhooks by Zapier · GET request
  15. Webhooks by Zapier · GET request
  16. Paths by Zapier · Path conditions
  17. Webhooks by Zapier · GET request
  18. Webhooks by Zapier · GET request
  • Webhooks by Zapier
  • Paths by Zapier

05 / Outcome

  • Delivered as one 18-step Zap: a 2-minute poll, three path splits and four routes.
  • Switched on in Zapier, with the current version live since 1 June 2026.

06 / Walkthrough

Silent · 11 s
ANONYMIZED CLIENT PROJECTCliniko to GoHighLevel patient routing: the real Zap, anonymized. A slow pan down the real clinic Zap: the 2-minute poll, the path splits and the four routes, with a data pulse running through it.

A narrated walkthrough can be recorded on request; client data stays private.

Services usedAI Automation

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