A Veteran-Owned Company
Clinic Ops System in-a-Box
We don’t just give you a healthcare VA. We rebuild your backend: HIPAA-compliant systems, done-for-you SOPs, and a free HIPAA-compliant CRM, an all-in-one turnkey team.
➡️ People: Top 1%, experienced and HIPAA-compliant healthcare Virtual Assistants. 60% lower cost.
➡️ Processes: Done-for-You SOPs and Process-Mapping – built into our SOP platform for easy updates and approval workflows. Included.
➡️ Systems: HIPAA-compliant ClinicPulse CRM (automation & AI platform). Automate redundant tasks. Included.
Headcount without systems is just expensive chaos.
The Reality
Clinic Ops Risks
One audit. One breached chart. One six-figure penalty. Still think ‘winging it’ is cheaper than bulletproofing your ops?
01
Compliance & HIPAA Nightmares
One stray screenshot or “quick text” with PHI can nuke your clinic’s year with a five-figure fine before lunch. OCR auditors don’t send friendly reminders, they arrive with subpoenas and calculators. Your dusty binder of “policies” won’t stop them from tallying penalties per record. If a breach hits the local news, patients won’t wait to learn the details, they’ll leave before the press conference ends.
02
Operational Chaos & Staff Burnout
Phones blare, insurance waits on hold, walk-ins pile up, and your best receptionist is already Googling “remote jobs.” When procedures live only in Janet’s head, one sick day turns routine check-ins into a treasure hunt. Task bottlenecks snowball into overtime, morale nosedives, and accuracy takes the hit that patients actually notice. Chaos isn’t just stressful, it’s a revolving door for talent and trust.
03
Revenue Leakage & Patient Churn
Every unconfirmed no-show punches a $150 hole in your P&L, and unbilled encounters scream at month-end like ghosts of revenue past. Patients kept on hold for twenty minutes compare you to Amazon’s twenty-second answer time, and decide you’re prehistoric. Negative reviews aren’t just bruises to ego; Google buries you two pages deep where new leads never scroll. Let that cycle run, and you’ll feel the cash drain faster than you can schedule another consult.
Build Faster. Grow better.
Automation + People Tasks
Schedule & Reschedule Appointments
Respond to Patient Inquiries
Verify Insurance & Benefits
Document in EHR Systems
Manage Cancellations & Waitlists
Monitor Follow-Up Tasks
Support Light Marketing Tasks
From chaos to clinic calm...fast
Clinic Ops System Bundle
ClinicPulse.ai delivers the full stack: vetted healthcare VAs, streamlined SOPs, and a HIPAA-grade CRM – so your clinic runs like a machine, not a mess.
Dedicated VA
$1,995
/month
40 hours a week, HIPAA-trained virtual assistant who works exclusively for your clinic — no juggling multiple clients, no divided attention.
3-month initial commitment, paid monthly; then we go month-to-month.
Included:
- Full-time (40 hours/week).
- 2+ Years of Experience
- HIPAA Trained
- AWS Workspaces (Optional)
- Includes Clinic-Specific Onboarding
- Access to SOP Platform
- Performance Monitoring Tool
Part-time VA
$1,050
/month
20 hours a week, HIPAA-trained virtual assistant split between two clinics.
3-month initial commitment, paid monthly; then we go month-to-month.
💥5 Spots Available
Included:
- Part-time (20 hours/week).
- 2+ Years of Experience
- HIPAA Trained
- AWS Workspaces (Optional)
- Includes Clinic-Specific Onboarding
- Access to SOP Platform
- Performance Monitoring Tool
Process Architecture
“Hiring people without documented workflows is like buying a Ferrari with no steering wheel—it looks fast until the first corner.”
“Outdated SOPs and scattered spreadsheets turn simple tasks into scavenger hunts. Patients feel it in wait times, and so do your margins.”
“When processes live in Janet’s head, Janet owns your clinic. Hope she never gets the flu.”
