How to hire a case coordinator

How to hire a case coordinator, step by step

Here's a step-by-step case coordinator hiring guide:

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

What does a case coordinator do?

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1. Identify your hiring needs

   Before you start hiring a case coordinator, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

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

   Yes

   No

   A case coordinator's background is also an important factor in determining whether they'll be a good fit for the position. For example, case coordinators from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list shows salaries for various types of case coordinators.

   Type of Case Coordinator	Description	Hourly rate
   Case Coordinator	Social and human service assistants provide client services, including support for families, in a wide variety of fields, such as psychology, rehabilitation, and social work. They assist other workers, such as social workers, and they help clients find benefits or community services.	$14-26
   Volunteer Program Coordinator	A volunteer program coordinator usually works for non-profit organizations where they are primarily in charge of managing and coordinating all volunteer related aspects of events and programs. It is their responsibility to oversee recruitment and training processes from planning to execution, supervise all volunteers, set schedules and objectives, and ensure operations adhere to guidelines and policies... Show more	$14-26
   Support Services Coordinator	Support Services Coordinators are responsible for leading the administrative and deployment of a staff team. Their duties include preparing presentation documents, preparing and processing expense and budget reports, answering phone and emails, and arranging meetings... Show more	$12-26

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Social Work
   • Customer Service
   • Home Health
   • Community Resources
   • Patient Care
   • Data Entry
   • Discharge Planning
   • Crisis Intervention
   • Child Abuse
   • Medicaid
   • Strong Customer Service
   • Mental Health
   • Substance Abuse

   Check all skills

   Responsibilities:

   • Manage quality control record keeping by coordinating the QA retains system to maintain documentation on all complete production jobs.
   • Maintain national staffing Microsoft SharePoint site in order to manage staffing requisitions and available resources for business needs
   • Direct clients to resources need to transition into HUD home ownership program.
   • Craft a``problem and solution"PowerPoint that allows the department to pull directly from as slides are need.
   • Work effectively with HUD representatives to provide supervision, assessment and reporting for enhance voucher assistance, FEMA /DHAP client.
   • Comply with HIPAA regulations to ensure patient confidentiality.

   More case coordinator duties

3. Make a budget

   Including a salary range in your case coordinator job description helps attract top candidates to the position. A case coordinator salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for a case coordinator in Alabama may be lower than in Hawaii, and an entry-level case coordinator usually earns less than a senior-level case coordinator. Additionally, a case coordinator with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average case coordinator salary

   $41,179yearly

   $19.80 hourly rate

   ---

   Entry-level case coordinator salary

   $30,000 yearly salary

   Updated December 5, 2025

   Average case coordinator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Hawaii	$50,426	$24
   2	Oregon	$49,045	$24
   3	New York	$48,408	$23
   4	California	$46,471	$22
   5	Colorado	$44,948	$22
   6	Illinois	$44,450	$21
   7	Massachusetts	$41,623	$20
   8	Pennsylvania	$41,605	$20
   9	Texas	$41,126	$20
   10	Washington	$40,858	$20
   11	Florida	$40,417	$19
   12	Minnesota	$40,089	$19
   13	South Carolina	$39,347	$19
   14	Ohio	$39,100	$19
   15	Missouri	$38,886	$19
   16	Arizona	$38,315	$18
   17	Michigan	$38,296	$18
   18	Georgia	$37,424	$18
   19	Oklahoma	$37,280	$18
   20	Rhode Island	$35,648	$17

   Average case coordinator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Baptist Health	$59,368	$28.54	15
   2	Halifax Health	$53,215	$25.58	9
   3	PruittHealth	$51,225	$24.63	18
   4	University of California-Berkeley	$49,917	$24.00
   5	JAMS	$49,152	$23.63	14
   6	General Dynamics	$48,933	$23.53	10
   7	Methodist Health System	$48,286	$23.21	7
   8	Palomar Health	$48,278	$23.21	5
   9	UC Santa Barbara	$46,919	$22.56
   10	Cedars-Sinai	$46,253	$22.24	43
   11	University of Colorado Boulder	$46,245	$22.23
   12	Hyundai Motor Manufacturing Alabama	$46,151	$22.19
   13	Children's Hospital Colorado	$46,091	$22.16	6
   14	TASC	$45,500	$21.88	9
   15	Boston Medical Center	$45,288	$21.77	14
   16	Syracuse University	$44,959	$21.61	8
   17	Univ Of Colorado-Colorado Spgs	$44,812	$21.54
   18	Brigham and Women's Hospital	$44,789	$21.53	27
   19	City and County of Denver Government	$44,718	$21.50	1
   20	Doctors Medical Ctr	$43,592	$20.96

4. Writing a case coordinator job description

   A case coordinator job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a case coordinator job description:

   Case coordinator job description example

   At Scranton Law Firm, we work hard to make a difference in our clients’ lives. The hallmark of Scranton Law Firm is quality legal work. From attorneys to legal support staff, every member of our team plays a vital role in delivering the highest quality of service to our clients through aggressive representation. Though the firm was started more than 45 years ago, our mission has always been the same: Fight for the legal rights of the underdog.

   Scranton Law Firm’s key asset is our team members. We are seeking talented people who not only want to achieve their individual goals but want to help their fellow team members succeed. We celebrate every win, and we learn from every mistake together.

   Scranton Law Firm is looking for case coordinators to join our growing team. Our case coordinators are highly organized individuals who work on a variety of cases. Litigation case coordinators support our paralegals and attorneys by gathering and organizing all the important documentation and records related to a client’s case. The ideal candidate is interested in getting into the legal profession and is eager to learn more about personal injury.

   What You Will Be Doing

   • Order medical and billings records, police reports, and other supporting documentation in preparation of settlement demand.
   • Request auto policy limits, property damage estimates and photographs, and other pertinent information.
   • Organizes, reviews, summarizes and prepares medical records, wage loss information and other documentation for settlement demand.
   • Composes and types routine correspondence; proofreads and edits various documents.
   • Prepares outgoing mail and correspondence, including email and faxes.

   What You Should Have

   • Strong communication and organizational skills
   • 2+ Years of Legal Work Experience (Personal Injury Preferred)
   • Technical skills including experience with Microsoft Office Suite, Case Management Software and other databases
   • Bachelor’s Degree with an interest in pursuing a paralegal certificate
   • Spanish is a big plus.

   If this sounds like you, please submit a cover letter and resume

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5. Post your job

   There are a few common ways to find case coordinators for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

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

6. Interview candidates

   Your first interview with case coordinator candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   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 case coordinator

   Once you've decided on a perfect case coordinator candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   To prepare for the new case coordinator 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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How much does it cost to hire a case coordinator?