Practice Assistant - Part-Time (Madison, WI)

Practice Assistant

Geode Health is a rapidly growing, national provider of outpatient mental health services. Our Mission is to "Transform mental health by making it more accessible, affordable and effective".

Are you a go-getter? Do you excel at time management and thrive in patient-facing environments? If so, this job may be for you! Geode Health is actively recruiting for a passionate Practice Assistant that in our Madison office who can partner with us to achieve our mission of transforming mental health and ensure our offices run smoothly. Our Practice Assistants are the first impression our patients have of Geode and the glue that holds our office together.

Voted "Best Places to Work" in 2025 by Glassdoor.com

About the Role

Our Practice Assistant is a key member of the office and serves as an important first point of contact for patients. This multi-skilled role supports both the administrative and clinical operations of a fast-paced outpatient mental health practice, helping create a seamless experience for patients and providers. A Practice Assistant is responsible for managing front-office activities, supporting providers, coordinating patient needs, and ensuring the office operates efficiently. Most importantly, we are looking for someone who is passionate about Geode Health's mission to make mental healthcare more accessible, affordable, and effective.

This is a Part-Time position working 3 days per week (24 hours) Monday - Friday.

Key Responsibilities

Customer Service

• Serve as a welcoming and comforting first point of contact for patients and provide exceptional customer service.
• Deliver an exceptional patient experience through warm, responsive, and compassionate service.
• Respond to patient questions, concerns, and requests in person, by phone, text, e-mail and our EMR (Athena).
• Help create a positive environment that allows providers to focus on delivering high-quality patient care.
• Here at Geode we strive for every patient to have an exceptional experience with our front office and measure that via NPS (Net Promoter Score).

Schedule Management

• Manage daily schedules, appointment confirmations, cancellations, and waitlists. This helps optimize provider schedules and reduce no-shows.
• Support appointment check-in/check-out and ensure patients are prepared for their visits.

Office Coordination

• Coordinate patient intake and assist with referrals, authorizations, forms, and follow-up needs.
• Support communication between patients, providers, and the practice team.
• Maintain accurate, secure patient records, and support efficient office workflows.
• Assist providers and clinical staff with administrative needs so they can remain focused on patient care.
• Support day-to-day clinical and administrative workflows to keep the practice running efficiently.

Collections

• Collect payment for services Geode has delivered. Accurately document co-pays, coinsurance, outstanding balances, and other patient payments.
• Support collection of patient financial obligations in accordance with established policies.
• Assist patients with questions regarding payments and available financial options.

Compliance & Safety

• Maintain patient confidentiality and follow HIPAA, organizational policies, and professional standards.
• Follow established safety and emergency procedures, including assisting during crisis situations.
• Complete other responsibilities as assigned by the supervisor.

Ideal Candidate

• Passionate about improving the mental healthcare experience.
• Organized, dependable, and able to take ownership in a fast-paced environment.
• Strong communicator who works well with patients, providers, and team members.
• Flexible, team-oriented, and willing to take on tasks wherever needed.

Qualifications

• 1+ year of medical office or healthcare experience preferred.
• Mental health or outpatient clinical experience preferred.
• Excellent communication, customer service, and computer skills.
• Comfort and ease answering the phone (this is a firm expectation) you will serve our existing patient population.
• A self-starter, go-getter. You excel at time management.
• Comfortable learning new technology platforms/systems.
• Associate or bachelor's degree preferred.