Details:
- SOP, Policy, and Process Platform - creat live documents
- Done-for-You SOP and Process Development
- Done-for-You Process Mapping
ClinicPulse CRM System
HIPAA-compliant and AI-powered all-in-one operational clinic platform. We guarantee, via basic automation setup, the elimination of at least 30% of redundant tasks.
Details:
- Basic Setup (includes automation, workflows, and training)
- CRM
- Workflow Automation
- Phone System
- Reputation System
- Website
- Marketing Emails
- Payment System
- Scheduling
- Dashboards
- AI Tools
- Social Media Management Tool
- Google & Facebook Ads
About Us
we guarantee results
ClinicPulse.ai is a new launch, built from our success running a VA agency and Revenue Operations agency, now fully specialized for behavioral health clinics.
As a U.S. Army Veteran, I believe in systems that run with discipline, reliability, and trust. That’s exactly how we recruit, train, and place every VA. You’ll get a healthcare-trained assistant who’s been vetted, HIPAA-certified, and ready to support your clinic like they’ve been on your team for years.
If your clinic struggles with dropped calls, insurance bottlenecks, or scattered SOPs, we’ll fix that in 30 days: people + process + platform.
Orlando P. Gonzalez, Founder, CEO | U.S. Army, retired
Plug & Play.
Trained, experienced, certified, and ready healthcare virtual assistants.
Experienced.
Every healthcare virtual assistant has 2+ years of clinical or healthcare admin experience.
HIPAA-Compliant.
Optional Amazon WorkSpaces and quarterly HIPAA training. HIPAA-compliance guaranteed – BAA provided.
Automation.
A HIPAA-compliant all-in-one CRM platform (ClinicPulse CRM) is FREE. Everything you need to run your clinic operations.
SOPs.
We help develop and refine your SOPs. You will never have to worry about people leaving your organization and leaving a knowledge gap.
Onboarding.
Ops-First Onboarding – We blueprint (and document) your workflows while we help onboard your healthcare VA, so the fixes stick long after launch.
“Clinic Pulse has completely transformed the way we run our practice. Our virtual assistant handles everything from scheduling to intake, and she genuinely feels like part of our in-house team. Knowing she’s HIPAA-trained and healthcare-experienced gave us immediate confidence. We’ve saved hours each week, reduced no-shows, and best of all — I finally have time to focus on my patients, not paperwork.”
Dr. Peter J., LMFT
Get in touch
Stop Doing it all
FAQ
Frequently Asked Questions
Not Sure Yet?
We know it’s a big deal to bring someone into your practice — even virtually. That’s why every VA we place is trained, vetted, and ready to support your care with compassion and professionalism.
All ClinicPulse.ai VAs are trained in HIPAA standards as part of their onboarding and certified before placement. For added security, we offer optional Amazon WorkSpaces — a virtual desktop environment that keeps all PHI off the VA’s local device. Your clinic’s compliance is our top priority.
We only hire VAs with at least 2 years of experience in a healthcare setting. Many have worked directly with EHR systems, handled intake coordination, or supported behavioral health practices.
If your VA isn’t the right fit, we’ll work with you to understand what’s not working and rematch you with a better-fit candidate at no additional cost. We typically present three carefully vetted VA options at the start, so we have a backup ready just in case.
Our goal isn’t just to fill a seat – it’s to find someone who integrates smoothly into your workflow, communicates well, and makes your life easier. We take feedback seriously and move fast to make things right.
All of our virtual assistants are full-time professionals based in the Philippines — each one with at least 2 years of healthcare experience, fluent English, and HIPAA certification. Many hold nursing or medical degrees, making them the perfect fit for behavioral health clinics.
3-month initial commitment, paid monthly; then we go month-to-month. We ask for a 30 day notice of termination.
Yes — but because we’ve invested heavily in sourcing, screening, and training our VAs, a buyout fee applies if you wish to hire them outside of Clinic Pulse.
We offer a transparent VA buyout option, which allows clients to take over the VA’s contract directly.
This fee protects the integrity of our business model, compensates for backend infrastructure, and ensures fairness to all parties.