A woman sitting at a desk using a MacBook Pro laptop with a screen displaying the name 'Celenia Dubez' and the words 'Virtual Assistance'. She holds a smartphone in her left hand. On the desk are a beige notebook, a brown cup, and some folders.

Support That Understands Private Medical Practice, Functional Medicine and the DPC Model.

At CIVA, we know that Private Practices and DPC are built on time, trust, and meaningful patient relationships. That’s why we offer behind-the-scenes support so you can focus on building meaningful care relationships without getting buried in admin work.

Let us handle the back end, while you lead the care.

Clinical and Admin Support

  • Invoicing patients for:

    Labs

    Medication dispensary

    Testing's

    Other...

  • Years of experience with many EMR systems, such as:

    Elation

    Atlas MD

    Spruce 

    Hint 

    Practice Better

    Optimantra

    E-forcse

    Athena 

    ECW 

    Epic 

    IDX 

    And many more...

  • Responding to patient inquiries.

    Managing emails

  • Onboarding

    Scheduling

    Maintaining patient charts

    Referrals and Authorizations

    Fax inbox

    Patient communication (calls, texts, portal)

    Forms

    Research

    Reports

    And much more…

Practice Management Service

Hands-on oversight + strategic support
When your practice needs more than admin help - I step in to manage, organize, and optimize your operations from the inside out.

Need leadership-level support without hiring a full-time PM? Let’s talk.

FAQs

  • Great question! Since I work with multiple clients I use the Time-Blocking method or an asynchronous workflow if preferred by the provider.

    Time blocking is a time management method where I divide my day into blocks of time (i.e 30 minutes, 1 hour, 2 hours, etc) and each block is dedicated to a client.

    Asynchronous schedule on the other hand is a more flexible approach preferred by many.

  • I have worked in many specialties including:

    • Direct Primary Care (DPC)

    • Functional Medicine

    • Primary care (Traditional)

    • Internal Medicine

    • Labor and Delivery

    • Pediatrics

    • Mental Health

    • Detox Clinic

    • Telemetry Hospital Unit

    • Physiatry (Spine and Sports)

  • I do have a resume for when I am applying for a job as an employee. However, since I am an Independent Contractor and a business owner, I will only provide a copy of my resume and work history upon request.

  • We use encrypted password managers like 1Password.

  • Yes, we are! Every staff holds a HIPAA certificate in:

    • Using and disclosing PHI

    • HIPAA Privacy

    • HIPAA Security

    • HIPAA and State Laws

    • Becoming HIPAA compliant

  • For healthcare providers, we also provide a signed Business Associate Agreement (BAA) to ensure HIPAA compliance and protect patient privacy. Both documents help set the tone for a secure and professional partnership.

  • Yes, there is a service agreement in place. It’s not a long, complicated contract- it’s simply a clear outline of the services we’ll provide, how we’ll work together, and what you can expect. It ensures we’re all on the same page from the start and helps set the tone for a smooth, professional collaboration.

  • I can either send you an invoice or we can set up direct deposit for ongoing services.