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Posted 7 days ago
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Requirements and responsibilities
We are hiring a Systems & Automation Specialist (Remote, Part-Time to Start).
Terra Medical Aesthetics + Wellness is a growing NP-led clinic in Newfoundland, Canada, specializing in menopause care, medical weight management, and aesthetic medicine. We have built a strong clinical brand and have the raw materials — protocols, templates, content, a tech stack — but we need someone to turn it all into real, connected systems that run without constant hands-on management.
This is a builder role. You will not just maintain what exists — you will audit what we have, find the gaps, and build the operational backbone out across our tools, using AI to do it faster and smarter than the old way.
Responsibilities:
- Patient onboarding: Design and build a smooth, automated onboarding journey (intake, welcome, prep, follow-up) so every patient has a consistent, professional experience.
- Mailchimp: Set up and automate our email flows: nurture sequences, lead follow-up, recall, and our weekly newsletter system.
- Workflows: Turn our existing protocols into clear, documented, repeatable processes the whole team can follow.
- Notion: Build out our operational hub: SOPs, dashboards, project tracking, and an AI-supported knowledge base.
- Wix: Support and optimize our website, including forms, funnels, and lead capture.
- Systems audit: Review everything we currently run, identify what is leaking or missing, and prioritize what to build first.
- AI utilization: Use AI tools throughout to build, document, and automate; this is central to how we want to work.
Candidate Profile:
- A systems builder at heart; you love taking something messy and making it run cleanly.
- Genuinely AI-fluent; you use AI daily as a core part of how you build, and you can show concrete examples.
- Hands-on experience with Mailchimp, Notion, Wix, and automation tools (Zapier/Make or similar).
- Strong written English and clear communicator.
- Self-directed; you can take a goal and build toward it without being managed step by step.
- Comfortable handling information responsibly (healthcare; confidentiality matters).
Nice to Have:
- Experience with healthcare, clinic, or wellness operations.
- Familiarity with Jane App.
- A track record of building onboarding or automation systems from the ground up.
Details:
- Remote.
- Part-time to start, with a clear path to grow as we scale.
- Contract to begin.
We read every application personally. We are excited to find the right person to build this with us.
Optionally, you can add more information later (benefits, pre-screening questions, etc.)