How to hire a medical administrator

How to hire a medical administrator, step by step

Here's a step-by-step medical administrator hiring guide:

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

What does a medical administrator do?

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1. Identify your hiring needs

   First, determine the employments status of the medical administrator you need to hire. Certain medical administrator 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?

   Yes

   No

   Hiring the perfect medical administrator 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 medical administrators.

   Type of Medical Administrator	Description	Hourly rate
   Medical Administrator	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$13-21
   Scheduler	A scheduler is responsible for arranging appointments and carrying out reminder calls and correspondence to anyone involved. In a company setting, it is also a scheduler's responsibility to coordinate with various departments and personnel to organize an accurate timetable that will consist of meetings, gatherings, deadlines, or other pressing matters... Show more	$11-32
   Unit Coordinator	A unit coordinator is responsible for providing quality care services to patients by supporting the daily operations of a health care facility under the supervision of medical professionals. Unit coordinators perform administrative and clerical tasks as needed, including responding to patients' inquiries and concerns, scheduling appointments, sorting medical records, verifying insurance details, and assisting the physician on the care plans and patients' activities... Show more	$13-31

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Patient Care
   • Medical Terminology
   • HIPAA
   • CPT
   • Medicaid
   • Appeals
   • Data Entry
   • Front Desk
   • Medication Administration
   • Triage
   • Insurance Verification
   • CPR
   • Appointment Scheduling

   Check all skills

   Responsibilities:

   • Facilitate client relationships and manage surgery schedules, financial consultations, follow up care and ongoing maintenance.
   • Maintain a working knowledge and understanding of CPT and ICD-10 codes.
   • Provide patients with information explaining hospital admission policies, time of admission, and HIPPA privacy guidelines.
   • Receive and fulfill requests for release of information to patients and external providers following HIPPA guidelines
   • Attend classes to improve proficiency in billing using CPT and ICD9 codes with special modifiers.
   • Verify coverage for third-party insurance, Medicaid, Medicare, and out of network benefits.

   More medical administrator duties

3. Make a budget

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

   • Location. For example, medical administrators' average salary in mississippi is 51% less than in district of columbia.
   • Seniority. Entry-level medical administrators earn 38% less than senior-level medical administrators.
   • Certifications. A medical administrator 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 medical administrator's salary.

   Average medical administrator salary

   $35,713yearly

   $17.17 hourly rate

   ---

   Entry-level medical administrator salary

   $28,000 yearly salary

   Updated December 23, 2025

   Average medical administrator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	New Jersey	$47,769	$23
   2	Virginia	$45,907	$22
   3	New York	$43,686	$21
   4	Washington	$42,505	$20
   5	California	$40,754	$20
   6	Illinois	$39,948	$19
   7	Massachusetts	$39,912	$19
   8	Minnesota	$38,232	$18
   9	Maryland	$37,442	$18
   10	Alabama	$36,427	$18
   11	Florida	$35,362	$17
   12	Texas	$35,018	$17
   13	Colorado	$34,321	$17
   14	Missouri	$33,773	$16
   15	West Virginia	$33,741	$16
   16	Michigan	$33,304	$16
   17	Arizona	$33,282	$16
   18	South Carolina	$33,108	$16
   19	Iowa	$32,075	$15
   20	Indiana	$31,410	$15

   Average medical administrator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	W. R. Berkley	$49,415	$23.76
   2	University of California-Berkeley	$47,964	$23.06
   3	BERKLEY TECHNOLOGY SERVICES	$41,185	$19.80
   4	Leidos	$40,172	$19.31	73
   5	Lahey Health Behavioral Services	$38,828	$18.67
   6	WASHINGTON UNIVERSITY OF VIRGINIA	$37,899	$18.22	32
   7	Cascade Health	$37,664	$18.11
   8	Lee Hecht Harrison	$37,223	$17.90	7
   9	Ajilon Consulting	$36,905	$17.74
   10	Texas Tech University	$36,228	$17.42	4
   11	Indian Health Service	$35,821	$17.22	11
   12	Baptist Health Home Care	$35,749	$17.19	6
   13	Kelly Services	$35,705	$17.17	11
   14	Clinical Management Consultants	$35,695	$17.16	1
   15	Aerotek	$35,657	$17.14	11
   16	NECCO	$35,354	$17.00
   17	HW Staffing Solutions	$34,899	$16.78	2
   18	Ottobock N. America	$34,856	$16.76
   19	Robert Half	$34,789	$16.73	220
   20	Baptist Health Care	$34,577	$16.62	3

4. Writing a medical administrator job description

   A medical administrator 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. Below, you can find an example of a medical administrator job description:

