Reports Optimization Specialist - Freelance, Remote

Magic

1d•$7•Remote

About The Position

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 Beyond reports, this person will also give the practice's outdated, hard-to-maintain website a more usable home, so the team can keep it current without outside help.

Requirements

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
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

Nice To Haves

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
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

Responsibilities

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
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
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
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
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