The Workflow Specialist is responsible for designing, building, integrating, and optimizing business processes across Pacific Health Group. This role manages workflow automation, API-driven integrations, system configuration, and continuous process improvement. The Specialist ensures operational efficiency, scalability, and reliability across all internal functions, with a strong focus on leveraging technology to streamline work and eliminate friction.
Job Type: Full-time
Salary Range: $72,000 - $82,000 annually
Key Responsibilities
Workflow Design and Optimization
- Map, analyze, and redesign end-to-end business processes across clinical operations, revenue cycle, marketing, sales, and administrative workflows.
- Identify inefficiencies, bottlenecks, and automation opportunities to increase throughput, accuracy, and speed.
- Develop workflow standards, documentation, and governance frameworks.
Automation Development
- Build, manage, and maintain automations and workflows using platforms such as Zapier or similar tools, RingCentral, Monday.com, SalesMate, EMR/EHR layers, and custom-built logic solutions.
- Ensure automations align with compliance, reliability, and performance requirements.
- Implement alerts, monitoring, notifications, and error-handling protocols to ensure automation stability.
Integration Engineering
- Develop and maintain API-based integrations between internal systems such as EMR/EHR platforms, CRM tools, billing systems, VOIP, AI agents, and data warehouses.
- Translate operational needs into technical integration requirements.
- Collaborate with engineering, vendors, and partners to test, deploy, and maintain integrations.
Data and Systems Support and Reporting
- Ensure workflows support data accuracy, accessibility, and reporting requirements.
- Work with analytics teams to surface actionable insights and ensure workflows feed clean, structured data into reporting environments.
- Manage configuration of workflow-related system features.
- Produce usage and functionality reporting by user and across entire systems.
Cross-Functional Collaboration
- Partner with leadership and team leads to understand operational challenges and translate them into scalable workflow solutions.
- Provide training and documentation to teams on new processes, tools, and automations.
- Lead change management for workflow rollouts and enhancements.
Custom Development and Technical Buildouts
- Design, build, and maintain custom workflow functions and system logic using code-based solutions where no native automation exists.
- Develop and extend workflow functionality using languages and technologies such as Ruby, PHP, C++, CSS, HTML, JavaScript, and other relevant development frameworks.
- Create custom middleware, scripts, and functions to support automation, integrations, data transformation, and system interoperability.
- Build reusable, scalable, and maintainable custom components to support evolving operational requirements.
- Collaborate with engineering, product, and operations teams to translate business logic into technical implementations.
- Troubleshoot, refactor, and optimize existing custom code used in workflow automations and system integrations.
- Ensure custom-built solutions meet performance, security, compliance, and reliability standards.
Compliance and Data Security (PHI, HIPAA, and Regulatory Standards)
- Handle, transmit, and store Protected Health Information (PHI) in full compliance with HIPAA and company privacy standards.
- Ensure all workflows, automations, and integrations adhere to HIPAA Security Rule requirements, including access controls, audit trails, encryption, and secure data transmission.
- Conduct compliance checks when designing or modifying workflows to prevent unauthorized access, data leakage, or systemic vulnerabilities.
- Collaborate with Compliance and IT Security teams to implement best practices for data governance, risk mitigation, and incident response.
- Maintain documentation that supports regulatory audits and internal security reviews.
- Train stakeholders on workflow-related compliance considerations to ensure safe and compliant operations.
Key Traits
- Systems thinker with high attention to detail.
- Comfortable translating between business stakeholders and technical requirements.
- Bias toward automation, repeatability, and scalability.
- Fast learner with a proactive approach to problem-solving.
Performance Indicators
- Reduction in manual administrative hours.
- Increase in workflow reliability and automation uptime.
- Faster cycle times for operational processes.
- Fewer process errors and system-related escalations.
- Measured improvements in departmental efficiency metrics.
