Workflow Specialist

Workflow Specialist Job Description
 

Role Summary

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.

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.

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.

Qualifications

Required

• 3 years of experience in workflow automation, business process engineering, systems integration, or operations optimization.
• Demonstrated expertise with automation platforms (Zapier, Make, n8n, or similar).
• Familiarity with APIs, JSON, Webhooks, and basic scripting logic.
• Experience with native integrations, automation functions, and workflow buildouts.
• Strong analytical and systems-thinking abilities.
• Excellent documentation, communication, and project management skills.

Preferred

• Experience in healthcare operations, revenue cycle management, or clinical workflows.
• Experience integrating EMR/EHR systems.
• SQL or lightweight scripting proficiency (Python or JavaScript).
• Background in process improvement frameworks (Lean, Six Sigma, BPMN).

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.

Salary : $71,500 - $75,000