This is flexible role; however, it is not intended to be worked simultaneously alongside another position during the same business hours.

CIVA supports active medical practices, which means our team members must be able to consistently check their assigned practice throughout the business day, complete workflows within expected timeframes, and respond appropriately when something is time-sensitive.

Our work is asynchronous, so you are not expected to sit at your computer continuously or work a traditional 8–5 schedule. However, you must have the flexibility and availability to give your CIVA responsibilities the attention they require during the day.

Other employment is not automatically a conflict, but it cannot interfere with your availability, responsiveness, or ability to consistently manage your assigned CIVA workload.

This role is best suited for someone looking for flexible part-time work that they can genuinely make room for in their schedule, with the opportunity for hours and responsibilities to grow as CIVA continues to expand.

This is a flexible role; however, it is not intended to be worked simultaneously alongside another position during the same business hours.

Location:

Remote | Central Florida applicants preferred
Schedule: Part-Time with Growth Opportunity | Occasional In-Person Collaboration

CIVA Is Growing

As CIVA continues to grow, we're looking to add an experienced Healthcare Operations Coordinator & Team Lead to help support our expanding team and day-to-day operations.

This is a primarily remote position, but we're specifically seeking someone in the Central Florida/Oviedo-Orlando area who is available for occasional in-person leadership meetings, planning sessions, training, and team collaboration.

There is no regular in-office requirement.

About the Role

This is a key lead position that will work closely with CIVA's Founder & CEO to help oversee day-to-day team operations, support staff, maintain accountability, coordinate client coverage, and ensure work continues moving across the medical practices we support.

We're looking for someone who understands healthcare from experience - not simply from the administrative side.

The ideal candidate has a strong medical background along with previous healthcare management, or team leadership experience.

This person will become an important additional layer of leadership within CIVA as the company continues to grow.

What You'll Help Manage

Responsibilities may include:

• Supporting CIVA team members

• Monitoring workloads and outstanding priorities

• Ensuring client tasks continue moving and nothing falls through the cracks

• Coordinating staff coverage and assignments

• Supporting team onboarding, training, and cross-training

• Conducting team check-ins

• Helping establish and reinforce performance expectations

• Identifying workflow or communication issues

• Assisting with team scheduling and coverage

• Reviewing workflows and improving internal processes

• Supporting SOP development and implementation

• Assisting with quality assurance

• Escalating clinical or operational concerns appropriately

• Helping troubleshoot EMR/EHR and practice workflow challenges

• Supporting communication between CIVA leadership, team members, and client practices

• Helping CIVA maintain consistent, high-quality service as we grow

Who We're Looking For

Strong candidates may have backgrounds such as:

• Medical Practice Manager

• Clinical Supervisor

• Medical Office Manager

• Healthcare Operations Manager

• Experienced CMA with management experience

• LPN/LVN with supervisory or operations experience

• RN with outpatient or practice-management experience

• Clinical Operations Coordinator

• Similar healthcare leadership experience

Qualifications

• Strong healthcare/medical background required

• Previous management, supervisory, or team-lead experience strongly preferred

• Experience working within medical practices or outpatient healthcare environments

• Strong understanding of patient workflows and medical office operations

• EMR/EHR experience

• Excellent organization and follow-through

• Strong written and verbal communication

• Comfortable providing direction, coaching, and constructive feedback

• Able to identify priorities independently

• Strong problem-solving skills

• Comfortable overseeing multiple people, practices, and workflows

• High level of discretion and professionalism

• Comfortable working within a growing company where processes continue to evolve

Experience with Direct Primary Care, Concierge Medicine, Functional Medicine, Integrative Medicine, specialty practices, remote healthcare teams, or multiple EMR systems is a strong plus.

The Person We're Looking For

We're looking for someone who doesn't simply identify a problem - they begin thinking about how to solve it.

You should be comfortable recognizing when something isn't working, investigating why, communicating with the appropriate team members, and helping develop a practical solution.

This role requires someone who can lead with both accountability and empathy - supporting team members and helping them succeed while also ensuring CIVA's standards and client commitments are being met.

Opportunity for Growth

This position is intended to grow alongside CIVA.

The right person will have the opportunity to take on increasing responsibility as they learn our team, clients, systems, and workflows and demonstrate the ability to independently manage larger areas of CIVA's day-to-day operations.

Practice Operations & Workflow Coordinator (Independent Contractor, Remote)

CIVA Solutions provides virtual administrative and clinical workflow support to independent medical practices: Direct Primary Care, functional medicine, concierge, and direct specialty care. We're looking for an operations-minded coordinator to lead workflow improvement projects for our client practices.

