Coda-Based Integrated CRM for Clinic Operations
Centro de Psicología Sandra Ribeiro — Systems Architect
As the clinic grew, managing patient sessions, therapist coordination, billing, documentation, and communications across disconnected platforms became unsustainable and error-prone.
The clinic needed a scalable, fully integrated CRM solution to consolidate administrative, therapist, and management workflows, while ensuring data security, operational efficiency, and seamless integration with external services.
- Designed and built a multi-role CRM system entirely in Coda, supporting psychologists, administrative staff, management, and communications.
- Integrated external platforms including Google Calendar, Google Drive, the internal signature system, and Slack into operational workflows.
- Developed modules for patient intake, therapy session scheduling, session notes, payment tracking, invoicing, supervision tracking, and HR management.
- Implemented role-based access permissions to ensure patient confidentiality and operational clarity.
- Established automated workflows for session reminders, document management, and team communications.
- Led full team training and onboarding to ensure rapid adoption and minimal disruption.
- Centralized all clinic operations into a single, easily accessible platform, reducing administrative time and errors.
- Achieved seamless data flow between therapy sessions, billing, HR processes, and communication tools.
- Enabled real-time operational tracking for management without breaching patient confidentiality.
- Increased therapist and administrative staff satisfaction by reducing manual and duplicated tasks.
Offline-First Django CRM Development
Freelancer — Systems Architect
The Service of Applied Psychology at UNED needed a CRM system to manage patient cases and session schedules while complying with strict university regulations: no internet connection, full local data control, and access restricted to authorized administrative personnel only.
Commercial CRM solutions could not meet the university’s data sovereignty and security requirements.
The opportunity was to design and deliver a fully offline, GDPR-compliant CRM system capable of managing patient data, therapist schedules, supervisions, and administrative reporting, all from a single secured local machine.
- Designed and built an offline-capable CRM platform using Django, deployed locally on a dedicated Windows machine.
- Developed models and workflows for patient management, case tracking, session scheduling, therapist coordination, payment recording, and supervision logs.
- Implemented user authentication, access controls, and local backup procedures to secure sensitive data without cloud reliance.
- Built the system modularly to allow administrative users to operate independently with minimal technical intervention.
- Conducted full training for the administrative team on platform operation, basic maintenance, and data protection best practices.
- Documented all system procedures and provided a localized offline user manual.
- Delivered a fully functional, offline-first CRM that met all UNED’s data protection, access control, and operational requirements.
- Enabled efficient patient intake, scheduling, and case management without external software dependencies.
- Reduced administrative overhead by centralizing previously fragmented workflows into one streamlined system.
- Achieved full GDPR compliance for patient data storage and management within a university context.
Personal Productivity System with Gamification and Workflow Automation
Freelancer — Systems Architect
To manage ADHD-related executive function challenges and maintain sustainable productivity, I designed and implemented a modular, gamified productivity system that evolved into a fully automated behavioral tool.
Traditional productivity tools (planners, calendars, to-do apps) failed to drive consistent engagement or match fluctuating energy levels.
The opportunity was to design a self-regulating, gamified system that would make task completion intrinsically motivating — using automation to remove friction and decision fatigue.
- Designed a point-based RPG system to reward tasks based on effort, urgency, and long-term impact.
- Created task categories and streak mechanics to drive daily consistency and long-term progression.
- Automated score updates, habit tracking, and daily reset logic using Coda formulas and button-based logic.
- Developed iOS Shortcuts to push screenshots from Goodnotes directly into the system for task parsing.
- Integrated AI-assisted classification to extract tasks from notes and update the task database automatically.
- Iterated weekly challenge mechanics, status effects (energy, focus), and milestone rewards to reinforce behavior loops.
- Significantly increased consistency in task execution, especially on high-cognitive-load or ambiguous tasks.
- Reduced friction in daily planning through fully automated pipeline from notes to tasks.
- Demonstrated the ability to design closed feedback systems that drive user behavior over time.
- Built a reusable architecture for productivity gamification that mirrors user engagement frameworks in commercial products.