Clinician appointment e-checkout and online course booking system

An eating disorder clinic was having occasional problems collecting payments from patients on arrival, with the payer often being the patient’s parent rather than the patient themselves. Each unresolved payment turned into administrative overhead.

We built a custom e-checkout experience on WooCommerce with local payment gateway options, so customers can be charged before they arrive at the clinic. It runs alongside the clinic’s existing appointment reservation system, which doesn’t support online payments.

The same system also handles bookings for monthly online courses delivered on a separate e-learning platform.

Screenshots

Appointment bookings

Actual treatment bookings are handled over the phone by the receptionist or clinicians, who use the clinic’s primary appointment reservation system, which also manages medical records.

The e-checkout was designed to sit alongside it with no connection to medical record data, simplifying data-protection concerns.

Customer-facing e-checkout

After booking with a therapist or receptionist over the phone, the customer receives an email notification and an SMS to pay for the reservation through the e-checkout before arriving at the clinic.

Customized admin views for receptionists and clinicians

Staff get a simplified admin view of payments collected through the system for specific treatment sessions, with patient names attached. On arrival, the patient shows their order ID or receipt, which is matched to the paid WooCommerce order before the treatment.

If an appointment is rescheduled, paid orders can be updated with the new date, and the change is reflected back in the system.

Irrelevant WordPress admin panel elements are hidden from staff to keep the system easy to use.

To limit exposure of customer information and sensitive data, clinicians only have access to order data for bookings involving them, while receptionists and management have visibility into all bookings and orders. Customer-facing order confirmation emails are also stripped of unnecessary treatment details.