What you'll do

• Lead practice workflow projects from assessment through implementation, following a defined roadmap

• Write, update, and maintain SOPs (patient communication, file management, scheduling, refills, onboarding and offboarding)

• Configure and optimize EMR and patient-engagement platforms

• Train and support practice staff on new workflows

• Send clear, regular progress reports to CIVA and the client

• Facilitate weekly team check-ins with practice staff

What you bring

• 2+ years in medical practice operations, practice management, or healthcare administration

• Proven experience writing SOPs and implementing process changes

• Hands-on EMR experience; DPC platforms (SigmaMD, Elation, Akute, Hint) a strong plus

• Excellent written communication and Google Workspace skills

• Working knowledge of HIPAA

• Comfort working asynchronously and independently

Who thrives here
People with integrity who think critically, solve problems, pay attention to detail, take pride in their work, learn quickly, and want to grow with a company. All client relationships are managed by CIVA leadership; this role delivers the assigned scope within CIVA's systems and standards.

Details: Remote · 1099 independent contractor · Variable hours based on project needs · Compensation based on experience and project scope.

This is a flexible role; however, it is not intended to be worked simultaneously alongside another position during the same business hours.

Type: 1099 Independent Contractor

Location: Remote USA Based (Preference for Central Florida candidates)

Schedule: Part-Time | Flexible | Primarily Asynchronous.
Hours will start on an as-needed basis with significant opportunity for growth as CIVA continues to expand.

Who We're Looking For

CIVA is seeking a highly organized and proactive LPN to support independent healthcare practices with clinical workflow coordination and administrative support.

This role is ideal for an experienced outpatient nurse who enjoys working behind the scenes to improve patient care, support providers, and create efficient workflows.

Responsibilities May Include:

• Medication prior authorizations and insurance coordination
• Medication reconciliation and refill support
• Lab and imaging tracking
• Referral coordination and follow-up
• Preventive care and chronic care tracking
• Inbox and patient communication support
• Chart preparation and documentation review
• Clinical workflow improvement and SOP implementation
• Coordination with providers, pharmacies, laboratories, and insurance plans

Qualifications:

• LPN license required
• Preferred minimum 2 years of outpatient, primary care, specialty care, or ambulatory experience
• Strong understanding of EMR/EHR systems
• Experience with prior authorizations and insurance processes
• Excellent organizational and follow-up skills
• Strong written and verbal communication abilities
• Ability to work independently while following established workflows and SOPs
• Comfortable adapting to multiple provider workflows and systems
• Reliable, detail-oriented, and solution-focused

What Success Looks Like at CIVA

• Takes ownership of tasks and follows through consistently
• Communicates proactively and professionally
• Identifies problems and brings solutions
• Thrives in a flexible, fast-growing environment
• Values teamwork, accountability, and continuous improvement

This position is an excellent opportunity for nurses seeking flexible remote work, supplemental income, semi-retired clinicians, or professionals looking to transition away from traditional bedside care while continuing to make a meaningful impact in healthcare.

This is a flexible role; however, it is not intended to be worked simultaneously alongside another position during the same business hours.

Type: 1099 Independent Contractor

Location: Remote (Preference for Central Florida candidates)

Schedule: Part-Time | Flexible | Primarily Asynchronous
*Hours will start on an as-needed basis with opportunity for growth as CIVA continues to expand.

Who We're Looking For

CIVA is seeking a highly organized and proactive Medical Virtual Assistant to support independent healthcare practices with administrative, operational, and patient coordination tasks.

This role is ideal for an experienced Medical Assistant or healthcare administrative professional who enjoys problem-solving, staying organized, and helping practices run efficiently behind the scenes.

Responsibilities May Include:

• Patient communication and follow-up
• Scheduling and appointment coordination
• Fax and document management
• EMR/EHR data entry and record maintenance
• Referral coordination
• Prior authorization support
• Inbox and portal management
• Lab and imaging tracking
• Provider task management
• Administrative workflow support
• General virtual practice support

Qualifications:

• Medical Assistant certification preferred or equivalent healthcare experience
• Strong medical background with clinical and/or administrative experience
• Experience working with EMR/EHR systems
• Excellent customer service and communication skills
• Strong organizational skills and attention to detail
• Ability to work independently and manage priorities effectively
• Comfortable learning new systems and workflows
• Flexible and adaptable in a growing environment

What Success Looks Like at CIVA

• Takes ownership of tasks and follows through consistently
• Communicates proactively and professionally
• Identifies problems and helps find solutions
• Embraces challenges and change with a positive attitude
• Maintains accuracy, confidentiality, and professionalism
• Thrives in a remote, team-oriented environment

This position is ideal for healthcare professionals seeking flexible remote work, supplemental income, career growth, or an opportunity to support independent healthcare practices in a meaningful way.

