A Veteran-Owned Company

ClinicPulse.ai

Behavioral health clinics call us when they want to stop doing it all.

Experienced, healthcare-degreed, HIPAA-compliant behavioral health Virtual Assistants.

About Us

Why Clinics Choose Us

ClinicPulse.ai is a new launch, built from our success running a VA 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 full-time, 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
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Client Retention

Plug & Play.

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

Healthcare-Degreed.

Every assistant has 2+ years of clinical or healthcare admin experience, plus a healthcare background.

HIPAA-Compliant.

Optional Amazon WorkSpaces for secure access. We conduct quarterly HIPAA training and do weekly call spot-checks. HIPAA-compliance guaranteed – BAA provided.

Performance.

VAs are paid performance bonuses based on your feedback. Our VAs are paid well, allowing us to attract the best talent.

Core Training.

2 years of experience is a great foundation. We go deeper. Our Phase I training validates their experiences and their character.

Onboarding.

1 week of client-specific training – on us. Phase II training will be customized based on the clinic’s specific needs. 

Our Services

Built for Behavioral Health Clinics

Whether you’re a solo therapist or managing a growing group practice, our VAs are trained specifically for behavioral health workflows.

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.

How We Work

How it Works

When you’re ready to stop doing it all, let’s talk. We guarantee our placements.

01

Book a Call

We’ll learn about your practice and ideal assistant profile.

02

Sign & Match

We match you with two pre-vetted candidates. You interview the pre-trained and experienced VAs, and then the onboarding begins.

03

Go Live

Your full-time VA is placed, onboarded, and ready to support your clinic.

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

Pricing

Peace of mind Guarantee

If your VA isn’t a fit, we’ll rematch you fast. All VAs are certified, monitored, and performance-tracked for quality assurance.

Dedicated VA

$1,995

/month

A full-time, 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:

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. 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 and a healthcare-related degree (nursing, public health, psychology, etc.). Many have worked directly with EHR systems, handled intake coordination, or supported behavioral health practices. We go one step deeper and validate their knowledge and character with Phase I Training (Core) and Phase II Training which is training specific to the client tech stack. You’re not getting a generalist — you’re getting a pro.

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 two 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.