Zachary Wilkins-Olson

IT Manager & HIPAA Security Officer

Center for Family Development | Eugene, OR | July 2024 – Present

Strategic Sourcing & Fiscal Oversight

• Evaluated and selected a new EHR platform through a 6-month, multi-vendor procurement cycle, negotiating parallel bids with legal review to secure a $140K annual saving (47%) while expanding baseline features. Currently leading the 9-month implementation.
• Identified the need for a managed laptop fleet, selected hardware specifications, and established an ongoing procurement and distribution pipeline in partnership with the MSP.
• Scoped and managed a competitive RFP for physical security infrastructure (CCTV), ensuring HIPAA physical safeguard compliance through a unified technical roadmap.
• Own the IT budget with independent signing authority up to $20K. Present technology initiatives to the board of directors and secure approval for major capital expenditures.

Emerging Tech & Data Governance

• Identified the organizational need for AI, introduced AI tools across clinical and administrative workflows, authored the governing usage policy, and established an executive technology committee to oversee AI strategy and broader technology direction. Currently designing a transition from standalone AI interfaces to a centralized Enterprise API service for improved security and HIPAA-compliant data residency.
• Identified and secured organizational entry into the Oregon Health Authority (OHA) ROADS v2 beta pilot; manage SFTP reporting pipelines and contribute to regional health reporting standards.
• Stood up a secure REDCap server environment, establishing data collection capability for clinical quality improvement and research initiatives.

Operations & Security

• Built the first internal IT department from scratch, eliminating $187K in redundant headcount while transitioning from a 100% outsourced model to a hybrid MSP partnership.
• Renegotiated MSP contract to an all-you-can-eat service model with a 10% per-user discount, replacing the previous a la carte structure and saving roughly $30K annually.
• Author, review, and approve organizational policies, procedures, and workflows across all departments with broad authority to ensure compliance and drive technology-driven process improvements.
• Own HIPAA compliance for a 130+ device Zero Trust environment; reduced security incidents 75% year-over-year.
• Designed and built a multi-stage automated enrollment system using Customer Voice, Power Automate, SharePoint, SQL Server, and Python. The system handles pre-screening with rules-based program routing, opens and closes enrollment by age group and program, generates intake documents, notifies staff of new enrollments, flags urgent social determinants of health responses for immediate follow-up, and feeds a custom matching algorithm to support client-therapist assignment.
• Replaced a manual Excel-based room scheduling system with a custom Flask + SQL Server web application deployed on Azure App Service with GitHub Actions CI/CD, serving 50+ rooms across multiple buildings.

System Administrator

Center for Family Development | Eugene, OR | May 2018 – July 2024

• Led a full remote telehealth rollout within two weeks during the March 2020 lockdown for 100+ staff.
• Managed daily operations of the CareLogic EHR system, maintaining 99.9% uptime and data integrity across 15,000+ patient records. Certified Qualifacts System Administrator (2021).
• Took over management of VBA and Pentaho reporting pipelines, delivering operational and clinical data to leadership.
• Owned the IT onboarding process including EHR training for new hires; served as primary point of contact for day-to-day IT support across the organization.
• Represented the organization at EHR partnership meetings, coordinating feature requests and system updates with Qualifacts.