Intake Specialist - Carlsbad, NM

Intake Specialist

The Intake Specialist reports directly to the Intake Coordinator and provides general intake and reception services for a growing non-profit, outpatient psychotherapy agency. As the first point of contact for clients at the Permian Basin Counseling & Guidance (PBCG), this role is responsible for creating a welcoming and supportive environment for individuals seeking care. The ideal candidate will demonstrate strong interpersonal skills, making clients feel heard and understoodwhether they are visiting the office, calling with questions, or expressing concerns about therapy, billing, or scheduling. This position requires patience and empathy, particularly when working with clients experiencing emotional distress or frustration. Responsibilities include greeting clients, answering and directing phone calls, collecting new client information, entering data into the Electronic Health Record (EHR) system, scheduling and cancelling appointments, and processing payments. The Intake Specialist plays a vital role in ensuring that each client's administrative needs are handled with care, accuracy, and professionalism.

The ideal candidate will demonstrate strong attention to detail and accuracy in data entry, while also ensuring that office equipment and supplies are stocked and maintained. They will oversee the cleanliness and functionality of the lobby, waiting area, and other common spaces to provide a professional, welcoming environment for clients and staff.

A flexible schedule is required to accommodate the needs of PBCG, along with strict adherence to all privacy and confidentiality regulations, including HIPAA and applicable state guidelines. Employees are expected to stay informed of organizational policies and procedures, with all necessary training provided. This role offers an excellent entry point into the mental health field, providing hands-on clinical experience and opportunities for continued professional growth within the organization.

Regular and timely attendance is a requirement for this position.

Qualifications:

• Strong interpersonal skills with the ability to work effectively as part of a team.
• Excellent verbal and written communication skills.
• Demonstrated ability to express empathy and compassion toward clients facing a range of mental health challenges, including those in crisis.
• Flexibility to adjust work schedule based on the needs and demand for services at PBCG.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Willingness and ability to learn and operate electronic medical records systems, including scheduling and client account management.
• Highly responsible, reliable, self-motivated, and self-disciplined; able to multitask, take initiative, and work independently with minimal supervision.
• Consistent ability to maintain regular and punctual attendance.
• Strong attention to detail and high level of accuracy in data entry.
• Must successfully pass a comprehensive background check.

Physical Demands & Work Environment

• Work is performed primarily in an office environment using standard office equipment.
• Requires extended periods of sitting and computer use.
• Must be able 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.