Practice Assistant - Part-Time (Madison, WI)

Geode Health•Madison, WI

1d•Onsite

About The Position

Geode Health is recruiting a Practice Assistant for its Madison office to help advance its mission of making mental healthcare more accessible, affordable, and effective. The Practice Assistant is a key member of the office and an important first point of contact for patients. This multi-skilled role supports administrative and clinical operations in a fast-paced outpatient mental health practice, manages front-office activities, supports providers, coordinates patient needs, and helps ensure the office operates efficiently. The role emphasizes providing patients with a welcoming, compassionate experience while helping providers focus on high-quality care. This is a part-time position working 24 hours per week across three days, Monday through Friday. Responsibilities include patient service and communications, schedule management, appointment check-in and check-out, intake and referral coordination, record maintenance, administrative support, payment collection, and compliance with confidentiality and safety procedures.

Requirements

Excellent communication, customer service, and computer skills.
Comfort and ease answering the phone; this is a firm expectation, and the role serves the existing patient population.
Ability to learn new technology platforms and systems.
Organized and dependable, with the ability to take ownership in a fast-paced environment.
Strong time-management skills and a self-starter, go-getter approach.
Flexible, team-oriented approach and willingness to take on tasks wherever needed.

Nice To Haves

At least 1 year of medical office or healthcare experience.
Mental health or outpatient clinical experience.
Associate or bachelor's degree.
Passion for improving the mental healthcare experience.

Responsibilities

Welcome patients and serve as a comforting first point of contact, providing warm, responsive, compassionate customer service.
Respond to patient questions, concerns, and requests in person, by phone, text, email, and through the Athena EMR.
Help create a positive environment that allows providers to focus on delivering high-quality patient care.
Manage daily schedules, appointment confirmations, cancellations, and waitlists to optimize provider schedules and reduce no-shows.
Support appointment check-in and check-out and ensure patients are prepared for their visits.
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 and support day-to-day clinical and administrative workflows.
Collect payments for services and accurately document copays, coinsurance, outstanding balances, and other patient payments.
Support collection of patient financial obligations in accordance with established policies and answer patient questions about payments and available financial options.
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.