Intake Specialist - San Angelo

West Texas Counseling & Guidance•San Angelo, TX

3d•$16•Onsite

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 West Texas Counseling and Guidance (WTCG), 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 a high level of attention to detail and maintain accuracy in data entry tasks. This role also includes responsibility for ensuring that office equipment and supplies are properly stocked and maintained, as well as overseeing the cleanliness and functionality of the lobby, waiting area, and other common spaces to ensure a comfortable and professional environment for clients and staff. The ideal candidate will maintain a flexible schedule to accommodate the scheduling needs of WTCG. Compliance with all privacy and confidentiality regulations, including HIPAA and applicable state guidelines, is required. Employees are expected to remain informed of the policies and procedures outlined in the organization’s Policies and Procedures Manual. All necessary training will be provided. This position offers an excellent entry point for individuals interested in the mental health field, providing both hands-on experience in a clinical setting 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 WTCG.
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.

Nice To Haves

Bilingual (Spanish) desirable, but not required

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 properly stocked and maintained
Overseeing the cleanliness and functionality of the lobby, waiting area, and other common spaces