Medical Administration Services for Modern Private Practices

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

US-Based Support • Healthcare Experienced • Serving Practices Across the United States & Canada

Supporting DPC • Functional Medicine • Integrative Health • Naturopathic • DSP • Membership-Based Practices •

Supporting DPC • Functional Medicine • Integrative Health • Naturopathic • DSP • Membership-Based Practices •

You’re Not Hiring a Freelancer

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

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 team 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 Expertise

At CIVA, we support modern private practices with administrative, clinical workflow, and operational support solutions designed to reduce provider burden and improve practice efficiency.

Whether you need ongoing support, temporary coverage, or help optimizing workflows, our team is here to help your practice thrive - while you focus on your patients.

Your Partner in Streamlined Practice Operations

Why practices choose CIVA

Behind every successful practice is a reliable support system. Our remote administrative team helps private medical practices save time, improve workflow, and create better experience for both you and your patients.

Support Where You Need It Most.

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

Coverage When You Need It Most.

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

Pre-Trained for Healthcare

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

Experienced EMR Users

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

¼ Cost of Traditional Staff

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

Scalable With Your Growth.

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

Virtual Medical Assistant + Clinical Workflow Support + 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

    CMA-led Patient communication, scheduling, medical records, fax inbox management, onboarding, invoicing, voicemail messages, email management, patient portal support, and more day-to-day support.

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

    Clinical Workflow Support

    LPN-led support: close care gaps, med refill support, medication reconciliation, lab and imaging follow-up, prior auth support, Chronic care follow-up, preventive care, referral coordination, clinical inbox support.

  • 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, SOP, workflow redesign, practice management support and more.

Need Temporary Coverage?

Whether you're covering a maternity leave, vacation, medical leave, staff transition, or unexpected staffing gap, CIVA can step in to provide short-term support and help maintain continuity for your patients and practice.

Available as short-term or project-based support.

✔ Maternity Leave Coverage
✔ Vacation Coverage
✔ Medical Leave Coverage
✔ Staff Transition Support
✔ Hiring & Onboarding Gap Coverage

Healthcare isn't just our niche - it's our background.

Our team understands the realities of patient care, provider workload, clinical workflows, and practice operations because we've worked within healthcare ourselves.

We don't believe in one-size-fits-all support. We become an extension of your practice, providing reliable, healthcare-focused assistance tailored to your unique needs.

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!

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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.