How to hire a business office representative

How to hire a business office representative, step by step

Here's a step-by-step business office representative hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a business office representative job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new business office representative
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you post your business office representative job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a business office representative for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   Hiring the perfect business office representative also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   The following list breaks down different types of business office representatives and their corresponding salaries.

   Type of Business Office Representative	Description	Hourly rate
   Business Office Representative	General office clerks perform a variety of clerical tasks, including answering telephones, typing documents, and filing records.	$10-20
   Office Worker	An office worker is responsible for performing administrative and clerical duties to support the daily operations of the business. Office workers assist in receiving calls to respond to the clients' inquiries and concerns, as well as welcoming visitors, verifying their appointments, and leading them to the appropriate personnel and department for their business needs... Show more	$11-34
   Office Clerk	Office clerks are administrative employees who handle clerical activities for the organization. They are in charge of managing company records, organizing and storing documents, filing and sorting hard copies of documents, and liaising with other departments or external partners... Show more	$12-18

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Insurance Verification
   • Insurance Benefits
   • Customer Service
   • Medicaid
   • Insurance Claims
   • Emergency Room
   • CPT
   • Patient Registration
   • Patient Insurance
   • Patient Phone Calls
   • Insurance Carriers
   • Medical Billing
   • Medical Claims

   Check all skills

   Responsibilities:

   • Manage the medical front office and coordinate business operations with physicians and legal staff for a busy MRI facility.
   • Negotiate insurance contract agreements, handle medical billing inquiries submit by patients, physicians and insurance providers.
   • Maintain strictest confidentiality: adheres to all HIPAA guidelines and regulations.
   • Process refunds for third party insurance companies; Medicare, Medicaid or government-assist programs and personal payments.
   • Help families with applications for medicaid as well as back up admissions with reconciliation of census and pay source.
   • Maintain HIPAA privacy laws and patient confidentiality.

3. Make a budget

   Including a salary range in your business office representative job description is a great way to entice the best and brightest candidates. A business office representative salary can vary based on several factors:

   • Location. For example, business office representatives' average salary in louisiana is 51% less than in alaska.
   • Seniority. Entry-level business office representatives earn 49% less than senior-level business office representatives.
   • Certifications. A business office representative with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a business office representative's salary.

   Average business office representative salary

   $15.04hourly

   $31,288 yearly

   ---

   Entry-level business office representative salary

   $22,000 yearly salary

   Updated December 16, 2025

4. Writing a business office representative job description

   A good business office representative job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a business office representative job description:

   Business office representative job description example

   El Camino Health is committed to hiring, retaining and growing the best and brightest professionals who will carry our mission and vision forward. We are proud of our reputation in the community: One built on compassion, innovation, collaboration and delivering high-quality care. Come join the team that makes this happen.
   
   Applicants MUST apply for position(s) by submitting a separate application for each individual job posting number they are interested in being considered for.
   FTE
   
   1
   
   Scheduled Bi-Weekly Hours
   
   80
   
   Work Shift
   
   Day: 8 hours
   
   Job Description
   
   As part of the unit-based team, this position supports the business functions the assigned department/unit in database billing, logging, scheduling and daily coordination of cases in conjunction with the management and clinical staff of the unit/department. QUALIFICATIONS:1. High school diploma or equivalent.2. Minimum two (2) years of secretarial experience.3. Previous experience in some aspect of a billing function preferred.4. Ability to work with minimum direct supervision.5. Excellent English verbal and written communication skills.6. Excellent organizational skills.7. Able to work effectively as a team member under multiple demands and expectations.
   
   The Physical Requirements and Working Conditions of this job are available. El Camino Health will provide reasonable accommodations to qualified individuals with a disability if that will allow them to perform the essential functions of a job unless doing so creates an undue hardship for the hospital, or causes a direct threat to these individuals or others in the workplace which cannot be eliminated by reasonable accommodation.
   
   Sedentary Work - Duties performed mostly while sitting; walking and standing at times. Occasionally lift or carry up to 10 lbs. Uses hands and fingers. - (Physical Requirements-United States of America)
   
   An Equal Opportunity Employer:
   
   El Camino Health seeks and values a diverse workforce. The organization is an equal opportunity employer and makes employment decisions on the basis of qualifications and competencies. El Camino Health prohibits discrimination in employment based on race, ancestry, national origin, color, sex, sexual orientation, gender identity, religion, disability, marital status, age, medical condition or any other status protected by law. In addition to state and federal law, El Camino Health also follows all applicable fair and equitable employment policies from the County of Santa Clara.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right business office representative for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your business office representative job on Zippia to find and recruit business office representative candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting business office representatives requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new business office representative

   Once you've selected the best business office representative candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new business office representative first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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