Central Florida Preferred | Hybrid/Remote | Part-Time + Growth Opportunity

CIVA Design Studio Is Growing

CIVA Design Studio, the creative division of CIVA Solutions, is looking for an experienced Senior Creative Designer & Newsletter Specialist to help create polished, professional visual materials for independent medical practices.

This is a primarily remote, part-time position with project-based and variable work as our Design Studio continues to grow.

Central Florida applicants are preferred, particularly those in the Oviedo/Orlando and surrounding areas, as there may be occasional opportunities for in-person planning, collaboration, content creation, or team meetings. There is no regular in-office requirement.

About the Role

We’re looking for someone who is more than simply comfortable using Canva.

The ideal candidate has a strong eye for layout, typography, branding, visual hierarchy, and professional design and can take information provided by a client and transform it into something clean, cohesive, visually engaging, and easy to understand.

Because we primarily support healthcare practices, our designs often need to make detailed or clinical information feel approachable and easy for patients or staff to navigate.

This person may also assist with the design, formatting, and assembly of client newsletters using content provided by the practice.

What You’ll Help Create

Projects may include:

• Patient education handouts

• Flyers and promotional materials

• Branded reference guides

• Staff workflow guides and quick-reference sheets

• Infographics

• Booklets and digital resources

• Social media graphics

• Practice announcements

• Event or program materials

• Newsletter layouts and formatting

• Email graphics and visual elements

• Existing design updates and resizing

• Other branded materials requested by our healthcare clients

Newsletter Support

Some clients may also need assistance turning their existing content into a polished, professional newsletter.

Responsibilities may include:

• Organizing client-provided newsletter content

• Creating visually appealing newsletter layouts

• Formatting text, images, buttons, and sections

• Maintaining consistency with the practice's branding

• Creating supporting graphics when needed

• Building or formatting newsletters within the client's designated platform

• Reviewing layouts for spacing, readability, links, and overall presentation before completion

This role is primarily focused on design, formatting, and assembly. Full marketing strategy, campaign management, or extensive copywriting is not currently the primary focus of the position.

Who We’re Looking For

The ideal candidate is someone who can receive a project brief, review the client's branding and content, and independently determine how to turn it into a professional finished product.

You should be able to look at a design and recognize when something feels too crowded, inconsistent, difficult to scan, or simply doesn't look polished—and know how to improve it.

We’re looking for someone who is:

• Creative and highly detail-oriented

• Experienced with professional graphic design

• Advanced in Canva

• Comfortable following and maintaining brand standards

• Strong with typography, spacing, layout, and visual hierarchy

• Able to work independently from a project brief

• Comfortable receiving and implementing client revisions

• Able to manage multiple projects and deadlines

• Organized and responsive

• Comfortable working with healthcare-related content

• Able to maintain confidentiality and professionalism

• Interested in growing with a newer creative service line

Qualifications

• Professional graphic design experience required

• Strong portfolio demonstrating previous design work

• Advanced Canva experience required

• Experience designing multi-page documents, guides, handouts, or similar materials

• Strong understanding of branding and visual consistency

• Excellent attention to detail

• Strong written communication skills

• Ability to proofread designs for obvious formatting, spelling, and visual errors

• Ability to work independently in a remote environment

• Reliable internet and private workspace

• Ability to manage deadlines and communicate proactively when questions arise

Experience with healthcare, medical practices, patient education materials, newsletters, email marketing platforms, or GoHighLevel/Funnelcake is a strong plus, but not required.

The Person We’re Looking For

We want someone who brings ideas to the table.

If a client sends us a page of information, we don't want someone who simply copies and pastes it into a template. We want someone who thinks about how the information should be organized, what should stand out, what can be simplified visually, and how the final piece can better serve the person reading it.

At the same time, you should be comfortable working within an established brand and understanding that the client's vision ultimately guides the project.

You should be able to balance creativity with consistency, efficiency, and attention to detail.

Work Structure

This is a part-time 1099 subcontractor opportunity with variable, project-based work.

Work volume may fluctuate depending on active client projects. This is not initially a guaranteed full-time position or a traditional 9–5 schedule.

The role is ideal for someone who has flexibility, enjoys project-based creative work, and is interested in taking on additional responsibility as CIVA Design Studio grows.

Opportunity for Growth

CIVA Design Studio is a growing division of CIVA Solutions.

The right person may have the opportunity to become increasingly involved in client design projects, newsletter production, creative planning, brand development, and oversight of future creative projects as the service expands.

We’re looking for someone who wants to help us build something-not simply complete individual design assignments.

