How to hire a data entry technician

How to hire a data entry technician, step by step

Here's a step-by-step data entry technician 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 entry technician job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new data entry technician
• Step 8: Go through the hiring process checklist

What does a data entry technician do?

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1. Identify your hiring needs

   Before you start hiring a data entry technician, 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

   Hiring the perfect data entry technician 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 data entry technicians and their corresponding salaries.

   Type of Data Entry Technician	Description	Hourly rate
   Data Entry Technician		$11-18
   Data Processor	A data processor is responsible for encoding various information to the organization's database, originating from either manual or electronic communications. Data processors must be highly detail-oriented, especially on analyzing the completeness of data before uploading it to the system... Show more	$12-19
   Order Entry Clerk	An Order Entry Clerk is primarily in charge of receiving and processing customer orders, ensuring accuracy and timeliness. Upon receiving orders, an order entry clerk is responsible for entering customer information into databases such as names, billing details, address, and item specifications... Show more	$13-19

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Customer Service
   • Patients
   • Triage
   • Data Entry Errors
   • Order Entry
   • Computer Database
   • Quality Standards
   • Medicaid
   • Computer System
   • Medical Terminology
   • Pharmacy Procedures
   • Open Orders
   • Medication Orders
   • RX

   Check all skills

   Responsibilities:

   • Manage continuous patient documentation abiding by the HIPPA guidelines.
   • Utilize PC to enter and retrieve patient data and process all new and refill prescriptions through Medicaid and private insurance.
   • Maintain current knowledge of Medicaid claim regulations and processes.
   • Maintain customer confidence and protect operation according to HIPAA regulations.
   • Safeguard confidential patient health information in compliance with HIPPA regulations.
   • Follow all applicable government and federal regulations and guidelines, including medication labeling and HIPAA.

   More data entry technician duties

3. Make a budget

   Including a salary range in the data entry technician job description is a good way to get more applicants. A data entry technician salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

   For example, the average salary for a data entry technician in Nebraska may be lower than in Alaska, and an entry-level engineer typically earns less than a senior-level data entry technician. Additionally, a data entry technician with lots of experience in the field may command a higher salary as a result.

   Average data entry technician salary

   $14.93hourly

   $31,058 yearly

   ---

   Entry-level data entry technician salary

   $24,000 yearly salary

   Updated December 15, 2025

   Average data entry technician salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$35,250	$17
   2	Massachusetts	$33,863	$16
   3	Oregon	$33,668	$16
   4	Minnesota	$33,401	$16
   5	New Jersey	$31,552	$15
   6	Washington	$31,171	$15
   7	New York	$31,164	$15
   8	Montana	$31,082	$15
   9	Pennsylvania	$30,813	$15
   10	Idaho	$30,230	$15
   11	Texas	$30,127	$14
   12	Georgia	$30,027	$14
   13	Colorado	$29,699	$14
   14	Arizona	$29,652	$14
   15	Indiana	$29,403	$14
   16	Iowa	$29,168	$14
   17	Wisconsin	$28,701	$14
   18	Missouri	$28,387	$14
   19	District of Columbia	$27,908	$13
   20	Ohio	$27,189	$13

   Average data entry technician salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	FUJIFILM Medical Systems USA	$42,825	$20.59	15
   2	FUJIFILM Diosynth Biotechnologies	$39,400	$18.94	5
   3	I T People Corp	$38,219	$18.37
   4	Lippert Components	$36,920	$17.75
   5	GEICO	$36,528	$17.56	20
   6	CACI International	$35,675	$17.15	41
   7	UPS	$35,614	$17.12	15
   8	3D Systems	$34,770	$16.72
   9	BCforward	$34,591	$16.63	27
   10	Kroger	$34,208	$16.45	782
   11	Quest Diagnostics	$34,069	$16.38	29
   12	Albertsons	$34,048	$16.37	99
   13	eTeam	$33,913	$16.30	1
   14	Dahl Consulting	$32,715	$15.73	2
   15	CalOptima	$32,231	$15.50
   16	Carvana	$31,933	$15.35	68
   17	Westminster	$31,918	$15.35	1
   18	Kelly Services	$31,539	$15.16	28
   19	TranSystems	$31,528	$15.16
   20	Trilogy Health Services	$31,156	$14.98	3

4. Writing a data entry technician job description

   A job description for a data entry technician role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a data entry technician job description:

   Data entry technician job description example

   The DET I is responsible for general support functions within the Specimen Processing Department.
   
   * Determines and verifies client codes and additional tests and entering information into the Laboratory Information System (LIS), utilizing Image.Now and Read.Soft applications in both English and French
   * Resolves discrepancies in both English and French
   * Utilizes the Image.Now application to enter information into the Quest Toxicology Network (QTN).
   * All functions must be performed with confidence, accuracy and in a timely manner.
   * Production environment, with emphasis on productivity/quality standards and departmental completion times.
   * Demonstrates an ability to learn the job duties assigned to the DET I, and develops an understanding of how all the functions in Specimen Processing fit together.
   * Demonstrates good organizational skills by keeping company code manual current at all times.
   * Demonstrates an understanding of the compliance policies related to Specimen Processing
   * Meets standards for production and accuracy within 6 months.
   * Completes all required written documentation, legibly and within the assigned timeframe
   * Reports to work on time, and follows attendance guidelines.
   * Learns additional functions within Specimen Processing to allow timely progression to the next level.
   * Handles multiple tasks simultaneously and works in a production environment.
   * Communicates effectively and is cooperative with all levels of staff.
   * Maintains composure while working under pressure.
   * Reflects good judgment at all times when determining what action to take when resolving problems.
   * Adheres to Quest Diagnostics core values, safety, confidentiality, and compliance policies and procedures.
   * Practices good safety habits.
   * Keeps work area neat and clean.
   * Performs other duties as assigned
   
   QUALIFICATIONS
   
   Required Work Experience:
   
   One year of verifiable work history
   
   Preferred Work Experience:
   
   * Previous experience in a production environment preferred.
   * Data background
   
   Physical and Mental Requirements:
   
   Able to sit for long periods.
   
   Knowledge:
   
   Ability to learn and understand the rules related to selecting client codes which may change on a daily basis
   
   Skills:
   
   * Ability to visually interpret and retain information for long periods of time
   * Attention to detail
   * Demonstrates strong interpersonal skills that foster a positive environment.
   * Demonstrates flexibility and ability to adapt to change.
   * Ability to enter 9000 keystrokes/hour.
   * Flexibility
   * Job is complex and requires good organization skills and the ability to learn and memorize client codes.
   
   EDUCATION
   
   High School Diploma or Equivalent(Required)
   
   LICENSECERTIFICATIONS

   Copy this example

   

5. Post your job

   To find the right data entry technician 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 entry technicians they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit data entry technicians 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 entry technician job on Zippia to find and recruit data entry technician candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit data entry technicians, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates 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 data entry technician

   Once you've selected the best data entry technician 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.

   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.

   After that, you can create an onboarding schedule for a new data entry technician. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are 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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How much does it cost to hire a data entry technician?