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 Beyond reports, this person will also give the practice's outdated, hard-to-maintain website a more usable home, so the team can keep it current without outside help.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:

- Demonstrated experience converting audio recordings or transcripts into polished, professional written reports

- Hands-on comfort using AI tools (e.g., Claude or similar) to draft or accelerate written content

- Working knowledge of, or willingness to be trained on, HIPAA requirements and PHI handling best practices

- Experience with website platforms such as Squarespace and/or GoDaddy, including basic site updates or migration

- Proven ability to work independently against a set template with minimal supervision

Your superpowers are...

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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

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Soft skills / traits:
- Fast without cutting corners — speed and accuracy at