How to hire a front office coordinator

How to hire a front office coordinator, step by step

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

What does a front office coordinator do?

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1. Identify your hiring needs

   First, determine the employments status of the front office coordinator you need to hire. Certain front office coordinator roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

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

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   No

   Hiring the perfect front office coordinator 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.

   This list shows salaries for various types of front office coordinators.

   Type of Front Office Coordinator	Description	Hourly rate
   Front Office Coordinator	General office clerks perform a variety of clerical tasks, including answering telephones, typing documents, and filing records.	$12-20
   Office Clerk	Office clerks are administrative employees who handle clerical activities for the organization. They are in charge of managing company records, organizing and storing documents, filing and sorting hard copies of documents, and liaising with other departments or external partners... Show more	$12-18
   Office Worker	An office worker is responsible for performing administrative and clerical duties to support the daily operations of the business. Office workers assist in receiving calls to respond to the clients' inquiries and concerns, as well as welcoming visitors, verifying their appointments, and leading them to the appropriate personnel and department for their business needs... Show more	$11-34

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Customer Service
   • Data Entry
   • Front Desk
   • Insurance Verification
   • Patient Charts
   • Appointment Scheduling
   • HIPAA
   • Patient Appointments
   • Patient Referrals
   • Insurance Benefits
   • Patient Care
   • EMR
   • Office Equipment

   Check all skills

   Responsibilities:

   • Manage medical records and other patient information within HIPPA guidelines.
   • Manage facility procedures relate to insurance and billing and solve patients' queries regarding their insurance renewal and expiry.
   • Work in Kronos to enter miss punches or correct time for employees when payroll is due.
   • Apply proper ICD-9 and CPT coding to patient invoices and submit claims to insurance companies for proper reimbursement.
   • Monitor physician documentation in EHR versus fee ticket and verify that the correct ICD9 and CPT codes are being used.
   • Maintain confidentiality of patient privacy in compliance with HIPAA regulations.

   More front office coordinator duties

3. Make a budget

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

   • Location. For example, front office coordinators' average salary in alabama is 52% less than in massachusetts.
   • Seniority. Entry-level front office coordinators 40% less than senior-level front office coordinators.
   • Certifications. A front office coordinator 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 front office coordinator's salary.

   Average front office coordinator salary

   $15.79hourly

   $32,844 yearly

   ---

   Entry-level front office coordinator salary

   $25,000 yearly salary

   Updated December 20, 2025

   Average front office coordinator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$41,369	$20
   2	Massachusetts	$40,461	$19
   3	Washington	$40,214	$19
   4	Arizona	$35,391	$17
   5	Colorado	$35,158	$17
   6	Oregon	$34,494	$17
   7	Pennsylvania	$33,209	$16
   8	Minnesota	$33,090	$16
   9	Illinois	$31,090	$15
   10	Maryland	$30,377	$15
   11	Idaho	$29,261	$14
   12	Indiana	$28,675	$14
   13	Texas	$28,614	$14
   14	Wisconsin	$28,029	$13
   15	Florida	$26,017	$13
   16	South Carolina	$26,000	$13
   17	Georgia	$24,869	$12

   Average front office coordinator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	University of California-Berkeley	$47,487	$22.83
   2	Hyatt Hotels	$38,191	$18.36	82
   3	Spaulding Rehabilitation Hospital	$37,559	$18.06
   4	Eisner Health	$37,268	$17.92
   5	Koch Industries	$36,572	$17.58
   6	Methodist Hospital for Surgery	$36,055	$17.33
   7	Rogue Community Health	$35,396	$17.02	7
   8	Dignity Health	$35,237	$16.94	107
   9	Fresenius Medical Care North America Holdings Limited Partnership	$35,161	$16.90	44
   10	Best Contracting Services	$34,732	$16.70
   11	CAI	$34,675	$16.67
   12	Marin General Hospital: Foley Pamela MD	$34,641	$16.65	3
   13	eyecarecenter	$34,538	$16.60	6
   14	Austin Achieve Public Schools	$34,329	$16.50
   15	La Clinica De Familia Inc Lcdf	$34,197	$16.44	5
   16	Recovery Innovations	$34,137	$16.41
   17	Arizona Biltmore	$34,077	$16.38	1
   18	Methodist Health System	$34,003	$16.35	31
   19	University of Maryland Medical System	$33,848	$16.27	32
   20	Options Counseling and Family Services	$33,667	$16.19

4. Writing a front office coordinator job description

   A front office 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. To help get you started, here's an example of a front office coordinator job description:

   Front office coordinator job description example

   Status: Full-time- 40 hours per week

   Hours : Must have availability between 7am-7pm

   Job Summary

   The Front Office Coordinator is the initial point of contact with patients and is the clerical support person for the office staff. This position is the liaison between the clinic staff and patients and is responsible for being able to effectively and professionally communicate company policies, procedures and insurance information. The Front Office Coordinator assists patients and therapists to support the patient care process. The position is responsible for following all compliance, Medicare and HIPAA policies.

   Responsibilities and Duties

   • Answers phones, takes and relays messages in a professional and timely manner.
   • Schedules patients for services to assure their treatment goals are met. Calls and reminds patients of appointment times as necessary to assure appointments are kept. Assures missed appointments are rescheduled.
   • Communicates with patients clearly explaining the clinic’s practices for insurance, co-payments, and scheduling appointments.
   • Calls insurance companies before each patient’s first visit to verify their insurance coverage. Communicates with patients to explain what will or will not be covered.
   • Meets with patients on their first visit to assure all necessary paperwork is completed before treatment begins.
   • Collects patient’s co-payment each office visit. Reminds patients as necessary the clinic’s policy that requires co-payments be paid each visit.
   • Performs other office support work for staff as needed.
   • Assures compliance with Federal / Medicare guidelines and company compliance policies.

   Qualifications and Skills

   • High School Diploma or GED required; Associates Degree or college level business courses preferred.
   • Two previous years experience in a medical office, customer service, or other related business where strong communication, organization, and follow-through skills were required.
   • Ability to communicate effectively and professionally with a wide variety of people
   • Strong organizational skills with attention to detail and accuracy
   • Basic computer skills
   • Ability to handle multiple tasks in a very busy environment
   • Demonstrates continued interest in self-development and the development of the staff

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5. Post your job

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

6. Interview candidates

   Recruiting front office coordinators requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   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 front office coordinator

   Once you've selected the best front office coordinator 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 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.

   After that, you can create an onboarding schedule for a new front office coordinator. 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 front office coordinator?