Anonymised case study · mental-health services
Secure patient-data workflows and an intelligent waiting list across multiple clinics
A Hungarian psychological-care provider operating several clinics replaced Google Drive-based patient records with a secure, role-controlled operational system. The solution later expanded to include website-to-waiting-list transfer, anonymised AI-assisted categorisation for practitioner matching and certificate preparation.
The starting point
Patient records were managed in Google Drive, which did not provide the separated permissions and controlled workflows required for sensitive health information. As the organisation expanded across several clinics, administration and practitioner matching also created growing manual workload.
How the solution evolved
Protected patient records
Scattered Drive documents were replaced by a central system with role-based access and consistent operational workflows.
Website-connected waiting list
Enquiries submitted through the WordPress website flow into the internal waiting list without repeated manual data entry.
Anonymised AI categorisation
Non-identifying information is categorised to help the assistant find practitioners with the relevant competence. AI supports the decision; it does not make the assignment.
Certificate preparation
Authorised data can be used to prepare consistent certificates while reducing repetitive administration.
What changed?
Data governance
Patient information moved into a separated workflow with controllable access.
Less manual transfer
Website enquiries and the internal waiting list became part of one process.
Better matching support
Anonymised categorisation assists staff while keeping human oversight.
An extensible foundation
A data-protection problem became the starting point for a broader multi-clinic operational system.
Data protection and the role of AI
AI is used only for anonymised categorisation. It does not diagnose, independently select a practitioner or receive information intended to identify the patient directly. Practitioner assignment remains a human decision.