GHL Automation & Operations Setup Specialist — Medical Home Care Agency

Job Type: Project-Based (3-5 weeks)
Employment: Contract / Project-Based
Commitment: 30-40 hours/week
Budget: $1,150-1,400 depending on experience for project fee
Location: Remote
Start: ASAP

The Opportunity

We’re a Texas-based non-medical home care agency (Caring Hands Home Health) in rapid growth mode. We’ve already got a solid technical foundation including:

GoHighLevel sub-account with 3 CRM pipelines (Clients, Caregivers, Referral Partners)
Voice AI (Ava) handling 24/7 caregiver screening interviews as well as our assistant
2 active phone numbers with automated call routing + voicemail
8+ live workflows (Missed Call Text Back, Lead Auto-Reply, Assessment Reminders, etc.)
Caregiver Portal + Scrum Board (Cloudflare Pages)
Google Sheets integration for Ava call logging
Booking calendars for assessments & interviews

What’s NOT done yet:

Website rebrand (live but generic)
8 pending workflows (blocked by missing integrations)
SignNow client intake digitization
Recruitment assistance with building caregiver pipeline and automation (Indeed, LinkedIn, job boards)
Marketing improvise and automation setup (Mailchimp/claudio etc campaigns)
IVR phone menu (built but dormant — routing conflict to resolve)
Team training & documentation
Full system optimization
You’re not starting from zero. You’re completing and optimizing an existing, well-documented system.

The Project Scope

The Project Scope (3-5 Weeks)
WEEK 1: AUDIT & INTEGRATION
Days 1-5: Complete System Assessment

Review technical handoff documents and systems

Audit GHL configuration pipelines, workflows, custom fields
Test all existing workflows end-to-end

Map all lead sources:
Referral partner list (identify all current partners)
Care In Homes integration points
Multiple websites with leads (map each source)
Paid account onboarding flow (Workers Comp, VA clients)
Identify missing API keys + integrations needed
Identify caregiver recruitment sources (Indeed, LinkedIn, Facebook, etc.)

Deliver by Day 5:

Audit report — what's working, what's broken
Integration priority roadmap — which to build first
Lead source mapping document — all sources identified
Caregiver recruitment strategy — sourcing channels + expected timeline

WEEK 2: RECRUITMENT + MARKETING AUTOMATION LAUNCH
This is your PRIORITY week. Build the engines that will recruit caregivers + convert leads.

A. CAREGIVER RECRUITMENT ACCELERATION (Days 6-10)

Days 6-7: Setup Lead Sources

Indeed Integration

Connect Indeed API to GHL
Auto-create caregiver contact on application
Auto-assign to Ava screening call (24/7)
Track: Applications, Screening, Interviews
LinkedIn Job Posting

Week 3-5
Website rebranding and automation revisions

What You'll Deliver
Complete caregiver recruitment system (Indeed, LinkedIn, Facebook, job boards)
Marketing automation for all lead sources (referral, Care In Homes, websites)
5 active email sequences in Mailchimp with 20%+ open rates
All 8 pending workflows live and tested
Ava screening fully operational for all sources
Recruitment dashboard tracking real-time pipeline
Lead source performance dashboard with daily updates
IVR phone system fixed with 3-number architecture
Website fully rebranded with caregiver recruitment focus
Complete SOP documentation with video training
Admin manual for independent team management
Team trained and running systems without contractor

How to Apply

Required Submission:

Cover Letter (one page)

1. Tell us about your best GHL automation project
2. Why you’re excited about healthcare/home care automation
3. Your experience with workflow building + integrations
4. Are you interested in potentially staying on as Operations Director if we scale?
Portfolio / Case Study (one completed project)


Quick Questions

Tell us about a time you debugged a broken GHL workflow. What was the issue? How did you fix it?
Have you built workflows that integrate with external APIs (Indeed, Zapier, etc.)? Which ones?
What’s your experience with website rebuilds / rebranding? (Not required, but helpful)
Describe your approach to training a team on a new system.