A Veteran-Owned Company

ClinicPulse.ai

We help behavioral health clinics systemize their operations with people, processes, automation, and AI.

➡️ Top 1%, experienced and HIPAA-compliant behavioral health Virtual Assistants.

➡️ HIPAA-compliant ClinicPulse CRM (automation & AI platform) + custom-built AI Agents.

➡️ SOPs and Process-Mapping, built in a Revenue Operations framework.

About Us

Why Clinics Choose Us

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.

You’ll know your VA, and we’ll know you – we’re a boutique service, not a VA factory.

Orlando P. Gonzalez, Founder, CEO | U.S. Army, retired

2014 Military Ball

Plug & Play.

Trained, experienced, certified, and ready behavioral health virtual assistants.

Experienced.

Every 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.

67% discount for our HIPAA-compliant CRM & Automation platform – ClinicPulse CRM. Setup and training included.

SOPs.

We help systematize your operations. 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 VA, so the fixes stick long after launch.

healthcare VA Tasks

Built for Behavioral Health Clinics

Schedule & Reschedule Appointments

Manage calendars, reduce no-shows, and handle patient follow-ups with precision and care.

Respond to Patient Inquiries

Answer calls, voicemails, texts, and emails with professionalism and empathy — no more missed messages.

Coordinate Intake & Consent Forms

Send, collect, and verify paperwork so clients are ready before the first session.

Verify Insurance & Benefits

Check coverage, confirm copays, and flag any issues before the appointment — saving your front desk hours.

Document in EHR Systems

Enter notes, session summaries, and appointment outcomes directly into TherapyNotes, or your EMR of choice.

Manage Cancellations & Waitlists

Quickly fill gaps, notify patients, and keep your schedule running smoothly.

Monitor Follow-Up Tasks

Track missed appointments, send gentle reminders, and ensure patients don’t fall through the cracks.

Support Light Marketing Tasks

Send review requests, manage basic CRM follow-ups, and schedule social content — all HIPAA-safe and clinic-approved.

Build Better

Systemizing Operations

⚙️Up to 4+ hours of clinician time rescued daily.

⚙️95% live-answer rate on patient calls.

⚙️15% average jump in collected revenue within 90 days.

⚙️Documented, repeatable processes that scale as fast as your caseload.

01

Marketing Operations

How do you generate leads? What is being done to warm up leads? Are you consistently posting, and is it on-brand?

02

Clinic Operations

Do you have automated appointment reminders set up? If a task is done more than once, do you have SOPs in place? 

03

Expansion Operations

Do you have a referral pipeline or a partnership pipeline? Do you have reactivation efforts for past clients?

Testimonial

Peace Of Mind Guarantee

“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

Everything You Need

Systemize your Operations

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:

Fractional 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:

Add-on
ClinicPulse CRM

$99-$295

/month

Paid Annually at a rate of $295 without a VA. Paid monthly at a rate of $99 with VA services. HIPAA-compliant and AI-powered all-in-one operational clinic platform. We guarantee, via basic automation setup, that you will reach ROI in 6 months.

Included:

Get in Touch

Let's Connect

We’re here when you’re ready to stop doing it all yourself.

Call Us

(760) 332-1343

Mail Us

hello@ClinicPulse.ai

Meet Us

Temecula, California

Therapist using a ClinicPulse virtual assistant to manage patient scheduling and intake

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.