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.
What You'll Do
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
What We're Looking For
- Proven experience designing, building, and optimizing automated business workflows.
- Experience mapping and redesigning processes across clinical operations, revenue cycle, marketing, sales, or administrative functions.
- Strong proficiency with workflow automation platforms (e.g., Zapier).
- Expertise in developing and maintaining API-based integrations between disparate systems (EMR/EHR, CRM, billing, VOIP, data warehouses).
- Experience managing system configuration and producing usage/functionality reports.
- Demonstrated ability to design, build, and maintain custom workflow logic and functions using code.
- Proficiency in at least one of the following languages: Ruby, PHP, C++, JavaScript.
- Working knowledge of web technologies: CSS, HTML.
- Deep understanding of HIPAA compliance requirements related to handling PHI, data security, access controls, and secure transmission.
- Experience conducting compliance checks and collaborating with Compliance/IT Security teams.
- Excellent skills in documentation, training, and leading change management for new processes.
- Strong analytical and problem-solving skills to identify bottlenecks and automation opportunities.
- Ability to collaborate effectively with leadership, team leads, engineering, product, operations, analytics, vendors, and partners.
- Ability to translate operational needs into technical requirements.
Technical Stack
Zapier or similar tools, RingCentral, Monday.com, SalesMate, EMR/EHR platforms, CRM tools, Billing systems, VOIP, AI agents, Data warehouses, Ruby, PHP, C++, CSS, HTML, JavaScript
Team & Environment
Collaborates with leadership, team leads, clinical operations, revenue cycle, marketing, sales, administrative teams, analytics teams, engineering, product, operations, Compliance, IT Security teams, vendors, and partners.
Benefits & Compensation
- Salary: $72,000 – $82,000 annually
Work Mode
Remote, with a work location in San Diego, CA.
Our Culture
We operate by a shared set of values:
- Speak with integrity—clear, respectful, and honest in every interaction.
- Embrace innovation, trying new ideas, learning fast, and improving care.
- Own our roles, staying accountable for outcomes and documenting accurately.
- Build genuine connections with members, families, and teammates through empathy and cultural sensitivity.
- Lead with trust by being consistent, transparent, and following through.
- Celebrate wins together, recognizing individual and team achievements.
- Collaborate with purpose, partnering across departments and with community providers to solve problems.
- Ask for support and offer support, because thriving together is how we serve our members best.
Pacific Health Group is an Equal Opportunity Employer.
