Description
Summary We are an independent, doctor-owned, single-location orthodontic practice seeking a senior, hands-on AI operations and automation consultant for an initial phased engagement of approximately 90 days. This is not a generic AI strategy, chatbot, prompt-writing, or software-sales project. We need someone who can understand the business, audit current workflows and systems, identify the highest-value opportunities, build and test approved solutions, train employees, document everything, and produce measurable operational improvements. CURRENT AND ANTICIPATED SYSTEMS Our technology environment includes: - Greyfinch practice-management software - Google Workspace, Gmail, and Google Calendar - RingCentral or similar telephone and messaging systems - Website forms and new-patient inquiries - Patient communication and scheduling systems - Payment, financing, insurance, and accounting workflows - Internal SOPs, documents, training materials, and business reporting INITIAL SCOPE The selected consultant will be expected to: 1. Interview the owner and team and observe current workflows 2. Map business processes, bottlenecks, handoffs, and failure points 3. Inventory current systems, integrations, permissions, and data flows 4. Review and maximize existing software capabilities before recommending additional tools 5. Distinguish among: - Standard software configuration - Rule-based automation - AI-assisted workflows - Processes that should remain manual 6. Establish baseline performance metrics 7. Produce a prioritized implementation roadmap based on business value, cost, difficulty, privacy risk, and ongoing maintenance 8. Design and implement one approved, relatively low-risk pilot 9. Test the system under realistic conditions 10. Create complete technical documentation and staff SOPs 11. Train the team 12. Measure results and provide a complete handoff POTENTIAL USE CASES Potential opportunities include: - New-patient inquiry management - Missed-call recovery - Consultation scheduling and follow-up - Unscheduled treatment follow-up - Email review and task tracking - Scheduling gaps and cancellation recovery - Referral-source tracking - Insurance and document collection - Payment and overdue-balance workflows - Employee onboarding and SOP access - Daily owner briefings and KPI reporting The audit should determine which opportunity should be implemented first. We do not want a predetermined tool or chatbot imposed on the practice. REQUIRED EXPERIENCE Candidates should have: - Direct experience building production business automations or systems integrations - Strong business-process mapping and workflow-design skills - Experience with REST or GraphQL APIs, OAuth, webhooks, structured data, and systems integration - Experience with automation platforms such as n8n, Make, Zapier, Workato, or equivalent - Coding ability in Python, JavaScript, or an equivalent language - Healthcare, HIPAA, or another regulated-industry implementation experience - Experience with testing, logging, exception handling, monitoring, alerting, and rollback - Ability to train nontechnical employees - Strong technical and operational documentation skills - Ability to calculate and report measurable ROI Experience with Greyfinch, dental or orthodontic practices, Google Workspace, RingCentral, scheduling systems, or patient-communication workflows is preferred but not required. SECURITY AND OWNERSHIP REQUIREMENTS The engagement must account for: - HIPAA and patient privacy - Minimum-necessary access - Role-based permissions - Multifactor authentication - Secure credential handling - Appropriate human review - Audit logs and error monitoring - Testing before production use - Incident reporting - Data-retention and deletion procedures - Avoidance of unnecessary vendor lock-in No real patient information will be supplied during the application or finalist-testing process. No PHI may be entered into an unapproved AI, automation, or cloud platform. A Business Associate Agreement must be available and completed whenever required before PHI is accessed or processed. All systems must be established in practice-owned accounts. The practice must own and control all: - Administrative accounts - Data - Code and scripts - Prompts - Automation configurations - Integrations - API credentials - Workflow diagrams - Documentation - SOPs - Training materials All employees, agency members, subcontractors, and third-party platforms involved must be disclosed before access is provided. During the initial pilot, external communications and consequential business actions must require human approval unless a specific automation is separately tested and authorized. ENGAGEMENT STRUCTURE This will be a milestone-based engagement. Expected stages include: 1. Paid finalist exercise using synthetic data 2. Fixed-price workflow and systems audit 3. Prioritized roadmap and pilot recommendation 4. One approved pilot 5. Testing, training, documentation, and handoff 6. Optional ongoing support based on demonstrated results The first contract milestone will cover the workflow audit and implementation roadmap. The pilot will be authorized as a later milestone only after the audit has been reviewed and accepted. We will not enter a long-term contract before the consultant successfully completes the audit and initial pilot. APPLICATION INSTRUCTIONS Begin your proposal with this exact sentence: “The first workflow I would evaluate is ______ because ______.” Then provide: 1. Three relevant systems or automations that reached production 2. What you personally designed, built, configured, tested, and deployed 3. The technologies and integrations involved 4. Specific before-and-after results 5. Your approach to HIPAA, privacy, security, permissions, credentials, logging, and incident handling 6. Who will personally perform the work 7. Every subcontractor who may be involved 8. Your proposed approach to the initial audit 9. Your fixed-price and hourly pricing 10. Two client references who can discuss your production implementation work 11. Any exception to practice ownership of the accounts, code, configurations, integrations, prompts, and documentation Generic proposals, AI-generated summaries of this posting, chatbot demonstrations, prompt-writing portfolios, and strategy-only proposals will not be considered.