For full details, and to apply, please visit our Careers page: https://www.portlandmh.com/careers/
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Digital Automation and Reporting Specialist
Location: Portland, OR (or remote from OR, WA, CO, FL, or NC)
Supervisor: Executive Director
Employee Classification: Exempt (Salaried), Full-Time
Hours: Full-Time, 40 hours per week
Compensation: range of $80,000 to $105,000 annually DOE
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Primary Function:
PMHW is seeking a full-time Digital Automation and Reporting Specialist to lead the development, management, and optimization of digital forms, workflow automations, reporting tools, dynamic KPI dashboards, and ClickUp-connected systems across the organization.
This role is ideal for someone who combines strong technical automation skills with systems thinking, operational problem-solving, data analysis, and careful attention to HIPAA-compliant workflow design. The Digital Automation and Reporting Specialist will be responsible for building and maintaining Cognito Forms, creating and managing automations in Microsoft Power Automate, supporting integration with ClickUp, designing and maintaining dynamic KPI dashboards in Google Data Studio and ClickUp Dashboards, and helping PMHW improve the efficiency, consistency, reliability, and visibility of key administrative and operational workflows.
This role requires careful attention to HIPAA-compliant automation design, including secure data handling, appropriate access controls, and thoughtful management of systems that may interact with protected health information.
This role requires someone who is highly organized, deadline-driven, and able to independently manage multiple concurrent projects using ClickUp as both a personal/project management tool and a platform for workflow automation design.
Over time, this position will also help prepare PMHW for and eventually support API-based integrations with EHR systems as those platforms become available for secure API access. This includes familiarity with the basics of API connectivity, including HTTP requests, authentication methods, webhooks, and structured data exchange across systems.
Essential Functions:
Forms and Workflow Development
- Design, build, maintain, and improve Cognito Forms for operational, administrative, and clinical-support workflows
- Translate stakeholder requests into well-structured digital forms with branching logic, calculations, approvals, routing, and data capture workflows
- Ensure forms are user-friendly, reliable, scalable, and appropriately secured
- Review and improve existing forms for efficiency, usability, consistency, and maintainability
- Maintain internal standards for form structure, naming conventions, and organization
Automation and Systems Integration
- Build, maintain, and optimize workflows in Microsoft Power Automate
- Create and support integrations between Cognito Forms, ClickUp, Google reporting tools, and other operational systems
- Use, or develop working capability in, Keragon and Make to expand PMHW’s automation and integration capacity
- Develop automations for notifications, approvals, task creation, escalations, reminders, follow-up steps, workflow routing, and reporting support
- Build and support automations and integrations that rely on foundational API concepts, including HTTP requests, authentication methods, webhooks, and structured data exchange between systems
- Troubleshoot failures, logic issues, sync problems, and broken dependencies
- Proactively identify opportunities to reduce manual work and improve operational efficiency through automation
ClickUp Administration, Project Management, and Workflow Support
- Use ClickUp as a project management platform to organize, prioritize, track, and advance automation work across multiple initiatives
- Manage assigned projects in a timeline-driven and deadline-oriented manner, with clear follow-through and visibility into progress
- Configure and maintain ClickUp spaces, lists, tasks, custom fields, templates, statuses, dashboards, and related workflow structures
- Ensure form submissions route accurately into ClickUp for tracking, ownership, accountability, and follow-through
- Build and maintain automations that use ClickUp as both a project management tool and an operational workflow system
- Improve workflow visibility and coordination across teams by aligning ClickUp structures with actual operational processes
- Help develop project tracking practices, task accountability systems, and workflow structures that support timely completion of work
KPI Dashboards, Reporting, and Data Analysis
- Design, build, maintain, and improve dynamic KPI dashboards in Google Data Studio and ClickUp Dashboards
- Configure ClickUp Dashboards to provide actionable, up-to-date visibility into key operational, billing, project, workflow, and performance metrics
- Build dashboard structures that allow leadership and teams to monitor trends, priorities, bottlenecks, completion rates, workload, revenue cycle indicators, and other KPIs over time
- Build reporting structures that support visibility into operational, billing, and performance metrics
- Analyze billing data and performance data to identify trends, gaps, bottlenecks, and opportunities for improvement
