Medical Administration Services for DPC & Private Practices

Your behind-the-scenes practice ally, supporting independent clinics with clarity, consistency, and care.

You’re partnering with an established, professional service built specifically for independent clinics - backed by 26+ years of healthcare experience.

You’re Not Hiring a Freelancer

A professional woman with long dark hair sitting at a desk with a pink marble-patterned laptop, a ceramic mug, notebooks, and a smartphone in a bright modern office with large windows and white shelves with plants and decorative items.

Welcome - I’m Celenia.

Founder & CEO, CIVA LLC

First, congratulations on opening your private practice. That takes courage, commitment, and heart - and it deserves the right support behind it.

Your practice isn’t just a business - it’s something you’ve built with intention. You should feel confident in the team supporting it.

With the right medical virtual administration in place, practices reduce burnout, stay organized, and create the space to focus on patient care - without the overhead of in-house staff.

At CIVA, we provide reliable, structured support that integrates seamlessly into your workflow - so it feels like a true extension of your practice, not just an outsourced service.

If you’re looking for support that is consistent, professional, and built for how independent practices actually operate - you’re in the right place.

Trusted. Compliant. Health Care Focused.

Your patients. Your practice. Your peace of mind.

HIPAA Trained
PIPEDA Trained
Secure Support
Healthcare Experienced

Your Partner in Streamlined Practice Operations

ABOUT CIVA

At CIVA, we provide experienced virtual administrative support exclusively for DPC and private medical practices. We handle the details so you can focus on what matters most - your patients.

Why practices choose CIVA

Our remote administrative team helps DPC and private practices save time, improve workflow, and create better experience for both your staff and patients.

Coverage When You Need It Most.

We’ve got you covered on sick days, vacations, and unexpected absences.

¼ Cost of Traditional Staff

Reduce overhead and save significantly compared to in-house hires.

Expert EMR Users

Our team is experienced with major EMR systems and medical workflows.

Support Where You Need It Most.

We Provide specialized support tailored to the unique needs of your practice

Scalable With Your Growth.

Easily adjust support as your practice grows-no hiring headaches.

Pre-Trained for Healthcare

We understand the medical world and are trained to support it.

Virtual Medical Assistant + Patient Care Coordinator + Practice Management

Three Distinct Services. One Trusted Team.

  • A white computer keyboard, a gold pen, a pink-purplish pen, round glasses, and an open notebook on a white desk.

    Virtual Medical Assistant

    Triage, labs, Imaging prior authorizations, referrals, respond to patient portal messages and much more.

    (Included in Essentials . Elevate . Thrive packages)

  • A notebook, pen, and a plant in a white pot on a white surface with a plain background.

    Patient Care Coordinator

    Answer emails, return phone calls/voicemail messages, Handle/distribute fax inbox, invoicing, onboarding and more.

    (Included in Essentials . Elevate . Thrive packages)

  • A white tabletop with a large green leaf on the left, a white mug of coffee on a cork coaster in the upper center, a beige notebook underneath a white tablet with a black screen in the lower center.

    Practice Management

    Systems & Workflow Optimization, Vendor coordination, Accountability + follow-through, Staff Coordination Support and more.

    (Available in Elite + Core Retainer - packages)

We handle the essential functions that keep your practice moving.

Everything your practice depends on is managed quietly and seamlessly in the background. With firsthand experience in private practices, we understand your workflow, your patients, and your daily challenges.

With flexible monthly retainer packages, you can choose the level of support your clinic needs - and have a dedicated, experienced Virtual Medical Assistant, Patient Care Coordinator, or Practice Manager by your side.

Testimonials

We’d love your feedback!

If you’ve worked with Celenia or the CIVA team, we’d love to hear from you.

Systems & Platforms We Work In Daily

At CIVA, we meet you where you already are. We work seamlessly within the systems you use to run your practice - from EHRs and patient communication tools to scheduling and workflow platforms. Our role is to bring structure, efficiency, and clarity behind the scenes, so your practice runs smoothly while you stay focused on patient care. Below are some of the systems we regularly support:

Blue logo with the word 'Elation' and a stylized sun icon over the letter 'E'.
Logo with stylized pills and the word 'Soplex' in black font.
OptiMaring logo with the text 'OptiMaring' in blue and pink colors.
Logo for Practice Better, featuring an hourglass icon and green text.
Text in a distorted style that reads 'Hope' in bright colors with a digital glitch effect.
Close-up of a faded pink and purple colorful background with partially visible text.
A colorful logo with abstract shapes in shades of blue, with the text 'Microsoft PowerPoint'.
Logo with a green heart and cross, and the text "AkuteHealth" in green and black.
ATLAS logo with a stylized astronaut figure and the text 'ATLAS MD'
Google Workspace logo with colorful icons for Gmail, Calendar, Drive, Docs, and Meet.

Don’t see your system listed? We’re quick learners and happy to adapt to your workflow.

Let’s connect!

Follow me on Instagram and LinkedIn.

Proudly Supporting Our Community

Click the flyer to see more!

At CIVA LLC, we believe in connection - both in our work and within our community.
We were honored to sponsor and be featured at the 2025 ¡Viva Oviedo! Festival, celebrating Hispanic heritage, culture, and unity.

Featured in Orlando Voyager’s Magazine “Inspiring Stories” celebrating local entrepreneurs making an impact in Central Florida.

Portrait of Celenia Inez Muller-Roman standing in an office with a potted plant and a laptop on the desk.