How to hire a data capture specialist

How to hire a data capture specialist, step by step

Here's a step-by-step data capture specialist hiring guide:

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

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1. Identify your hiring needs

   Before you post your data capture specialist 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 data capture specialist 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

   You should also consider the ideal background you'd like them a data capture specialist to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a data capture specialist that fits the bill.

   Here's a comparison of data capture specialist salaries for various roles:

   Type of Data Capture Specialist	Description	Hourly rate
   Data Capture Specialist		$12-33
   Data Entry Internship	In a data entry internship, an intern gains industry insights and practical experience while participating in the daily office operations. Although their responsibilities may vary upon the directives given by the supervisor or manager, it usually includes performing tasks such as entering data into spreadsheets and other documents, maintaining and updating databases, reviewing data to correct errors or inconsistencies, preparing and organizing documents, handling calls and correspondence, and running errands as necessary... Show more	$11-20
   Data Entry Clerk	Data entry clerks are employees who work on the proper documentation of the data sets within the organization. They are responsible for copying in or typing in items from a source to the company database... Show more	$12-18

   Show more

2. Create an ideal candidate profile

   Common skills:

   • CPT
   • Epic
   • Data Capture
   • EMR
   • ICD-9
   • Data Entry Functions
   • Medicaid
   • Compliant Charge
   • CMS
   • Patient Accounts
   • Billing Charges
   • Diagnosis Codes
   • Medical Billing
   • E/M

   Check all skills

   Responsibilities:

   • Audit nurse and system charges in order to promote ICD-9 and CPT compliant hospital coding.
   • Audit chart notes for documentation to support coding by utilizing EMR.
   • Identify infusion, injection and transfusion charges per existing CPT hierarchy guidelines.
   • Charge entry and ensuring correctness of coding in the CDM and clinical documentation, and providing ongoing education to charging departments.
   • Collect feature and attribute data in the MicroStation GIS relational database environment.
   • Contact doctor offices, insurance companies and patients to request information relate to clarifications on prescriptions and insurance information.

3. Make a budget

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

   • Location. For example, data capture specialists' average salary in new hampshire is 45% less than in virginia.
   • Seniority. Entry-level data capture specialists earn 62% less than senior-level data capture specialists.
   • Certifications. A data capture specialist 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 data capture specialist's salary.

   Average data capture specialist salary

   $42,674yearly

   $20.52 hourly rate

   ---

   Entry-level data capture specialist salary

   $26,000 yearly salary

   Updated January 23, 2026

4. Writing a data capture specialist job description

   A data capture specialist 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. To help get you started, here's an example of a data capture specialist job description:

   Data capture specialist job description example

   How would you like to work in a place where your contributions and ideas are valued? A place where you can serve with compassion, pursue excellence and honor every voice? At Wellstar, our mission is simple, yet powerful: to enhance the health and well-being of every person we serve. We are proud to have become a shining example of what's possible when the brightest professionals dedicate themselves to making a difference in the healthcare industry, and in people's lives.
   Responsibilities
   
   The Charge Capture Specialist II is responsible for reviewing clinical documentation to ensure timely, accurate, and compliant charge capture. He/she works as an educational resource to inform and educate departments on the latest government regulation and requirements, including CMS, the State, and payer regulations related to these charges. The Charge Capture Specialist II also collaborates with cross-campus counterpart(s) to ensure clinical documentation in high risk areas is consistent and complete. The Charge Capture Specialist II collaborates with cross-campus counterpart(s) to ensure consistency in processes in such a manner that each individual can act as a back-up for the other to ensure seamless charge capture in high risk areas when one individual is out.
   Duties include charge entry, ensuring correctness of coding in Charge Review, providing ongoing education to charging departments and works payor coding denials.
   
   Qualifications
   
   Required Minimum Education:
   High School diploma or equivalent from an accredited institution required. Bachelor's degree preferred.
   
   
   Required Minimum Experience:
   Two years collection experience or two years' experience with physician billing.
   
   
   Required Minimum Certification:
   Coding Certification through AAPC or AHIMA (CPC-A, CPC, CCA, COC, CCS-P or equivalent) required.
   
   
   Required Minimum Skills:
   a. Ability to perform mathematical calculations
   b. Keyboard by touch
   c. Excellent communication skills when dealing with patients, families, public, co-workers, and professional offices
   d. Basic knowledge of medical terminology
   e. Basic experience and knowledge of PC applications
   f. Detail-oriented, good organizational skills, and ability to be self-directed
   g. Ability to learn quickly and meet continuous time-lines
   h. Strong time management skills, managing multiple priorities and a heavy workload in a high-stress atmosphere
   i. Demonstrated flexibility to perform other tasks as needed in an active work environment with changing work needs
   j. High-level problem solving, analytical, and investigation skills
   k. Excellent internal/external customer service skills
   l. Excellent communication skills to include oral and written comprehension and expression
   m. Ability and willingness to exhibit behaviors consistent with principles of excellent service
   n. Ability and willingness to demonstrate and maintain competency as required for job title and the unit/area(s) of assignment
   o. Ability and willingness to exhibit behaviors consistent with standards of performance improvement and organizational values (e.g., efficiency & financial responsibility, safety, partnership & service, teamwork, compassion, integrity, and trust & respect)

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5. Post your job

   To find the right data capture specialist for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with data capture specialists they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit data capture specialists who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

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

6. Interview candidates

   Your first interview with data capture specialist 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.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete 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 data capture specialist

   Once you've found the data capture specialist candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

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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