- Partner with leadership and operational stakeholders to ensure dashboards reflect meaningful and actionable KPIs
- Help ensure reporting is accurate, current, well-organized, and usable for decision-making
- Troubleshoot data inconsistencies and support clean, reliable data flow into reporting tools
- Translate reporting needs into dashboards, data views, and workflow improvements that strengthen accountability and operational insight
HIPAA-Aligned System Design
- Design and maintain automations, dashboards, and reporting systems with strong attention to privacy, minimum necessary access, secure data handling, and compliance-conscious workflow structure
- Evaluate workflow, dashboard, reporting, and integration designs for privacy and compliance risk before implementation
- Help ensure sensitive information is handled appropriately across forms, automations, tasking systems, dashboards, reports, and related data flows
- Document automation logic, system dependencies, dashboard structures, data sources, and data movement in ways that support reliability and accountability
Future EHR/API Integration Work
- Help prepare PMHW’s workflow and reporting systems for future API-based integrations with EHR platforms
- Participate in planning for secure, scalable, and compliant connectivity between forms, automation tools, dashboards, and EHR systems
- Support the eventual design, testing, documentation, and maintenance of API-driven workflows as EHR access becomes available
- Collaborate with internal stakeholders and external vendors on future integration opportunities
Cross-Functional Support and Improvement
- Meet with stakeholders to understand workflow, automation, and reporting needs, clarify requirements, and recommend practical solutions
- Identify inefficiencies, bottlenecks, duplicate work, reporting gaps, and process issues, then redesign workflows or dashboards to improve function
- Develop SOPs, training materials, and internal documentation
- Provide support to staff using forms, automations, dashboards, and workflow systems
Minimum Qualifications:
- Strong proficiency in Microsoft Power Automate
- Experience with Cognito Forms design, administration, and workflow logic
- Experience integrating forms and automations with ClickUp or a comparable task/project management platform
- Experience using ClickUp or a similar platform to manage projects, timelines, deliverables, and workflow accountability
- Experience designing, building, and maintaining dynamic KPI dashboards in Google Data Studio, ClickUp Dashboards, or similar reporting tools
- Ability to configure dashboards that translate operational, billing, project, workflow, and performance data into actionable visibility for leadership and teams
- Ability to analyze billing data, operational data, and performance data in a way that supports decision-making
- Familiarity with HTTP requests, webhooks, and foundational API concepts as they relate to workflow automation and systems integration
- Experience with Keragon and Make, or strong willingness and capacity to learn them quickly
- Familiarity with HIPAA compliance requirements related to workflow automation, data handling, digital systems, dashboards, and reporting environments
- Strong organizational, analytical, and troubleshooting skills
- Demonstrated ability to manage multiple projects and deadlines with strong follow-through
- Experience working in behavioral health, healthcare, or another privacy-sensitive environment
- Experience designing workflows, dashboards, or reporting systems involving sensitive or regulated information
- Experience with process mapping, workflow redesign, or operational systems improvement
- Experience creating SOPs, user documentation, and staff trainings
- Familiarity with API-based integrations and structured data flow
- Experience with or interest in healthcare systems integration and EHR-related workflows
- Experience working with billing data, revenue cycle reporting, or performance dashboards in a healthcare setting
- Experience developing dynamic dashboards that monitor trends, completion rates, workload, productivity, revenue cycle indicators, or other operational KPIs over time
Portland Mental Health & Wellness offers a competitive benefits package for full time employees that includes:
- Paid Vacation Time (80 hours per year to start)
- Paid Health Leave (40 hours per year)
- Paid Floating Holiday Hours (80 hours per year)
- Medical and Vision Insurance – Kaiser Permanente of the Northwest (choice of three plans)
- Dental Insurance
- Employer Paid Life and AD&D Insurance
- Voluntary Additional Life and AD&D Insurance
- Voluntary Short Term Disability Insurance
- Voluntary Critical Illness Insurance
- Voluntary Accident Insurance
- Flexible Spending Account, Health Care
- Flexible Spending Account, Dependent Care
- Commuter Benefit – Choice of TriMet Pass or Limited Parking Reimbursement
- 401K Retirement Plan – Up to 4% Company Match Once Eligible
- Annual Continuing Education Allowance of $500
- Discounted Enrollment with Student Loan Tutor
- 10% Discount on Vitamins & Supplements Through Fullscript
- Limited Access to Columbia Sportswear Employee Store
- OnPoint Community Credit Union Group Banking Benefits
Job Type: Full-time
Pay: $80,000.00 - $105,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: Hybrid remote in Portland, OR 97214
