Intake Specialist - Carlsbad, NM
About The Position
The Intake Specialist reports directly to the Intake Specialist 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 understood—whether 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.
Requirements
- 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.
Responsibilities
- Greeting clients
- Answering and directing phone calls
- Collecting new client information
- Entering data into the Electronic Health Record (EHR) system
- Scheduling and cancelling appointments
- Processing payments
- Ensuring that office equipment and supplies are stocked and maintained
- Overseeing the cleanliness and functionality of the lobby, waiting area, and other common spaces
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)
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
