Intake Specialist (ZS)

Job Description

Job Description

Salary: $16.00/hour

Full-time (40 hours/week)

Primary Location: San Angelo, TX

Travel Requirement: No

Hours: Monday-Thursday 7:45AM-5:00PM & Friday 7:45AM-4:00PM

Starting Hourly Rate: $16.00/hour

Bilingual (Spanish) desirable, but not required

Company Overview:

West Texas Counseling & Guidance (WTCG) is a non-profit, 501(c)(3) organization working to ensure that individuals and families seeking mental health treatment should have access to counseling services, regardless of their socioeconomic status and ability to pay. Our mission is to enable individuals and families to reach their full potential in body, mind, and spirit, using evidence-based counseling and educational services. Services offered by WTCG include individual therapy, Cognitive Behavioral Therapy (CBT), Cognitive Processing Therapy (CPT) and Eye Movement Desensitization and Reprocessing (EMDR) for trauma, premarital counseling, couples and family counseling, veteran services, children's play therapy, and anger management.

Position Overview:

The Zero Suicide (ZS) Intake Specialist plays a vital support role within WTCGs crisis services team. This position serves as a primary point of contact for clients seeking or attending crisis appointments, providing compassionate and efficient administrative support throughout the Zero Suicide pathway.

This role is essential in ensuring clients receive timely, well-coordinated care from initial contact through transition to ongoing services. The ideal candidate combines strong organizational and technical skills with a genuine commitment to supporting individuals experiencing mental health crises.

This position is well-suited for individuals with experience in office administration, clerical support, front desk operations, medical receptionist duties, customer service, scheduling, and general administrative support. A high level of attention to detail, accuracy in data entry and a willingness and ability to collaborate in a team environment is critical to success in this role.

A flexible schedule may be required to meet organizational needs. Employees must adhere strictly to all privacy and confidentiality regulations, including HIPAA and applicable state guidelines. Regular and reliable attendance is required. This role also provides an excellent entry point into the mental health field, offering hands-on experience and opportunities for professional growth.

Key Responsibilities:

Client & Crisis Support

• Serve as a primary point of contact for clients attending crisis appointments
• Answer and triage calls on the crisis phone line, including calls from partner organizations
• Schedule, reschedule, and cancel crisis, follow-up, and intake appointments
• Provide a calm, compassionate presence for clients during high-stress interactions
• Notify appropriate clinical staff during urgent or critical situations while maintaining professionalism

Care Coordination & Documentation

• Coordinate with agency staff to ensure timely follow-up care and assignment to long-term providers
• Verify insurance coverage and assist with identifying funding or grant eligibility for continued services
• Process and review client documentation to ensure completeness prior to scheduling ongoing care
• Maintain and update tracking systems and spreadsheets to monitor client progress along the ZS pathway
• Collaborate with internal departments to support continuity of care

Administrative & Operational Support

• Manage therapist crisis standby schedules, including appointment coordination and changes
• Perform accurate data entry and maintain client records in appropriate systems
• Utilize standard office software and systems to support daily operations
• Maintain positive working relationships with referral partners and community stakeholders
• Adhere to all organizational policies and procedures
• Perform additional duties as assigned

Compliance & Confidentiality

• Maintain strict compliance with all applicable privacy laws and regulations, including HIPAA and the Texas Medical Privacy Act
• Exercise discretion and protect sensitive client information at all times

Team Participation

• Actively contribute to a collaborative, team-oriented environment
• Support team cohesion through effective communication and cooperation

Qualifications

• Strong interpersonal skills and ability to work effectively within a team environment
• Excellent verbal and written communication skills
• Demonstrated empathy and compassion when working with individuals experiencing mental health challenges, including those in crisis
• Ability to respond quickly to referral sources and facilitate timely access to care
• Strong attention to detail, organization, and multitasking abilities
• Self-motivated, dependable, and able to work with minimal supervision
• Proficiency in Microsoft Office Suite, particularly Excel; working knowledge of Word, PowerPoint, and Outlook required
• Ability to learn and effectively use an electronic health records (EHR) system
• Must pass a comprehensive background check

Physical Demands & Work Environment

• Work is performed primarily in an office-based mental health setting
• Frequent interaction with individuals experiencing acute emotional distress
• Must maintain a calm, professional demeanor in all situations
• Requires extended periods of sitting and computer use
• Ability to occasionally lift up to 20 pounds

Benefits:

Paid Holidays

Health, Vision, & Dental Insurance

Life Insurance

AD&D Insurance

Paid Time Off (PTO)
403(b) Retirement Plan Options

Employee Assistance Program (EAP)

Equal Employment Opportunity (EEO) Statement

West Texas Counseling & Guidance (WTCG) is an Equal Opportunity Employer. We are committed to creating an inclusive workplace and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other status protected by applicable law.

Americans with Disabilities Act (ADA) Statement

WTCG complies with the Americans with Disabilities Act (ADA) and provides reasonable accommodations to qualified individuals with disabilities. If you require an accommodation to participate in the application or hiring process, please contact Human Resources

At-Will Employment Statement

Employment with WTCG is at will. This means that either the employee or the organization may terminate the employment relationship at any time, with or without cause or notice, in accordance with applicable law. Nothing in this job description constitutes a contract or guarantee of continued employment.