   Medical administrator job description example

   **This position is a full time remote, work from home opportunity. You must reside within the state of Florida.
   
   POSITION SUMMARY: To be fully engaged in providing No Harm / Quality, Customer Experience, and Stewardship by applying broad medical, regulatory, and benefits administration knowledge to research, write, edit and implement Medical Policies. The position creates value by maximizing operational effectiveness in the Utilization Management, Claims and Appeals processes, ensuring consistent and appropriate decision-making and minimizing legal risk. The Medical Policy Administrator focuses on clinical decision analysis, cost-effectiveness and health policy analysis to develop and maintain a Medical Policy library for the Health Plan. Medical Policies will be developed by applying decision analysis, literature synthesis, medical informatics, and expert benefit interpretation. Medical Policies will combine information extracted from technology assessments, clinical guidelines, health outcome analyses, expert panels and conferences, as well as from pertinent clinical informatics and clinical decision support documentation. Additional responsibilities include maintenance of the Prior Authorization List with applicable health care coding references, and active participation in a variety of operational workgroups. Generally works under specific deadlines and frequently handles multiple complex projects, operating with minimal supervision. PRIMARY ACCOUNTABILITIES: . Quality/No Harm: Adhere to and enforce all corporate safety initiatives Ensures all Medical Policy content meets patient safety guidelines Provides professional and analytical support focusing on the analysis, development, maintenance, and evaluation of HFHP Medical Policies for all product lines Writes, proofs and edits Medical Policies including maintaining a detailed history of research, coverage determinations and recommendations. Makes high level presentations on research and recommendations to internal teams, and to the Physician Advisory Committee. Researches and identifies best practices and evidence based research studies in support of the development and maintenance of state of the art Medical Policies Prepares templates for Medical Policy documents and determines format for best presentation of data Ensures document content adheres to appropriate accreditation standards and regulatory guidelines Provides professional/analytical support with policy interpretation to applicable product lines, including implementation, operation and contract compliance (e.g. Medicare program) Oversees the development and maintenance of all departmental Policies and Procedures related to Medical Policy administration Consults with applicable industry resources, regulatory authorities and health plan administrators to facilitate the development and maintenance of applicable Medical Policies Ensures professional product is comprehensive and accurately reflects local medical practice Monitors and reports on industry developments which may impact applicable medical services offerings including legislative/legal developments at the local, state and federal level Maintaining and regularly updating the Prior Authorization List based on input from the Utilization Management Workgroup and clinical leadership Interacts with internal teams as needed to ensure that medical policies accurately address current workflow processes and operations Interacts extensively with medical directors and health plan clinicians regarding Medical Policies Utilizes health plan resources in determining accurate diagnosis and procedure coding for appropriate policy development Leads the Code Management Team in its review of new and existing procedure and diagnosis codes providing recommendations regarding coding that affects benefits, payment, and other operational processes. For the duration of the ICD-10 implementation project, acts as HFHP's business lead, conducting necessary financial and operational impact assessments, developing a project schedule and associated tasks, and developing and executing operational and communication strategies. Implements regulatory requirements related to preventive benefits, including extensive knowledge of related state and federal laws and specific guidelines, as well as overseeing code-level implementation of preventive services. Customer Experience: Develops and maintains effective systems to communicate information related to Medical Policies to internal and external customers Stewardship: Develops Medical Policies that support utilization management and appeal activities that are designed to ensure appropriate use of medical services
   
   QUALIFICATIONS REQUIRED: Bachelor's degree or equivalent training in health or Business Administration is required. A degree in nursing is preferred. Masters degree a plus. Professional writing and editing experience required. Document/template formatting skills required as well. 8 years of health care/medical industry experience required at a professional/management level. Thorough knowledge of relationships between medical policy, member benefits, provider contracts, and claims operations. In-depth knowledge of diagnosis and procedure codes, reimbursement methodologies, medical terminology, and HFHP and CMS guidelines. Professional coding certification preferred. Strong command of the English language, including basic grammar and writing principles, and knowledge of medical terminology. Strong decision-making ability, interpersonal skills and communication skills. Professional coding certification preferred PHYSICAL DEMANDS: Ability to use a computer for extended periods of time, including sitting, typing, and viewing text on a computer monitor MENTAL DEMANDS: Maintaining a high level of motivation, initiative and accountability Staying organized and effectively prioritizing work and managing time Handling multiple tasks, often within limited time frames Working in a fast-paced and often stressful environment. Handling conflict in a productive manner Working effectively with all levels of employees and management COMPETENCY ASSESSMENT/SKILLS CHECKLIST: Advanced verbal and written communication skills, with proven ability to communicate professionally Motivation, initiative and accountability Data collection and quantitative decision-making skills Analytic and creative problem-solving skills Must be highly proficient in the use of Microsoft Office suite (especially Microsoft Word, Excel and PowerPoint) Organization and time management, with the ability manage multiple responsibilities effectively
   **Job:** **Medical Management*
   
   **Organization:** **HF Administrative Plan Inc*
   
   **Title:** *Medical Policy Administrator -Remote in FL Only, Health First Health Plan, Medical Management, Full Time*
   
   **Location:** *Florida - Brevard County*
   

   Copy this example

   

5. Post your job

   There are a few common ways to find medical administrators 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 medical administrator job on Zippia to find and recruit medical administrator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with medical administrator 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.

   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 medical administrator

   Once you've found the medical administrator 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.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   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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