Practice Assistant (Sunnyvale)

Geode Health; Sunnyvale (CA); On-site; USD 36,000 - 48,000; Full time

Job summary

Geode Health is seeking a Practice Assistant for our Sunnyvale office to manage front-office operations and support providers in a fast-paced outpatient mental health practice. The ideal candidate will have 1+ year of healthcare experience, excellent communication skills, and a proactive, team-oriented attitude.

Responsibilities include patient check-in, scheduling, referrals, billing support, and maintaining confidential records.

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 – 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.

Responsibilities

• Provide outstanding customer service as the first point of contact for patients.
• Manage daily schedules, appointment confirmations, cancellations, and waitlists; support check-in/check-out.
• Coordinate patient intake, referrals, authorizations, forms, and follow-ups; maintain secure records.
• Collect payments and document co-pays, coinsurance, and balances.
• Maintain HIPAA compliance and support safety procedures; assist during crises.

Skills

Customer service

Time management

Communication

Administrative support

Education

Associate or Bachelor's degree

Tools

Athena EMR

Job description

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 in the Sunnyvale office who can partner with us to achieve our mission 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.

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, our EMR (Athena) and electronically. 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 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 and Geode Health’s mission. 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.

Here are some of the ways we will train/support your success in this role:

• Mental Health First Aid (3-year certification)
• Mental Health 101
• Patient Experience RCM (billing/collections)
• C-SSRS
• CNS Vital Signs
• Workday EMR: Athena
• General compliance