Practice Assistant - Part-Time (Madison, WI)

Geode Health of Texas•Madison, WI

3d•Onsite

About The Position

Geode Health is recruiting a Practice Assistant for its Madison office. The role is a key member of the practice and an important first point of contact for patients, supporting both administrative and clinical operations in a fast-paced outpatient mental health setting. 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. This is a part-time position working three days per week, totaling 24 hours, Monday through Friday. The role requires warm, responsive, and compassionate service to patients and collaboration with providers and practice team members.

Requirements

Excellent communication, customer service, and computer skills.
Comfort and ease answering the phone; this is a firm expectation.
Ability to learn new technology platforms and systems.
Organized, dependable, and able to take ownership in a fast-paced environment.
Strong time-management skills.
A self-starter with a go-getter attitude.
Able to work well with patients, providers, and team members.
Flexible and team-oriented, with willingness to take on tasks as 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.

Responsibilities

Welcome patients and provide compassionate, exceptional customer service as the first point of contact.
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 help 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 co-pays, coinsurance, outstanding balances, and other patient payments.
Support collection of patient financial obligations according to 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.