Reports Optimization Specialist - Freelance, Remote

About the Client Our client is a well-established optometry practice known for delivering thorough, high-quality vision assessments to its patients. The practice is entering a new phase of growth and is modernizing its internal operations — particularly its clinical report-writing process and its digital presence — to keep pace with patient demand. It's a small, closely-run team where the owner is directly involved in day-to-day operations and values precision, dependability, and speed. Why does this role exist? Every patient assessment currently requires a detailed 5–6 page report, and producing each one manually takes close to four hours — a bottleneck that creates real backlogs during the practice's busiest seasons. This role exists to close that gap: to build and run an AI-assisted report-writing workflow (transcription → AI-generated draft → expert human review) that gets accurate, polished reports out the door faster, without compromising quality or patient data security. Beyond reports, this person will also give the practice's outdated, hard-to-maintain website a more usable home, so the team can keep it current without outside help.

The Impact you’ll make

AI-Assisted Report Production

• Transcribe recorded patient assessments using Heidi (or the provided transcription tool)
• Feed transcripts into Claude (or an equivalent AI tool) to generate a first-draft report
• Manually review, edit, and finalize each report against the practice's template and quality standard

Clinical Data Accuracy

• Enter data from assessment forms into the appropriate report sections
• Cross-check clinical details for accuracy before reports are finalized
• Flag inconsistencies or missing information for clarification

Workflow Process Improvement

• Help refine the AI + human report workflow to steadily reduce turnaround time
• Document standard operating procedures (SOPs) for the AI-assisted report process
• Recommend and implement tool or process improvements as they're identified

Website Migration Maintenance

• Migrate the practice's website from GoDaddy to a more user-friendly platform (e.g., Squarespace), or recommend a suitable alternative
• Structure the site so events, photos, and content can be updated easily going forward
• Provide ongoing updates and usability recommendations post-migration

Task Management Communication

• Track tasks, priorities, and status updates in Trello (or a similar tool)
• Communicate proactively with the team on questions, edits, and timelines
• Follow HIPAA-compliant practices for accessing, handling, and storing PHI at every step

Skills, Knowledge and Expertise

Required:

1. Demonstrated experience converting audio recordings or transcripts into polished, professional written reports
2. Hands-on comfort using AI tools (e.g., Claude or similar) to draft or accelerate written content
3. Working knowledge of, or willingness to be trained on, HIPAA requirements and PHI handling best practices
4. Experience with website platforms such as Squarespace and/or GoDaddy, including basic site updates or migration
5. Proven ability to work independently against a set template with minimal supervision

Your superpowers are...

• Technical:
  • Fluency with AI drafting tools (Claude or equivalent) and transcription tools (Heidi or similar)
  • Strong writing, editing, and formatting skills for polished, client-ready documents
  • Familiarity with Trello or comparable task/project management tools
  • Working knowledge of website platforms (Squarespace, GoDaddy) and basic CMS maintenance
  • Comfort working from existing recorded sessions (e.g., Fathom or similar meeting/recording tools) provided by the client
  • Proficiency with Google Workspace (or equivalent) and secure, HIPAA-compliant file storage practices
  • Careful, detail-oriented data entry, especially with clinical or sensitive information
• Soft skills / traits:
  • Fast without cutting corners — speed and accuracy at the same time
  • Self-directed and comfortable owning a process end-to-end
  • Clear, proactive communicator who flags issues before they become problems
  • Organized and dependable, especially under deadline pressure during peak seasons
  • A natural problem-solver who looks for ways to improve a workflow, not just follow it

WFH Set-Up:

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

You should apply if...

• You're the kind of person who gets energy from turning a messy process into a smooth one — and you don't just want to follow a workflow, you want to make it better.
• You take patient data and confidentiality seriously, and HIPAA compliance feels like a responsibility you're glad to own rather than a box to check.
• You're comfortable being trusted with independent work: given a template and a recording, you can be relied upon to produce something accurate and polished without needing hand-holding. And when things get busy, you don't get rattled — you get focused.

What to expect...Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 20 hours per week
• Flexible scheduling: options include 4 hours/day Monday–Friday (typical prior schedule was 1:00–5:00 PM) or consolidated hours over 3 days — schedule can be agreed upon so long as tasks are completed.

Compensation:

• $7 per hour
• No benefits package included

Benefits



Originally posted on Himalayas