Practice Assistant (Chapel Hill, NC)

Geode Health•Chapel Hill, NC

3d•Onsite

About The Position

Geode Health is seeking a Practice Assistant for its Chapel Hill office. The role supports the administrative and clinical operations of a fast-paced outpatient mental health practice and serves as a key first point of contact for patients. The Practice Assistant manages front-office activities, supports providers, coordinates patient needs, and helps ensure the office operates efficiently while contributing to Geode Health’s mission to make mental healthcare more accessible, affordable, and effective. The position involves welcoming patients and providing compassionate customer service; managing schedules, appointments, check-ins, and check-outs; coordinating intake, referrals, authorizations, forms, and follow-up; maintaining secure and accurate patient records; assisting clinical staff with administrative needs; collecting and documenting patient payments; and following confidentiality, safety, and emergency procedures. The role also includes other responsibilities assigned by the supervisor.

Requirements

Excellent communication, customer service, and computer skills.
Comfort and ease answering the phone; serving the existing patient population by phone is a firm expectation.
Self-starter with strong time-management skills.
Comfortable learning new technology platforms and systems.
Organized, dependable, and able to take ownership in a fast-paced environment.
Strong communicator who works well with patients, providers, and team members.
Flexible and team-oriented, and willing to take on tasks wherever needed.
Passion for improving the mental healthcare experience.

Nice To Haves

At least 1 year of medical office or healthcare experience.
Mental health or outpatient clinical experience.
Associate or bachelor’s degree.

Responsibilities

Welcome patients as a first point of contact and provide 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 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 and secure patient records and support efficient office workflows.
Assist providers and clinical staff with administrative needs and 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 assist patients with payment questions 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.