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.
Internship Program Development and Mentorship
Centro de Psicología Sandra Ribeiro — Educator
The clinic sought to expand its service capacity while contributing to clinical education by establishing a structured internship program.
There was no formal internship program or university partnership network to support student clinical training.
Creating a scalable, structured internship program could both enhance clinic operations and strengthen academic ties.
- Negotiated and signed internship agreements with multiple universities and educational institutions.
- Designed a structured internship program, including onboarding materials, practice requirements, and evaluation frameworks.
- Conducted candidate interviews, selection, and onboarding processes.
- Created and led student workshops covering clinical practice, ethics, patient interaction, and operational workflows.
- Developed feedback loops and continuous improvement strategies for the program.
- Established a robust internship pipeline, expanding clinic service capacity and fostering academic collaboration.
- Improved clinic reputation and visibility within educational ecosystems.
- Delivered practical training and mentorship to psychology students, enhancing their readiness for professional practice.
Django-Based Collaborative Dissertation Platform
Freelancer — Systems Architect
Traditional academic supervision tools (Word, email, PDFs) were unstructured, hard to track, and inefficient for managing feedback on a 300+ page dissertation under constant revision.
The goal was to build a purpose-built collaboration platform for real-time document review between PhD student and advisor.
Academic advisors needed a structured way to comment on specific sections, track changes over time, and reference data tables and figures — none of which was well-supported by traditional tools.
The opportunity was to build a lightweight but powerful Django-based app that enabled inline feedback, review tracking, and custom integration of code-generated content.
- Designed a custom collaboration platform tailored to the academic supervision workflow, enabling structured feedback and version control across long-form documents.
- Built a local-first system that prioritized data privacy, modularity, and full author control over content and revisions.
- Developed flexible editing and commenting capabilities to support granular, sentence-level review and iterative improvement.
- Implemented dynamic content handling to support integration of external elements such as data tables and figures generated in Python.
- Created administrative tools to manage documents, track feedback cycles, and support academic process transparency.
- Future-proofed the architecture to accommodate citation logic, content compilation, and extended use beyond a single dissertation.
- Eliminated friction in PhD feedback loops — supervisor could leave comments per sentence, reducing back-and-forth confusion.
- Enabled centralized review across dozens of chapters, interviews, figures, and datasets.
- Significantly reduced cognitive load for managing revision cycles and integrating comments.
- Demonstrated feasibility of a structured alternative to traditional word processors for academic research.
Coda-Based Accounting System with Multi-Table Sync and Automation
Centro de Psicología Sandra Ribeiro — Systems Architect
As the clinic scaled, financial tracking became fragmented across spreadsheets, invoices, and session logs.
There was an urgent need for a unified accounting system to track revenue and expenses across therapists, session types, and payment sources — while ensuring data integrity and auditability.
Existing tools couldn’t connect session records, payments, invoices, and supervision tracking into a coherent, flexible financial overview.
Manual entry created duplication risk, poor traceability, and no real-time visibility into financial health.
The opportunity was to design a live, low-maintenance, auditable accounting system built entirely in Coda.
- Designed the system architecture to consolidate financial data from multiple service lines and workflows into a single source of truth.
- Implemented automated logic to sync and categorize income and expenses based on operational activity.
- Built custom interfaces to allow the administrative team to manage finances with minimal manual input or duplication.
- Ensured traceability between financial records and their operational origin (sessions, supervisions, payroll, etc.).
- Structured the system to support accurate forecasting, tax preparation, and performance reporting.
- Replaced fragmented financial tracking with a unified, real-time accounting system.
- Reduced manual workload and error rates in financial reporting.
- Enabled strategic oversight of the clinic’s revenue streams, costs, and category-level performance.
- Created a scalable foundation for further automation (e.g., invoicing, digital signatures, external integrations).