Functional requirements of Online Counseling System with non-functional

Functional Requirements

1. User Management
   • User Registration: Allow clients and counselors to register and create accounts, including personal details and credentials.
   • Profile Management: Enable users to manage their profiles, including updating personal information, contact details, and preferences.
   • Role-Based Access: Implement role-based access control to differentiate between counselors, clients, and administrators.
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2. Counselor and Client Matching
   • Counselor Search: Provide functionality for clients to search and select counselors based on specialties, availability, and ratings.
   • Matching Algorithm: Use algorithms to match clients with appropriate counselors based on their needs and counselor expertise.
3. Appointment Scheduling
   • Calendar Integration: Allow counselors and clients to schedule and manage appointments, integrating with personal calendars.
   • Availability Management: Enable counselors to set and manage their availability and appointment slots.
   • Reminders: Send automated reminders and notifications to both counselors and clients about upcoming appointments.
4. Session Management
   • Virtual Sessions: Facilitate secure and stable video, audio, and chat communication for online counseling sessions.
   • Session Recording: Provide optional recording of sessions (with consent) for future reference or review.
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   • Session Notes: Allow counselors to take and store notes during or after sessions, accessible only to authorized users.
5. Communication Tools
   • Chat Functionality: Offer real-time text chat functionality for communication between counselors and clients.
   • Video/Audio Calls: Support secure video and audio calls, including screen sharing if needed.
   • File Sharing: Enable sharing of documents, resources, and other files during sessions.
6. Billing and Payments
   • Payment Processing: Facilitate online payment for counseling services, including handling different payment methods (e.g., credit/debit cards, digital wallets).
   • Invoicing: Generate and send invoices to clients, including session details, fees, and payment instructions.
   • Payment History: Maintain a history of payments made by clients, accessible to both clients and counselors.
7. Record Keeping and Documentation
   • Session Records: Store and manage records of counseling sessions, including notes, session logs, and other relevant documentation.
   • Confidentiality: Ensure that all records and communications are kept confidential and secure, adhering to privacy regulations.
8. Reporting and Analytics
   • Usage Reports: Generate reports on system usage, including appointment statistics, session frequencies, and counselor performance.
   • Client Progress: Track and report on client progress, including session outcomes and goal achievements.
9. Compliance and Security
   • Data Protection: Implement data protection measures to comply with regulations such as GDPR, HIPAA, or other relevant standards.
   • Secure Communication: Use encryption for all communications and data transfers to ensure confidentiality and security.
10. Support and Help Desk
    • User Support: Provide help desk functionality for users to report issues, request assistance, and access support resources.
    • FAQ and Resources: Offer a knowledge base with FAQs, user guides, and troubleshooting tips.
11. Integration
    • Third-Party Tools: Integrate with third-party tools for calendar management, payment processing, and communication.
    • EHR Systems: Integrate with Electronic Health Records (EHR) systems for counselors who need access to client health records.

Non-Functional Requirements

1. Performance
   • Response Time: Ensure fast response times for user interactions, including session initiation, messaging, and data retrieval (e.g., under 2 seconds for most operations).
   • Scalability: The system should handle increasing numbers of users, sessions, and data without performance degradation.
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2. Reliability
   • Uptime: Ensure high system availability with minimal downtime (e.g., 99.9% uptime).
   • Error Handling: Implement robust error handling and recovery mechanisms to manage system failures and ensure data integrity.
3. Security
   • Data Encryption: Encrypt sensitive data, including communications, personal details, and session records, both in transit and at rest.
   • Access Controls: Use secure authentication methods and role-based access control to manage user permissions and protect data.
   • Compliance: Ensure compliance with relevant data protection and privacy regulations (e.g., GDPR, HIPAA).
4. Usability
   • User Interface: Design an intuitive and user-friendly interface for scheduling, communication, and managing counseling sessions.
   • Accessibility: Ensure the system is accessible to users with disabilities, following accessibility standards (e.g., WCAG).
5. Maintainability
   • Code Quality: Write high-quality, well-documented code to facilitate system maintenance and updates.
   • Documentation: Provide comprehensive documentation for users, administrators, and developers, including user guides, technical manuals, and troubleshooting guides.
6. Availability
   • Backup and Recovery: Implement regular data backups and establish procedures for data recovery in case of system failures or data loss.
   • Failover: Ensure the system has failover capabilities to switch to backup systems or servers if necessary.
7. Portability
   • Cross-Platform Compatibility: Ensure the system is compatible with various devices and operating systems used by users, including desktops, tablets, and mobile devices.
8. Supportability
   • Technical Support: Provide mechanisms for obtaining technical support and resolving issues, including help desks, online resources, and customer service.
   • Error Reporting: Include functionality for reporting issues or bugs and tracking their resolution.