Modern | Medicine | Managed
Medical administration & clinical support for private practices.
A complete remote support team, with administrative and nurse-led clinical support for DPC, DSC, functional medicine, and concierge practices.
Whatever it is, we can take it.
Patient messages, refills, prior authorizations, scheduling, and coverage when someone’s out, handled by real healthcare people so you can get back to your patients.
Hi, I’m Celenia. I’m so glad you’re here.
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, and you should feel confident in the team supporting it.
“You didn’t open your practice to spend your evenings in the inbox.”
I built CIVA so independent practices could have reliable, structured support that fits right into their workflow, without the cost and stress of hiring in-house. We help you stay organized, avoid burnout, and get back to your patients. It should feel like an extension of your own team, not an outside service.
If you’re looking for consistent, professional support built for how independent practices really run, you’re in the right place.
Celenia Muller-Roman · Founder & CEO, CIVA
Why Practices Choose CIVA
You’re not hiring a freelancer. You’re gaining a team.
An established, professional service built specifically for independent practices, run by people who have worked in healthcare, not general virtual assistants.
Support where you need it most
Specialized support built around how your practice actually runs.
Coverage when you need it most
Sick days, vacations, and unexpected absences are covered, so patients never feel the gap.
Pre-trained for healthcare
We understand the medical world, from patient messages to prior authorizations.
Experienced EMR users
Our team works daily in the EMRs and messaging platforms independent practices use.
No payroll or hiring costs
A flexible monthly retainer instead of recruiting, benefits, and payroll for in-house staff.
Scalable with your growth
Easily adjust support as your practice grows, with no hiring headaches.
Proudly Supporting Practices Nationwide
Trusted by independent practices.
What We Do
Three distinct services. One trusted team.
Virtual Medical Assistance
CMA & Patient Care Coordinator-led- Patient messages & portal inbox
- Scheduling & reminders
- Records, faxes & onboarding
- Invoicing, voicemail & email
Clinical Workflow Support
LPN-led- Refills & medication reconciliation
- Prior authorizations & referrals
- Lab & imaging follow-up
- Care gaps, chronic & preventive care
Practice Management
Systems & operations- SOPs & process redesign
- EMR & systems optimization
- Team & vendor coordination
- Ongoing operational oversight
Trusted. Compliant. Healthcare focused.
Your patients. Your practice. We support modern private practices with administrative, clinical workflow, and operational support designed to reduce provider burden and improve efficiency.
Temporary Coverage
Someone out? We’ve got you covered.
Whether you’re covering a maternity leave, vacation, medical leave, staff transition, or an unexpected staffing gap, we provide short-term support that keeps care consistent for your patients and your practice.
Need patient-ready materials, too?
CIVA Design Studio, a creative division of CIVA, turns your existing content into polished patient handouts, service menus, employer flyers, and gift cards, ready for print and digital.
Explore Design StudioSystems & Platforms
The tools we work in every day.
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, so your practice runs smoothly while you stay focused on patient care.
EMRs & practice platforms
Patient messaging & membership billing
Everyday workspace
Don’t see yours? We’re quick learners and happy to adapt to your workflow.
Don't just take our word for it.
Here's what our clients are saying…
We have retained CIVA to enhance our operational efficiency/SOP support AND to manage prior authorizations. They have identified gaps and bottlenecks in our operations. They identified areas where we can total role confusion and we were literally without knowledge creating extra work for each other within the chart. While the operational enhancement process is challenging (change is hard!), we are already seeing the positive impact of their input. Our team already has more clarity in their roles, less cognitive burden, less administrative clutter, and improved time management.
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They are turning us from a scrappy little practice with lots of heart that runs on survival "crisis" mode to a well-oiled, highly-efficient team. We are a complex neuroimmune pediatric practice who orders a lot of imaging and IVIG, which requires complex handling of prior authorizations. CIVA's team has handled these seamlessly. Their organization and communication has given my team HOURS of workforce hours back to direct patient care. We are so grateful to CIVA. Because we have been impressed with their services, we have extended our relationship with CIVA for coverage when one of our team members is out of the office.
As a solo entrepreneur, I was overwhelmed trying to balance patient care with endless tasks. Finding the right person felt impossible-until I met Celenia.
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I was worried when she told me, “just give me everything, I’m a problem solver” not only did she release me of all those balls I was juggling, but she does so with LIGHTENING FAST SPEED! From day one, she took everything off my plate with efficiency and a true problem-solving mindset. She also has researched solutions and presented me with detailed, comprehensive and concise information that has saved me countless hours of time and energy. Most importantly, she’s reliable, hardworking, and an absolute joy to work with. If you’re looking for someone who will free you up to focus on patient care - I can’t recommend Celenia highly enough!!
Working with CIVA has been fantastic. It has been so helpful to be able to scale the support I needed as my practice has been growing.
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Celenia is a true professional and excellent communicator. She brought on Joselin who has been doing a fantastic job as well. I love that they are suggesting ways of improving work flow and efficiency with the practice. I look forward to continued success and growth and more CIVA solutions to support that!
As a new direct primary care practice starting with zero patients while still working another job, I had reached a point where I needed help handling admin tasks.
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My pile of sticky notes with to-dos was building up. Working with CIVA has taken these tasks off my plate so that I can focus on delivering care to my patients and focusing on the other aspects of a growing practice. I love CIVA's team-based approach which means that team members can cover for one another to allow for time off without things affecting your practice or workflow.
I have utilized Celenia’s virtual services for over 3 years now. I can confidently state that she is reliable, professional, courteous and thorough.
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She is very competent in multiple EMRs and billing software as well as google account features. She has proven herself to be efficient and trustworthy.
Highly recommend her services!
I reached out to Celenia hoping that she would help with a custom project, and I am beyond satisfied with the work she and Tawnya did.
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They took the time to become great ambassadors and represent the essence of my specialized practice. Their services were prompt, professional, and organized. I would not hesitate to delegate on CIVA again!
I have been so happy to have Celenia work with me as I grow Orange Blossom Medical. She is so attentive, organized, efficient. I recommend her services 100%.
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She and her team have been a blessing to my practice.
Celenia and Veronica have done a great job. They helped me to clear out a backed up fax inbox which relieved a great deal of stress.
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They are on top of keeping the files in order and have gone out of their way to provide extra help when I needed it. I would highly recommend working with them.
Celenia has been so helpful. In the background she is organizing and tidying my inbox. I can ping her as needed for help with cumbersome tasks and she does them well and quickly.
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I am really grateful to have her on my team while running my micro practice!
Celenia is so great to work with as a virtual medical assistant - very attentive, thorough and willing to help in any way possible.
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I would definitely give her the highest recommendation!
Celenia has been so easy to communicate with and eager to make my job easier in whatever way she can. she has been so helpful and proactive as well.
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so glad to have found her!
I have worked with Celenia on and off over the past 13 years. She is dependable, calm, organized, and very pleasant with patients. She’s very flexible and accommodating, and I would recommend her highly.
Let's connect, follow along
Behind-the-scenes, practice-support tips, and what the CIVA team is up to, straight from @civa_llc.
As featured in
Bold Journey Magazine
Featured in "Inspiring Stories," celebrating entrepreneurs making an impact.
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Orlando Voyager's Magazine
Featured in "Inspiring Stories," celebrating local entrepreneurs making an impact in Central Florida.
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¡Viva Oviedo! Festival
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.
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