Welcome To CIVA

Subcontractor Onboarding Guide

A top-down view of a wooden desk with a white keyboard, a glass vase with green leaves, a ball of twine, an open planner with leaves and drawings, a green pencil, and a knitted blanket.

Welcome Message

I’m so excited to have you join CIVA.

My goal is to create a supportive, organized, and professional environment where you feel confident in your role and clear on expectations. This guide will walk you through everything you need to get started smoothly.

I’m looking forward to working together.

About CIVA

CIVA is a virtual administrative support company specializing in healthcare practices, including Direct Primary Care and membership-based clinics.

We focus on creating organized systems, improving workflows, and supporting providers so they can focus on patient care.

Your Role at CIVA

As a subcontractor, you will support assigned tasks based on client and operational needs.

This may include:

  • Administrative support

  • Scheduling + calendar management

  • Inbox or patient communication

  • EMR tasks

  • General workflow support

Team Profile for CIVA

As part of building a strong and professional presence for CIVA, each team member is featured on our website. This helps create a more personal and trustworthy experience for the practices we support.

Please submit the following:

Headshot Photo

  • Clear, well-lit photo

  • Neutral or simple background preferred

  • Please provide 2–3 options so we can select the best fit

Short Bio

  • Your background and experience

  • Areas you enjoy or specialize in

  • A touch of personality to keep it warm and approachable

You can email your photo and bio to: info@civa.solutions

Hours + Availability

• Hours are flexible based on workload and client needs
• Please communicate availability and any changes in advance

Tools You May Use

Depending on your role, you may use:

  • Google Workspace (Docs, Drive, Calendar)

  • Communication tools (email, Spruce, etc.)

  • EMR Systems

Communication Expectations

Clear and timely communication is essential.

This is key for smooth operations:

• Check messages daily during working hours
• Communicate clearly and professionally
• Ask questions when unsure - don’t guess
• Notify me of any delays or issues as soon as possible

Confidentiality + HIPAA

All patient and client information must be handled with strict confidentiality.

HIPAA compliance is required at all times. Do not share, store, or access information outside of approved systems.

CIVA does not provide VPN access. Subcontractors are expected to ensure their own secure setup.

Workflow + Organization Style (this is your secret sauce)

This is where you shine:

At CIVA, we prioritize:

  • Clean, organized systems.

  • Clear documentation

  • Efficient workflows

  • Attention to detail

  • Be proactive and solution-oriented

When in doubt: keep it organized, labeled, and easy to follow.

Getting Started

Once your agreement is accepted:

  1. You’ll receive onboarding details (Gusto)

  2. Access to necessary tools (if applicable)

  3. Assigned tasks or training

  4. Ongoing support as needed

Initial onboarding time is unpaid.

Compensation begins once subcontractors are actively working on client-related tasks.

Growth Opportunity

As CIVA expands, subcontractors who demonstrate:

  • Strong communication

  • Reliability

  • Initiative

may be given increased responsibility and client assignments.

Support + Questions

I’m here to support you. If you have questions at any point, please reach out -communication is always encouraged.

Closing

Welcome to CIVA - I’m excited to work together and build something great.

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