How to hire a director of records management

How to hire a director of records management, step by step

Here's a step-by-step director of records management hiring guide:

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

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1. Identify your hiring needs

   Before you start hiring a director of records management, 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 director of records management's background is also an important factor in determining whether they'll be a good fit for the position. For example, directors of records management 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.

   Here's a comparison of director of records management salaries for various roles:

   Type of Director Of Records Management	Description	Hourly rate
   Director Of Records Management	Management analysts, often called management consultants, propose ways to improve the efficiency of an organization. They advise managers on how to make organizations more profitable through reduced costs and increased revenues.	$24-63
   Analyst	Analysts are employees or individual contributors with a vast experience in a particular field that help the organization address challenges. They help the organization improve processes, policies, and other operations protocol by studying the current processes in place and determining the effectiveness of those processes... Show more	$25-47
   Consultant	Consultants are individuals who were tapped by a company or an organization to work on a specific activity, depending on their field of expertise. They act as guides for the organization in undertaking projects that are related to their field... Show more	$27-51

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Direct Reports
   • Management Program
   • HIPAA
   • Comprehensive Policies
   • Retention Schedules
   • Litigation
   • Enterprise-Wide
   • Transcription
   • Business Process
   • Strategic Direction
   • Enterprise Content Management
   • Hippa
   • Payroll
   • Computer System

   Check all skills

   Responsibilities:

   • Lead executive team in the development of an information technology architecture and strategic plan align with corporate strategy and operating goals.
   • Instruct hospital staff regarding clinical documentation and HIPPA law.
   • Ensure high level of compliance with the FBI/NCIC program, security audits, user certifications
   • Develop and maintain documentation process on Sharepoint.
   • Coordinate activities for JCAHO require PI/CQI ancillary department programs.
   • Handle and facilitate data relative to exploration, development, litigation, venture, acquisition, merger and divestiture activities.

3. Make a budget

   Including a salary range in your director of records management job description is one of the best ways to attract top talent. A director of records management can vary based on:

   • Location. For example, directors of records management' average salary in hawaii is 58% less than in alaska.
   • Seniority. Entry-level directors of records management 62% less than senior-level directors of records management.
   • Certifications. A director of records management with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a director of records management's salary.

   Average director of records management salary

   $83,274yearly

   $40.04 hourly rate

   ---

   Entry-level director of records management salary

   $51,000 yearly salary

   Updated December 20, 2025

4. Writing a director of records management job description

   A good director of records management 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 director of records management job description:

   Director of records management job description example

   PruittHealth is a COVID-19 vaccine-mandated employer.
   
   JOB PURPOSE:
   
   Assumes authority, responsibility and accountability for the responsibility and accountability for the record keeping procedures and storage of all clinical records in a manner consistent with facility policies and procedures, professional standards and state and federal laws and regulations for long term care facilities. Establishes and implements policies to ensure that records are complete, accurately documented, and readily accessible and systematically organized. Collaborates with Nursing Home Administrator to allocate department resources in an efficient and economic manner to achieve department objectives.
   
   KEY RESPONSIBILITIES:
   
   * Ensures that all clinical records contain sufficient information to identify the resident; a record of the resident's assessments; the plan of care and services provided; the results of any preadmission conducted by the State and, progress notes.
   
   * Initiates and participates in the development of facility policies and procedure to ensure that medical records are complete, accurately documented, readily accessible and systematical organized
   
   * Develops and implements record storage and retrieval system that complies with applicable record retention laws maintains accessibility of records.
   
   * Inspects closed records for completeness. Systematically organizes closed medical records for long term storage. Reports delays in completing records to Nursing Home Administrator.
   
   * Develops and maintain appropriate safeguards against unauthorized access and use of computer based medical records.
   
   * Evaluates medical records forms and record format. Makes recommendations for change to continuously improve quality of facility records and record keeping practices.
   
   * Evaluates, through record reviews of open and closed records, compliance with medical record documentation policies. Reports finding to Nursing Home Administrator and Director of Nursing Services.
   
   * Develops and conducts educational programs for facility staff to explain and discuss documentation policies and practices. Provides training and staff development opportunities to ensure that staff can distinguish between confidential/non-confidential information and release information only in compliance with facility policies.
   
   * Maintains, updates and distributes the lists of facility approved abbreviations and definitions.
   
   * Provides access to all records pertaining to residents (including current medical record) within 24 hours of oral or written request of resident or legal representative. Makes photocopies available with two working days of request.
   
   * Develops and implements safeguards against loss, destruction, unauthorized access or use of clinical record information including procedures to maintain confidentiality of all information contained in resident's record and to obtain authorized consents to release information. Releases information without written consent of resident or legal representative only when required by law.
   
   * Advises Administration, physicians, facility staff on applicable requirements regarding the control, use and release of clinical information. Advises Administration on ways to safeguard confidentiality of medical records of facility staff.
   
   * Conducts periodic quality control assessments of staff implementation of medical records policies and procedures. Analyzes findings and develops, implements ways to improve performance.
   
   * Collects and displays clinical data requested by Administration, facility committees, regulatory agencies, or accrediting bodies.
   
   * Participates in the development of the department budget. Provides relevant financial information to Nursing Home Administrator regarding department financial needs and status.
   
   * Communicates with Nursing Home Administrator on daily basis to discuss medical record and budget issues. Recommends to Nursing Home Administrator numbers and type of personnel needed to meet facility needs in compliance with state and federal laws and regulations.
   
   * Actively participates in long term care survey process by instruction staff in matters of conduct and disclosure, maintaining a presence at all times surveyors are on-site and directing the timely collection of information required by the survey team.
   
   * Demonstrates concern for identified problems and undertakes corrective action while survey is in progress if appropriate. Gathers and presents supplemental documentation to avoid potential deficiencies. Collaborates with Nursing Home Administrator to develop responses to survey report as needed.
   
   * Maintains current skills and knowledge through continuing education. Applies information to job responsibilities. Performs other duties as assigned by Supervisor.
   
   MINIMUM EDUCATION REQUIRED:
   
   High school diploma or equivalent.
   
   MINIMUM EXPERIENCE REQUIRED:
   
   One (1) year experience as medical records practitioner in long term care facility.
   
   ADDITIONAL QUALIFICATIONS: (Preferred qualifications)
   
   Preferred current certification as an Accredited Records Technician. Certification as a Registered Records Administrator preferred.
   
   ● Proof of COVID-19 vaccination or approved exemption required by date of hire
   
   Family Makes Us Stronger. Our family, your family, one family. Committed to loving, giving, and caring. United in making a difference.
   
   We are eager to connect with you! Apply Now to get started at PruittHealth!
   
   As a condition of employment at PruittHealth, all employees are required to provide proof of COVID-19 vaccination by date of hire unless a medical or religious exemption is approved.
   
   As an Equal Employment Opportunity employer, all qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, disability, or veteran status.

   Copy this example

   

5. Post your job

   There are a few common ways to find directors of records management 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 director of records management job on Zippia to find and recruit director of records management candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit directors of records management, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   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 director of records management

   Once you've found the director of records management 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 good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new director of records management. 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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