How to hire a Medical Office Manager

How to hire a medical office manager, step by step

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

What does a Medical Office Manager do?

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1. Identify your hiring needs

   Before you post your medical office manager job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a medical office manager for hire on a part-time basis or as a contractor.

   Determine Employee vs Contractor Status

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

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   A medical office manager's background is also an important factor in determining whether they'll be a good fit for the position. For example, medical office managers 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.

   The following list breaks down different types of medical office managers and their corresponding salaries.

   Type Of Medical Office Manager	Description	Hourly Rate
   Medical Office Manager	Medical and health services managers, also called healthcare executives or healthcare administrators, plan, direct, and coordinate medical and health services. They might manage an entire facility, a specific clinical area or department, or a medical practice for a group of physicians... Show More	$13-34
   Office Supervisor	An office supervisor is responsible for overseeing the progress of the workflow and workforce in an office or similar setting, ensuring everything is running smoothly. Aside from this, they must also carry out other tasks such as processing paperwork, preparing reports and presentations, managing schedules, responding to inquiries, and handling correspondence... Show More	$14-28
   Office Lead	An office lead is responsible for performing complex administrative tasks, especially in front office operations, managing staff performance, and providing high-quality customer service by responding to visitors' inquiries and concerns and directing them to the appropriate department. These leads monitor daily business transactions, write business reports, and manage the information in the system database... Show More	$24-61

   Show more

2. Create an ideal candidate profile

   Common Skills:

   • Patients
   • Office Procedures
   • Payroll
   • Medical Billing
   • Patient Care
   • Front Desk
   • HIPAA
   • OSHA
   • CPT
   • Medical Practice
   • Office Operations
   • Office Equipment
   • Insurance Verification
   • Appointment Scheduling

   Check All Skills

   Responsibilities:

   • Manage and facilitate manuscript preparation of oncology clinical trials results arising from currently market and pipeline drugs.
   • Provide educational materials to patients and communicate with patients regarding inquiries and complaints to ensure patient satisfaction.
   • Attend many seminars concerning insurance procedures and updates on HIPPA regulations.
   • Maintain patient records, adhering to confidentiality policies and HIPPA regulations.
   • Perform x-rays as necessary and communicate with surgeons to interpret procedure clearly to Spanish speaking patients.
   • Protect the security of medical records and information in accordance with HIPAA regulations to ensure that confidentially are maintained.

   More Medical Office Manager duties

3. Make a budget

   Including a salary range in the medical office manager job description is a good way to get more applicants. A medical office manager 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 medical office manager in Texas may be lower than in New Jersey, and an entry-level engineer typically earns less than a senior-level medical office manager. Additionally, a medical office manager with lots of experience in the field may command a higher salary as a result.

   Average medical office manager salary

   $46,435yearly

   $22.32 hourly rate

   ---

   Entry-level medical office manager salary

   $29,000 yearly salary

   Updated January 15, 2025

   Average medical office manager salary by state

   Rank	State	Avg. Salary	Hourly Rate
   1	New York	$70,528	$34
   2	New Jersey	$70,429	$34
   3	Virginia	$62,804	$30
   4	Pennsylvania	$54,791	$26
   5	Maryland	$53,489	$26
   6	Minnesota	$52,411	$25
   7	Indiana	$52,051	$25
   8	Illinois	$51,663	$25
   9	Michigan	$51,473	$25
   10	South Carolina	$51,209	$25
   11	California	$51,010	$25
   12	Georgia	$47,532	$23
   13	Missouri	$47,209	$23
   14	North Carolina	$46,803	$23
   15	Florida	$44,969	$22
   16	Texas	$43,976	$21
   17	Arizona	$41,310	$20

   Average medical office manager salary by company

   Company

   Rank	Company	Average Salary	Hourly Rate	Job Openings
   1	Community Health Connections	$55,243	$26.56	2
   2	Mount Nittany Medical Center	$54,181	$26.05
   3	CODA	$50,944	$24.49
   4	Primary Care Partners	$48,972	$23.54	15
   5	Premier Medical Group	$48,690	$23.41	7
   6	Behavioral Health Inc	$47,345	$22.76	7
   7	WASHINGTON UNIVERSITY OF VIRGINIA	$46,485	$22.35	10
   8	Visiting Physicians Association	$46,257	$22.24
   9	Pearle Vision	$45,554	$21.90
   10	Columbine Health Systems	$45,482	$21.87	1
   11	West Suburban Medical Center	$44,267	$21.28	1
   12	UTRGV - The University of Texas Rio Grande Valley	$43,976	$21.14	13
   13	Broward Health	$43,289	$20.81	5
   14	Robert Half	$43,270	$20.80	157
   15	Henry J. Austin Health Center	$41,953	$20.17	2
   16	Randstad North America, Inc.	$41,936	$20.16	9
   17	Express Employment Indy South	$41,601	$20.00	5
   18	CovenantHealth	$41,348	$19.88	17
   19	St. Peter's Health Partners	$41,144	$19.78	3
   20	Kelly Services	$40,826	$19.63	24

4. Writing a Medical Office Manager Job Description

   A good medical office manager 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 medical office manager job description:

   Medical Office Manager job description example

   DMC Primary Care , a physician-owned, independent practice, with offices throughout southern New Hampshire, has been providing comprehensive care for entire families since 1964. We help each patient achieve the best possible health through every stage of life. We do this by providing an accessible, innovative healthcare experience that is built around our patient’s needs.

   We seek a full-time experienced medical office manager who will promote teamwork and excellent patient service for a busy primary care clinic. The Medical Office Manager is responsible for performing administrative and management responsibilities to provide support in the daily functions of the clinic. The Medical Office Manager works collaboratively with staff in both clinical and non-clinical settings to ensure work flow related to process improvement, quality management and daily clinic operations with a focus on optimal patient care and experience.

   This position reports to the Director of Operations.

   MINIMUM REQUIREMENTS:

   • Associate’s or Bachelor’s degree in Health Administration is required.

   • A minimum of 3 years of related experience managing clinic staff in a healthcare setting is required. Primary care and specialty clinic management experience is strongly preferred.
   • Demonstrated proficiency in personal computer applications such as Word and Excel required.
   • Experience with AllScripts EHR and/or other EMR systems preferred.

   • Demonstrated organizational skills and ability to manage simultaneous projects and demonstrated excellent interpersonal skills required.

   This full-time, 40 hour per week position in Derry (includes a Saturday rotation every 5 weeks) offers:

   • Competitive salary
   • Medical, dental, paid time off and 401K

   DMC has offices in Bedford, Concord, Derry, Goffstown, Londonderry, Raymond, and Windham, New Hampshire. For more information, please visit www.DMCPrimaryCare.com.

   We are an equal opportunity employer embracing the strength that diversity brings to the workplace. We provide a welcoming and supportive environment for employees of all ethnic backgrounds, cultures, ages, lifestyles and physical abilities.

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5. Post your job

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

6. Interview candidates

   To successfully recruit medical office managers, 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.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete 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 office manager

   Once you've found the medical office manager 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 medical office manager 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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How much does it cost to hire a medical office manager?