Overview
An Australian psychiatry clinic uses Wix for its public website and Halaxy for practice management and appointments. I joined a discovery call with the clinic's owner and their technical/product contact to understand how patients actually get from "I need an appointment" to a confirmed booking.
The Problem
Patients must email a referral letter. Staff manually verify it, then email the patient a separate Halaxy booking link. The website and the booking system are disconnected, so every new patient depends on back-and-forth email, which adds delay, admin work and drop-off risk. The clinic's own site is not part of the booking journey.
My Role
Technical discovery and solution design: mapping the current flow, identifying bottlenecks, and proposing an architecture that fits their existing tools instead of replacing them.
Proposed Solution
- Embed Halaxy booking directly into the Wix site so patients book from the clinic's own website, not from a link in an email.
- Add referral upload to the site, with an LLM-assisted check of the referral letter (valid referrer, required fields, date) that flags items for staff to confirm. Staff keep final approval.
- Gate booking behind a verified referral so only eligible patients reach the calendar.
Design Considerations
- Keep Halaxy as the source of truth for appointments (no migration risk).
- Human-in-the-loop for referral decisions, because it is a clinical setting.
- Patient privacy: handle health-related documents carefully (encryption in transit and at rest, minimal retention, no unnecessary data sent to third-party models).
- Non-technical stakeholders: plain-language communication and a phased rollout.
Outcome
Proposal presented and under consideration by the clinic.
What I Learned
Real client work is often about integrating the tools people already use, and about explaining trade-offs to non-technical decision-makers, more than about writing code.