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
Tasks Handled
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
Respond to Patient Inquiries
Verify Insurance & Benefits
Document in EHR Systems
Manage Cancellations & Waitlists
Monitor Follow-Up Tasks
Support Light Marketing Tasks
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.
“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:
- Full-time (40 hours/week). Focused on your business.
- 2+ Years of Experience
- HIPAA Trained
- AWS Workspaces (Optional)
- 2-Week Onboarding & SOP training
- Healthcare related degree
- Performance Monitoring Tool
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:
- 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 Tool
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
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.