Practice Assistant (Waukesha, WI)

Geode Health Inc.; United States; On-site; USD 42,000 - 48,000; Full time

Job summary

Geode Health is seeking a Practice Assistant for our Waukesha, WI office to be the friendly first impression and keep the office running smoothly. You will support patient check-in, scheduling, referrals, payments, and accurate recordkeeping, enabling providers to focus on care.

Ideal candidates have 1+ year in medical office settings, strong communication and computer skills, and a proactive, team-oriented attitude in a fast-paced environment.

Qualifications

• 1+ year of medical office or healthcare experience preferred.
• Mental health or outpatient clinical experience preferred.
• Excellent communication, customer service, and computer skills.
• Comfortable answering the phone (firm expectation).
• You are a self-starter with strong time management.
• Associate or bachelor’s degree preferred.

Responsibilities

• Serve as first point of contact for patients with warm, compassionate service.
• Manage daily schedules, confirmations, cancellations, and waitlists.
• Coordinate patient intake, referrals, authorizations, forms, and follow-up needs; maintain records.
• Collect payments and document co-pays and balances per policy.
• Maintain HIPAA compliance and safe office procedures.

Skills

Excellent communication

Customer service

Time management

Strong computer skills

Self-starter

Team player

Education

Associate or bachelor’s degree preferred

Tools

Athena EMR

Job description

About the Role

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 Assistantin our Waukesha 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 Expected Pay Range: $20 - 23/hour

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.

#LI-Onsite

Come join our rapidly growing team! We are on a mission to empower our patients to live healthier, more rewarding lives through accessible, affordable and effective mental healthcare tailored to their needs. If you’d like to join us, we’d love to hear from you. Listen to Geode’s co‑CMO discuss Geode’s commitment to quality outcomes. Our model is working!