Description
Summary # Freelance AI Automation and Business Systems Consultant We are a growing UK dental practice looking for a practical, reliable **freelance AI Automation and Business Systems Consultant** to help us design, build and improve internal systems. This is a remote, self-employed external consultancy engagement. We expect approximately **16 hours of support per month**, arranged flexibly. This will initially be a three-month engagement, with the possibility of continuing if the work provides measurable value. ## What we need We are not looking for someone who only provides general AI advice or reports. We need someone who can: * Understand how our business currently operates. * Identify processes that could be improved. * Recommend practical AI or automation solutions. * Build and test the systems. * Clearly document what has been created. * Train us to use and maintain the systems. * Keep us informed about relevant AI developments without recommending unnecessary tools. The role will be approximately: * 70% practical system building and implementation. * 30% advice, planning, troubleshooting and training. ## Possible projects Projects may include: * Building workflows using ChatGPT, Make.com, Zapier, n8n or similar platforms. * Connecting Google Workspace, Gmail, Google Drive, Sheets, Forms and Slack. * Automating meeting transcription, summaries and minutes. * Extracting decisions, action points, owners and deadlines from meetings. * Creating a central staff action tracker. * Developing recruitment and employee onboarding workflows. * Building HR, compliance, complaints and incident-management systems. * Creating management dashboards and automated reminders. * Organising policies, templates, procedures and internal knowledge. * Improving enquiry and lead-management workflows. * Creating standard operating procedures for recurring business tasks. * Reviewing new AI tools and recommending only those relevant to the practice. We will begin with small, clearly defined projects before expanding the work. ## Initial trial project Shortlisted applicants may be offered a small paid trial. The trial is likely to involve designing or improving a workflow that: * Processes a meeting recording or transcript. * Produces professionally formatted meeting minutes. * Separates discussions, decisions and action points. * Identifies action owners and deadlines. * Updates a central action tracker. * Stores or distributes the finished minutes. * Allows incomplete actions to be reviewed at the next meeting. You should explain: * How you would build the workflow. * Which tools you would use. * What the software would cost. * How the information would be protected. * What could be automated reliably. * What would still require human review. A working demonstration or prototype would be strongly preferred. ## Essential skills Please apply only if you have practical experience with several of the following: * ChatGPT and other AI tools. * Make.com. * Zapier. * n8n. * Google Workspace. * Gmail automation. * Google Drive. * Google Sheets and Forms. * Slack. * API integrations. * Business process automation. * Workflow documentation. * Standard operating procedures. * Dashboard and tracker development. You do not need to be a machine-learning engineer. We are primarily looking for someone who is excellent at using existing AI and automation tools to solve real business problems. ## The ideal consultant You will be: * Practical and commercially minded. * Able to both advise and implement. * Comfortable working directly with a business owner. * Proactive in identifying opportunities for improvement. * Able to explain technical matters simply. * Highly organised and attentive to detail. * Reliable with deadlines and communication. * Fluent in written and spoken English. * Available for occasional meetings during UK working hours. * Willing to build simple, maintainable systems rather than unnecessary complexity. * Happy to transfer knowledge and avoid making the business dependent on you. Experience working with healthcare, dental, medical, professional services or other regulated businesses would be helpful but is not essential. ## Confidentiality and data security We are a UK dental practice, so confidentiality and data protection are extremely important. Initially, you will work with anonymised, dummy or non-sensitive information. You must be willing to: * Sign a confidentiality agreement. * Follow our data-security requirements. * Use only the minimum access required. * Avoid placing identifiable patient or staff information into unapproved AI tools. * Use secure passwords and multi-factor authentication. * Work within practice-controlled accounts where possible. * Immediately report any suspected security incident. * Delete or return confidential information when requested. You will not initially receive unrestricted access to clinical or patient-management systems. ## Ownership and handover All systems, workflows, prompts, documentation, diagrams and deliverables created and paid for during the engagement must belong to High Street Dental Practice. Automations should be created within practice-controlled accounts wherever possible. Each completed project should include: * A clear explanation of