HIPAA-Compliant Automation Developer n8n on Aptible + OpenAI API + Google Cloud + Full Stack Build

Who We Are Looking For: An experienced automation developer who knows their way around n8n, Aptible, OpenAI API, Google Cloud Functions, Keap/Infusionsoft, JustCall, Google Sheets, Google Docs, Slack, and Ninety.io — and understands HIPAA-compliant workflow design in a healthcare environment. We have made our platform decision. We are building on self-hosted n8n on Aptible. We need a developer who has done this before, can set it up correctly the first time, and wants a long term engagement. About Us: We are The Doctors of Physical Therapy, a physical therapy practice in Scottsdale, AZ. We are building a HIPAA-compliant automated performance intelligence system that replaces manual KPI reporting, provider coaching review, and patient retention monitoring with a fully automated workflow stack. Why n8n on Aptible: We evaluated Keragon and experienced unreliable integrations and poor support. We chose n8n self-hosted on Aptible because it gives us no run limits, no workflow limits, full control over our integrations, HIPAA compliance via Aptible's BAA, and a visual workflow builder our team can operate day to day without developer involvement for routine changes. The Full Stack: Infrastructure: n8n self-hosted on Aptible. Aptible BAA covers the hosting layer. Google Cloud account with active Google Workspace BAA covers all Google services. All PHI must stay within BAA-covered infrastructure at every node. Middleware and Automation: n8n as the HIPAA-compliant automation hub. 5-10 distinct workflows covering sales coaching, clinical KPIs, patient retention alerts, and provider performance reporting. All workflow logic, conditional routing, error handling, and deduplication built in n8n. AI Layer: OpenAI API for automated coaching analysis of sales and clinical session transcripts. Two API-accessible coaching assistants built inside a dedicated company-owned OpenAI API project — SDR Call Coaching Bot and Discovery Visit Coaching Bot. Structured JSON output schema for reliable downstream processing. Restricted project-scoped API key issued to n8n only. System prompts hidden — proprietary IP must not be accessible to end users. EMR Integration: PTEverywhere EMR connected via Google Cloud Function webhook receiver. Cloud Function receives AES-encrypted POST requests from PTEverywhere, decrypts payload using AES/ECB/PKCS7, and forwards clean JSON to n8n webhook trigger. Must be deployed inside our existing Google Cloud account under our active Google BAA. CRM Integration: Keap/Infusionsoft connected to n8n. Workflows triggered by HTTP Post from Keap campaign sequences. Patient journey tracking and cross-referencing against EMR schedule data. Tag and sequence based routing logic. Call Transcript Integration: JustCall connected to n8n. Automatic transcript fetching triggered by Keap sequence events. Contact phone number used to match JustCall transcript. Transcripts routed to correct OpenAI coaching assistant based on call type — SDR or Discovery Visit. Output Layer: Google Docs — automated coaching report creation per session filed in shared DPT Automation Outputs folder. Google Sheets — KPI scoring, coaching scores, Doc links, and operational metrics logged per provider per month with auto-created monthly tabs. Slack — direct message notifications to providers when coaching reports are ready including score and Doc link. Zapier basic — Google Sheets clean KPI scores pushed to Ninety.io EOS Scorecard Measurables — no PHI in this leg. HIPAA Compliance — Non-Negotiable: BAA must be in place at every node that touches PHI. Aptible BAA covers n8n hosting. Google Workspace BAA covers Docs, Sheets, Drive, and Cloud Functions. OpenAI Enterprise BAA covers the AI analysis layer. No tool, platform, or service may be introduced without our explicit approval and BAA confirmation. No PHI may pass through any uncovered platform at any point. All credentials and access transferred to our team on completion. Developer must sign a confidentiality agreement before receiving system access. Current State — What Is Already Done: Google Cloud account exists with OAuth app configured. Google Docs API and Google Drive API are enabled. Auth scopes configured: auth/documents and auth/drive. Redirect URIs will need to be updated from Keragon to n8n callback URLs — developer to provide correct URIs on deployment. JustCall API key available and ready. Keap/Infusionsoft HTTP Post configured in campaign sequence — URL will need to be updated to n8n webhook URL on deployment. Google Sheets DPT Coaching Reports created with correct column headers: Date Processed, Contact Name, Call Date, Doc Link, Status. Google Drive DPT Automation Outputs folder created. OpenAI custom GPTs already built in ChatGPT — need to be recreated as API-accessible assistants under company-owned OpenAI API project. Keragon account exists with JustCall, Keap, Google Sheets connections — these will be abandoned in favor of n8n. Workflow Build List: W1 — Monthly cron trigger — Auto-create Google Sheets tabs per provider per month W2 — Keap HTTP Post trigger — Fetch JustCall transcript, send to OpenAI Discovery Visit coaching assistant, create Google Doc with full feedback, write score and Doc link to Google Sheets, send Slack notification to provider W3 — Keap HTTP Post trigger — Same flow as W2 for SDR calls using SDR coaching assistant W4 — Nightly schedule trigger — PTEverywhere clinical KPI report pulled via API, calculated metrics written to Google Sheets W5 — Keap webhook trigger — Unscheduled active patient alert cross-referencing Keap live patient tags against PTEverywhere schedule W6 through W10 — TBD — KPI expansion toward 50-metric weekly target Full Build Budget: $6,000-10,000 fixed price depending on scope confirmation. Screening Questions: Have you deployed n8n self-hosted before? If yes describe the infrastructure you used — was it Aptible, AWS, GCP, or other — and what workflows you built on it. Have you built and deployed a Google Cloud Function before? Describe what it did and what language you used. Have you worked with AES encryption or decryption in a development project? Describe the use case. Have you integrated JustCall and Keap/Infusionsoft via API before? Describe what you built. Have you worked with OpenAI API — specifically calling a custom Assistant by Assistant ID and receiving structured JSON output? Describe the implementation. We need every workflow node that touches PHI to be covered by a signed BAA. Walk me through how you would verify and document BAA coverage across our stack before beginning the build. Have you worked in a HIPAA-regulated environment before? Describe the organization type and what compliance requirements you navigated. The full build is estimated at $6,000-10,000. Are you interested in and available for a longer term engagement including ongoing maintenance and workflow expansion if this project is delivered successfully? What is your fixed price quote and estimated timeline for the full build as described? Do you have any concerns or questions about the stack or requirements before bidding? To Apply: Answer all ten screening questions directly in your proposal. Applications that do not answer every question specifically will not be reviewed. We are looking for real experience — vague answers will not be considered. If you have built something similar tell us exactly what you built, for whom, and what the outcome was.