Workflow Specialist

Location: California

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, Ring Central, , Sales Mate, 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, Java Script , 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.

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…