Ideas • Design • Impact

CIVA Design Studio — A Creative Division of CIVA Solutions

At CIVA, we specialize in supporting providers who offer personalized, relationship-based care.

Here’s a quick overview of the types of practices we work with:

Private Membership Model

Offers patients a simple, stress-free way to receive care. With a monthly membership, you get direct access, unrushed visits, and support when you need it—built on connection, trust, and transparency.

Direct Primary Care (DPC)

DPC practices operate on a membership model where patients pay a flat monthly or annual fee for unlimited access to their doctor. There’s no insurance billing-just direct, transparent care. These practices focus on accessibility, affordability, and meaningful doctor–patient relationships.

Direct Specialty Care (DSC)

is a membership care model that offers direct, insurance-free access to specialty providers with transparent pricing and an emphasis on personalized, continuous care.

Functional Medicine

Functional medicine providers focus on identifying and addressing the root causes of illness rather than just treating symptoms. This approach often includes advanced lab testing, nutrition, lifestyle changes, and personalized treatment plans.

Concierge Medicine

Concierge practices combine traditional medical care with elevated service. Patients typically pay an annual fee for enhanced access, same-day appointments, and a more personalized care experience.

At CIVA, we are more than VA’s. We are trusted partners to independent physicians and their practices.

The people who thrive on our team are:

✓ Detail-oriented and organized

✓ Proactive problem-solvers

✓ Excellent communicators

✓ Resourceful and self-directed

✓ Committed to follow-through

✓ Comfortable working independently

✓ Takes ownership

✓ Communicates proactively

✓ Loves organization and systems

✓ Follows through without reminders

✓ Notices the details others miss

✓ Wants to make a meaningful impact on patient care

We value ownership, initiative, and accountability. We don't believe in micromanagement. Instead, we build a team of professionals who take pride in their work, communicate openly, and consistently follow tasks through to completion.

If you're looking for a role where attention to detail, critical thinking, and reliability are valued, we'd love to hear from you.

• Needs constant supervision

• Waits to be told every next step

• Struggles with organization

• Has difficulty managing competing priorities

• Prefers highly structured, repetitive work

Joining CIVA means becoming part of a growing healthcare support team that helps independent practices thrive behind the scenes.

As a member of our team, you'll enjoy:

• 100% remote work with flexible scheduling

• A supportive, collaborative, and team-oriented culture

• Meaningful work that directly impacts providers, patients, and practice operations

• Opportunities to learn and grow within Direct Primary Care (DPC), Concierge Medicine, Functional Medicine, and other innovative healthcare models

• Exposure to a variety of healthcare systems, workflows, and specialties

• The ability to use your skills to solve problems, improve processes, and make a real difference

• Growth opportunities as CIVA continues to expand

Our Mission

At CIVA, our mission is to help independent healthcare practices thrive by providing reliable, compassionate, and efficient administrative support that allows providers to focus on what matters most - patient care.

We believe healthcare professionals should spend less time buried in administrative tasks and more time caring for their patients, growing their practices, and maintaining a healthy work-life balance.

Our Values

Patient-Centered Support
Although we work behind the scenes, every task we complete ultimately impacts patient care. We approach our work with empathy, professionalism, and attention to detail.

Ownership & Accountability
We take responsibility for our work, follow through on commitments, and communicate proactively when challenges arise.

Solutions Over Excuses
We embrace problem-solving and continuous improvement. When obstacles arise, we focus on finding solutions rather than assigning blame.

Integrity & Trust
We handle sensitive information with the highest level of confidentiality, professionalism, and ethical responsibility.

Growth & Learning
Healthcare is constantly evolving. We value curiosity, adaptability, and a willingness to learn new systems, workflows, and skills.

Teamwork & Collaboration
We support one another, share knowledge, and work together to help our clients succeed.

Excellence Through Consistency
Success is built through reliable communication, strong follow-through, and attention to detail. We strive to deliver exceptional support every day.

CIVA was created to support healthcare practices in a way that feels human, intentional, and genuinely helpful. I believe great patient care starts behind the scenes - with organized systems, strong communication, and people who truly care about the work they do.

As someone who has spent over 26 years in healthcare, I've seen firsthand how administrative burdens can pull providers away from what matters most: caring for their patients. That's why I built CIVA - to help practices operate more efficiently while creating a better experience for both providers and patients.

At CIVA, we're building a team of driven, compassionate professionals who value excellence, accountability, collaboration, and continuous growth. We believe in supporting one another, embracing challenges, and always looking for ways to improve.

If you thrive in a flexible, supportive environment where your work has a meaningful impact and your contributions are valued, I'd love to meet you.

Warmly,

Celenia Inez
Founder & Virtual Practice Administrator
CIVA LLC