How to hire a document imaging specialist

How to hire a document imaging specialist, step by step

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

What does a document imaging specialist do?

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1. Identify your hiring needs

   The document imaging specialist hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

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

   Yes

   No

   A document imaging specialist's background is also an important factor in determining whether they'll be a good fit for the position. For example, document imaging specialists 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 presents document imaging specialist salaries for various positions.

   Type of Document Imaging Specialist	Description	Hourly rate
   Document Imaging Specialist		$10-16
   Imaging Clerk	An imaging clerk works in an imaging clinic or radiology center and handles multiple roles. Their first duty is to handle general clerical operations, such as scanning and uploading of images to a computer or organizing files in an orderly manner... Show more	$10-16
   Document Control Manager	A document control manager's duties cycle around ensuring that all documents, digital or not, are stored completely, securely, and safely in different storage places and databases. They are the ones who implement systematized management of documents, which helps companies and organizations consolidate files, even destroy them if they want to... Show more	$26-60

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Quality Checks
   • Data Entry
   • Patient Care
   • Electronic Database
   • Image Quality
   • Quality Standards
   • HIPAA
   • Hippa
   • Onbase
   • Kofax
   • Patient Charts
   • PDF
   • Electronic Images

   Check all skills

   Responsibilities:

   • Support ISO audits for process documentation and software/ literature distribution, managing follow-up corrective action plans as needed.
   • Create bookmarks a link pdf files from the scanned documents.
   • Release records to customers and other medical personal within HIPPA guidelines.
   • Remove staples and paper clips on all document from vendor files boxes.
   • Coordinate with all sites to identify site drawing requirements, such as, FDA compliance.
   • Ensure that the provider whom have a contract with Medicaid are paid in a timely manner.

   More document imaging specialist duties

3. Make a budget

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

   • Location. For example, document imaging specialists' average salary in georgia is 40% less than in california.
   • Seniority. Entry-level document imaging specialists 40% less than senior-level document imaging specialists.
   • Certifications. A document imaging specialist 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 document imaging specialist's salary.

   Average document imaging specialist salary

   $13.41hourly

   $27,899 yearly

   ---

   Entry-level document imaging specialist salary

   $21,000 yearly salary

   Updated December 13, 2025

   Average document imaging specialist salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$36,095	$17
   2	New York	$33,740	$16
   3	Minnesota	$30,989	$15
   4	Arizona	$30,363	$15
   5	Maryland	$29,935	$14
   6	Massachusetts	$29,145	$14
   7	Kentucky	$28,302	$14
   8	Iowa	$26,885	$13
   9	Virginia	$26,312	$13
   10	Ohio	$25,743	$12
   11	South Carolina	$24,441	$12
   12	Texas	$24,195	$12
   13	Tennessee	$22,536	$11
   14	Georgia	$21,328	$10

   Average document imaging specialist salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Emanate Health	$37,441	$18.00	1
   2	GreenState Credit Union	$32,507	$15.63
   3	University of Rochester	$31,959	$15.36	8
   4	Synovus	$31,137	$14.97
   5	Lucile Packard Foundation for Children's Health	$30,946	$14.88
   6	LifePoint Health	$30,839	$14.83	8
   7	Guaranty Bancorp	$30,450	$14.64
   8	Adecco	$30,434	$14.63	3
   9	Johns Hopkins Medicine	$30,348	$14.59	11
   10	Ricoh	$30,172	$14.51	20
   11	CITRUS VALLEY PHYSICIANS GROUP	$30,083	$14.46	1
   12	Hyland	$30,014	$14.43
   13	JLL	$29,976	$14.41	7
   14	Iron Mountain	$29,730	$14.29	20
   15	University Physicians' Association, Inc.	$29,700	$14.28
   16	Randstad North America, Inc.	$29,673	$14.27	2
   17	Exela Technologies	$29,521	$14.19
   18	Robert Half	$29,365	$14.12	16
   19	South Dakota Board Of Regents	$28,228	$13.57	3
   20	World Kitchen	$27,821	$13.38

4. Writing a document imaging specialist job description

   A job description for a document imaging specialist 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 document imaging specialist job description:

   Document imaging specialist job description example

   Medical Records
   
   1.0 FTE, 8 Hour Day Shift
   
   At Stanford Children's Health, we know world-renowned care begins with world-class caring. That's why we combine advanced technologies and breakthrough discoveries with family-centered care. It's why we provide our caregivers with continuing education and state-of-the-art facilities, like the newly remodeled Lucile Packard Children's Hospital Stanford. And it's why we need caring, committed people on our team - like you. Join us on our mission to heal humanity, one child and family at a time.
   
   Job Summary
   
   This paragraph summarizes the general nature, level and purpose of the job.
   
   The Document Imaging (DI) Specialist is responsible for document preparation, scanning, and indexing of paper documents to accurately file in the electronic health record. This position is also responsible for providing basic routine maintenance of the scanning equipment. The DI Specialist completes transmittal logs and boxes hard copy documents after they have been scanned to send to off-site storage for retention purposes. The DI Specialist resolves problems with documents such as missing Medical Record Numbers, account numbers, missing pages, and fixes document pages as needed.
   
   Essential Functions
   
   • Assists in researching and locating missing documentation or incomplete scans.
   
   • Identifies and escalates non-approved forms to management immediately
   
   • Maintains the scanning equipment and completes the scanner maintenance log.
   
   • Performs documentation preparation (repairing tears, removing staples, ensuring/printing patient identification on every page), scanning the paper record, and indexing the scanned image with the medical record number, account number, and document type.
   
   • Performs emergency Release of Information functions when needed.
   
   • Prepares and boxes completed documents for warehousing.
   
   • Trouble shoots and corrects issues relating to misfiled scans, incomplete documentation, image quality, etc.
   
   Minimum Qualifications
   
   Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.
   
   Education: High School Diploma or GED equivalent
   
   Knowledge, Skills, and Abilities:
   
   • Ability to apply judgment and make informed decisions.
   
   • Ability to communicate complex concepts in simple form to cross-functional departments or teams.
   
   • Ability to conduct analysis and formulate conclusions.
   
   • Ability to foster effective working relationships and build consensus.
   
   • Ability to plan, organize, prioritize, work independently and meet deadlines.
   
   • Knowledge of computer systems and software used in functional area.
   
   • Knowledge of local, state and federal regulatory requirements related to areas of functional responsibility.
   
   • Knowledge of new technologies (in specific field) and maintain and stay abreast of updates and changes.
   
   Equal Opportunity Employer
   
   L ucile Packard Children's Hospital Stanford strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, LPCH does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements, and where applicable, in compliance with the San Francisco Fair Chance Ordinance. REQNUMBER: 15378-1A

   Copy this example

   

5. Post your job

   To find the right document imaging 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 document imaging specialists they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit document imaging 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 document imaging specialist job on Zippia to find and recruit document imaging specialist 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 document imaging specialists, 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.

   If your interviews with document imaging specialist applicants aren't enough to make a decision, you should also consider including a test project. These are often the best, most straightforward, and least bias-prone ways of determining who will likely succeed in the role. If you don't know how to design an appropriate test, you can ask someone else on the team to create it or take a look at these websites to get a few ideas:

   • TestDome
   • CodeSignal
   • Testlify
   • BarRaiser
   • Coderbyte

   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 document imaging specialist

   Once you have selected a candidate for the document imaging specialist position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the 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 document imaging specialist 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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