Welcome to CIVA
We're so glad you're here. This page walks you through everything that happens between today and your go-live, so you always know what's next.
Your first steps
Most practices finish these within the first week.
Sign your Business Associate Agreement
Review and sign the BAA online. It only takes a few minutes, and we can't access patient information until it's on file. Our W-9 and HIPAA certificate are here for your records too.
Review & sign BAA CIVA W-9 HIPAA certificateHIPAA Compliance training completed January 26, 2026 · Verify the certificate at alison.com/verify/6ae658f652
Complete your practice intake form
Tell us about your EMR, communication tools, workflows, and preferences so we can tailor support to how your practice runs.
Open the intake formSet up system access
Your CIVA team member will need a login for your EMR, access to your patient messaging platform, fax access, and two shared Google Drive folders: To Sign and Completed. We'll send exact instructions for your systems.
Go live — and a 30-day check-in
Support begins on your start date — your CIVA team member will reach out to introduce themselves and confirm priorities. At 30 days, we'll check in together to review what's working and adjust as needed.
How we work together
A few conventions that keep your practice running smoothly.
Async-first support
Our team works from your queues and inboxes throughout the day, so requests move forward without needing a meeting.
Messaging, kept clean
Whatever platform your practice uses, flag only truly urgent requests as urgent. Assign or route everything else to your CIVA team member by name so nothing gets lost.
Signatures
Refills and anything needing your signature go in To Sign. Signed items go in Completed; we upload them to the chart and fax them out.
Your CIVA team
You'll have a dedicated team member, with Celenia overseeing your account. Any questions about scope or your team come straight to her.
Billing
| Ongoing retainers | Billed monthly at your agreed hourly rate and weekly hours. |
| Temporary & coverage | Billed hourly and invoiced weekly. |
| How to pay | Invoices are sent through Zelle. Payment is due per the terms in your service agreement. |
2026–27 holiday schedule
| Thanksgiving · Nov 26 | Closed |
| Nov 27 | Reduced operations or closed |
| Christmas Eve | Half day |
| Christmas Day | Closed |
| New Year's Eve | Half day |
| New Year's Day | Closed |
Coverage on reduced days depends on team availability and is coordinated with you in advance.