Practice Assistant (Chapel Hill, NC)
Geode Health
Summary
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.
Job description
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.
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.
- 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 to 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).
- A self-starter, go-getter. You excel at time management.
- Comfortable learning new technology platforms/systems.
- Associate or bachelor's degree preferred.
Requirements
- 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
- Self-starter with strong time management
- Comfortable learning new technology platforms/systems
- Associate or bachelor's degree preferred
Company overview
Geode Health is a specialized mental health care provider focused on delivering comprehensive psychiatric and therapeutic services to individuals and communities. The company operates as a modern mental health practice that combines clinical expertise with accessible care models to address the growing need for mental health support. Geode Health typically offers a range of services including psychiatric evaluations, medication management, individual therapy, group therapy, and specialized treatment programs for various mental health conditions. As a healthcare provider in the mental health sector, the organization emphasizes evidence-based treatment approaches, personalized care plans, and a patient-centered philosophy. The company likely operates through multiple locations or telehealth platforms to increase accessibility to mental health services. Geode Health represents the evolving landscape of mental health care delivery, focusing on reducing barriers to treatment while maintaining high clinical standards. Their approach typically integrates traditional psychiatric care with contemporary therapeutic modalities to address the complex needs of patients dealing with depression, anxiety, trauma, and other mental health challenges.