Built around how your administration actually runs
Four administrative teams, five questions each: how the work moves, the records that have to exist, who touches the system, what Atlas does about it, and which modules you’d switch on. Every step is tagged with the module that handles it — that connection is the whole point.
Worth saying plainly: this is the business side only. No patient health information goes in, it is not an EHR, it does no medical billing or claims, and it carries no HIPAA or other compliance claim. It runs staff, vendors, supplies, facilities and contracts.
Practice Operations
The front office, the phones and the thousand small requests that keep a practice open.
How a job runs
1Staff or vendor requestCustomer Service
2Routed to the right ownerAutomation & Integrations
3Task tracked to doneProject Management
4Policy looked upKnowledge Base
5Staff surveyCSAT & Forms
6Weekly operations reportAnalytics & BI
Modules you’d switch on
Customer Service Internal requests as tickets with an owner and an SLA.
Knowledge Base Policies and procedures, versioned, with AI search.
Project Management Opening checklists and improvement projects tracked to done.
Automation & Integrations · in the core platform Requests routed to the right team without a person sorting them.
CSAT & Forms Staff surveys and internal forms.
Analytics & BI · in the core platform Operations dashboards across locations.
The paperwork that has to exist
Operating policies and procedures
Internal request log
Staff schedules
Location opening and closing checklists
3–6 records per location per week
Who’s in the system
Practice administrator Runs every location’s open requests and checklists from one view.
Office manager Answers staff requests from Customer Service and keeps procedures current in the Knowledge Base.
Front-desk leads Work their checklists and raise requests without chasing anyone by email.
Operations director Reads trends across locations from Analytics & BI.
What Atlas does here
“What does our policy say about late cancellations?” — Atlas answers from your procedures, with the source.
Staff Credentialing & Training
Every license has an expiry date, and finding out late is the expensive way.
How a job runs
1New hire onboardedEmployees
2Credentials recordedCompliance Manager
3Required training assignedContent & Learning
4Expiry approachingAutomation & Integrations
5Renewal filedCompliance Manager
Modules you’d switch on
Employees · in the core platform The staff directory with roles, locations and documents.
Compliance Manager Licenses and certifications as evidence with expiry dates watched.
Content & Learning Required training assigned and completions recorded.
Automation & Integrations · in the core platform Renewal reminders that run on their own.
Knowledge Base Credentialing procedures and forms in one place.
Analytics & BI · in the core platform Credential and training status by team, live.
The paperwork that has to exist
Professional licenses
Board certifications
Required training completions
Immunization records (staff, administrative)
Background check confirmation
5–12 records per staff member
Who’s in the system
Credentialing coordinator Keeps every staff credential in the Compliance Manager and works the renewal list.
HR Onboards staff in Employees with the checklist that goes with the role.
Department leads See which of their people have a credential or training due.
Staff Complete assigned training in Content & Learning and upload renewals themselves.
What Atlas does here
Atlas lists every license and certification expiring in the next ninety days and drafts the reminders.
Supplies & Vendors
Gloves, paper and equipment service — the practice stops if any of it runs out.
How a job runs
1Stock runs lowInventory & Warehouse
2Requisition raisedProcurement & Purchasing
3Purchase order approvedProcurement & Purchasing
4Delivery receivedInventory & Warehouse
5Vendor invoice matchedInvoicing & Billing
6Vendor contract renewedContract Management
Modules you’d switch on
Inventory & Warehouse Supplies by location with reorder points.
Procurement & Purchasing Requisitions, approvals and purchase orders.
Contract Management · in the core platform Vendor and equipment service agreements with renewals watched.
Invoicing & Billing Vendor invoices matched to what was received.
Product & Service Catalog · in the core platform Your approved supply list with preferred vendors.
Analytics & BI · in the core platform Spend by location, vendor and category.
The paperwork that has to exist
Purchase orders
Packing slips and receipts
Vendor agreements
Equipment service contracts
3–5 records per order
Who’s in the system
Purchasing coordinator Raises and approves orders in Procurement & Purchasing against budgets.
Location supply lead Counts stock and receives deliveries in Inventory & Warehouse.
Contracts admin Keeps vendor and service agreements with renewal dates watched.
Finance Matches invoices to receipts and passes them to accounting.
What Atlas does here
“Which supplies will run out at the north location this week?” — Atlas answers and drafts the order.
Facilities
Buildings, equipment inspections and a repair that has to happen before the first appointment.
How a job runs
1Issue reportedCustomer Service
2Work order dispatchedWork Orders & Field Dispatch
3Vendor on siteWork Orders & Field Dispatch
4Inspection record filedCompliance Manager
5Preventive maintenance scheduledScheduling
Modules you’d switch on
Customer Service Facility issues reported by staff as tickets.
Work Orders & Field Dispatch Work orders for staff and vendors with photos and sign-off.
Scheduling · in the core platform Preventive maintenance and inspections on one calendar.
Compliance Manager Inspection reports and vendor insurance as evidence with due dates.
Asset Inventory · in the core platform Equipment and building systems with service history.
Procurement & Purchasing Parts and vendor orders tied to the work order.
The paperwork that has to exist
Work orders
Fire and life-safety inspection reports
Equipment maintenance logs
Vendor certificates of insurance
2–5 records per work order
Who’s in the system
Facilities manager Dispatches internal staff and vendors and watches open work across sites.
Maintenance staff Work orders on the phone, closed with photos.
Vendors Get the work order with access notes; their certificate is checked first.
Administrator Sees inspections due and repair spend by location.
What Atlas does here
Atlas flags inspections due this month at every location and books the vendors.
Pricing
Pick what you need. Add people as you grow.
