Automation Systems Design for Health Support Firm

Job Description: I run a health support company in Australia and am seeking an experienced freelancer to help design and implement automation systems that streamline participant onboarding, reporting, and compliance tasks. The role requires building practical, sustainable automation workflows that comply with Australian Privacy Principles (APPs), NDIS requirements, and health data obligations. This will be a step-by-step project at a manageable pace (not rushed implementation). Scope of Work Onboarding Participants Automate collation of NDIS plan and participant details. Auto-populate Snapforms Service Agreements and Consent forms. Streamline Adobe Sign/DocuSign workflows for digital signature collection. Automate Astalty participant profile creation and OneDrive document/folder setup. Auto-upload signed documents (Consent, Service Agreement) into Astalty and OneDrive. Reporting & Case Notes Automate monthly Specialist Support Coordination reporting (auto-generated summary templates). Email and phone call case notes → synced into Astalty automatically. Implementation & Progress Reports: auto-reminders to allied health, data pulled from notes into formatted reports. Other Key Processes Service Agreement updates: automatic notifications when NDIS plan expiry is near, generate and email updated Service Agreements. Calendar automations: auto-add Teams meetings, events, and reminders for reviews or appointments. Systems in Use Astalty (CRM for NDIS providers) Microsoft 365 Premium (SharePoint, OneDrive, Outlook, Teams, Power Automate) Snapforms Adobe Sign / DocuSign Skills Required Proven experience with workflow automation (Power Automate, Zapier, API integrations). Familiarity with Australian Privacy Principles & NDIS data compliance. Knowledge of healthcare/NDIS sector workflows (preferred but not essential). Ability to design processes that are scalable, auditable, and legally compliant. Deliverables Documented workflow maps for each automation. Step-by-step implementation of agreed automations. Testing and compliance checks. Handover documentation for internal use. Notes This is a long-term project to be implemented gradually. Must demonstrate understanding of data protection and privacy law in Australia. Preference given to freelancers who can suggest efficient, cost-effective solutions while keeping systems simple to use for a small business team. Next Steps If interested, please provide: Examples of similar automation projects you’ve completed. Your understanding of compliance considerations when handling sensitive health/NDIS data. Estimated timeframe for initial onboarding automation setup.

Project ID: 39736334