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
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 TrainedPIPEDA TrainedSecure SupportHealthcare ExperiencedYour 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.
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Virtual Medical Assistant
Triage, labs, Imaging prior authorizations, referrals, respond to patient portal messages and much more.
(Included in Essentials . Elevate . Thrive packages)
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Patient Care Coordinator
Answer emails, return phone calls/voicemail messages, Handle/distribute fax inbox, invoicing, onboarding and more.
(Included in Essentials . Elevate . Thrive packages)
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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:
Don’t see your system listed? We’re quick learners and happy to adapt to your workflow.
Let’s connect!
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Featured in Orlando Voyager’s Magazine “Inspiring Stories” celebrating local entrepreneurs making an impact in Central Florida.