Every plan is priced per person, works for teams of up to 25, and has no minimum — add or remove people whenever you want. What changes between plans is how much of the system you switch on.
16 core modules are in every plan
These are the platform itself, not a bolt-on. They come with Essentials, Professional and Enterprise alike — what you choose below is which add-ons sit on top. Hover any of them to see what it does.
Customer RelationsDemand GenerationAI Lead FindingAI Record EnrichmentEmail & Meetings CaptureAutomation & IntegrationsAnalytics & BIContract ManagementPre-Sales & CPQProduct & Service CatalogAI EngineData Layer & Event BusMCP Server LayerAsset InventoryEmployeesScheduling
We walk your process first, then quote. No obligation.
All 31 modules — no cap
The 16 core modules plus all 15 add-ons, with nothing held back — including the Client Portal, which is Enterprise only.
Customer RelationsDemand GenerationAI Lead FindingAI Record EnrichmentEmail & Meetings CaptureAutomation & IntegrationsAnalytics & BIContract ManagementPre-Sales & CPQProduct & Service CatalogAI EngineData Layer & Event BusMCP Server LayerAsset InventoryEmployeesSchedulingProject ManagementWork Orders & Field DispatchInventory & WarehouseInvoicing & BillingCustomer ServiceKnowledge BaseCompliance ManagerClient Portal SoonMarketingCSAT & FormsContent & LearningProcurement & PurchasingShippingWebsite MonitoringCompetitor Monitoring
Everything in Professional
Any number of people, beyond 25
Client Portal Soon — your customers see their own job and approve what needs approving
We build what you are missing — custom modules and integrations developed for your operation
Connects to the systems you are keeping, including your accounting package
Hosted to your security requirements, including on your own servers
You own your data. Always.
A named success manager who knows your business
Prices are per person, per month, in USD. Hover any module to see what it does, and click to add or remove it. More than 25 people, more than 10 add-ons, or the Client Portal? That is what Enterprise is for.
Register your organization
Get in the door while it’s still a small door.
CaptivaHQ is in closed beta with a small group of selected clients. Register and we stand up a workspace with your team’s modules, your vocabulary, your staff list and your vendors — then you watch Atlas work it. Please don’t include any patient information. Two short steps.
Personal email addresses welcome — we don’t block them.
Your team is pre-filled from the panel you were just reading.
A person from the CaptivaHQ team reaches out. Not a drip sequence.
Watch · 1 minute 22
What is CaptivaHQ
The short version: five systems that never talk to each other, the work that leaks between them, and the one platform that replaces the lot — for the administrative work around care, not the care record itself.
CaptivaHQ product overview — 1:22. Turn on sound, or use the player controls to pause, seek and go full screen.
One platform · thirty-one modules
Turn on the modules your administration runs on. Nothing you don’t.
Every team above maps onto a handful of these. Every module reads the same records, obeys the same permissions and is driven by the same AI — nothing is sold to you twice. Hover or tap any card to see what people actually do with it.
Shipping next
Coming soonField app — iOS & AndroidWork orders, hours and photos from wherever the work happens. Offline-first.
Coming soonClient PortalWhite-labeled collaboration, approvals and self-service — Enterprise only.
Atlas · the AI in every module
Meet Atlas, your virtual voice assistant
Atlas is not a chatbot bolted onto the side. It is integrated in every part of the system, and is always context aware to provide you with accurate results. It is able to perform just about any action.
Open a facilities ticket
Reorder supplies
List credentials expiring this quarter
Pull a vendor’s contract
Reads records
Logs its work
Atlas will always ask you when needed.
You
Atlas
“Open a ticket for the broken exam-room light at Riverside, and give me an estimate based on the last electrical job.”
Customer Service · new ticket
ReferenceCS-····CS-6154
CustomerRiverside Family Clinic · Room 3
SubjectCeiling light fixture out
StatusOpen · SLA 4h
Ticket CS-6154 is open for Riverside. Here’s the estimate, based on the electrician’s last job there.
Invoicing & Billing · estimate EST-0351
Electrician · 1.5 h$210
LED fixture$165
Estimate total$375
Based on work order WO-1188
01 · The ask
02 · Atlas does the work
03 · The answer
FAQ
Questions from the administration office
Can we store patient information in it?
No. This page, and CaptivaHQ in healthcare, is for administrative work only: staff, vendors, supplies, facilities and contracts. No protected health information goes in, it is not an EHR, and it does no medical billing or claims. We make no HIPAA or other compliance claim, so please keep patient data in the systems built and contracted for it.
Can it track staff licenses and certifications?
Yes, as records against the staff member. Licenses, certifications and required trainings are stored on the person with the expiry dates the system watches, so a lapse is flagged weeks ahead rather than discovered on a schedule. It is a tracking record, not a primary-source verification service.
We already use QuickBooks. Do we have to give it up?
No. Keep QuickBooks for the books. CaptivaHQ runs the administrative operation — purchasing, facilities, vendor contracts, staff records — and hands invoice and payment data to your accounting through the automation module’s integration steps, webhooks and a full REST API.
How long before we’re actually running on it?
Setup is measured in days, not quarters. Fields and labels are customizable without code, CSV import is built into every module, and the onboarding team maps your staff list, vendors, supplies and locations onto CaptivaHQ. Most organizations start with one team, often purchasing or facilities, and widen from there.
What happens to the data we already have?
It comes with you, as long as it is administrative. Staff records, vendors, supply lists, contracts and locations import from CSV, which is what almost every tool and spreadsheet exports. The onboarding team maps your fields onto ours, it stays your data throughout, and you can export it at any time.