How to hire a medical records custodian

How to hire a medical records custodian, step by step

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

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1. Identify your hiring needs

   Before you post your medical records custodian 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 records custodian 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?

   Yes

   No

   A medical records custodian's background is also an important factor in determining whether they'll be a good fit for the position. For example, medical records custodians 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 records custodians and their corresponding salaries.

   Type of Medical Records Custodian	Description	Hourly rate
   Medical Records Custodian	Medical records and health information technicians, commonly referred to as health information technicians, organize and manage health information data. They ensure its quality, accuracy, accessibility, and security in both paper and electronic systems... Show more	$12-18
   Medical Office Administrator	A medical office administrator is responsible for performing administrative and clerical duties within a health care institution, supplying physicians and medical professionals with patients' information, and coordinating with insurance companies. Medical office administrators handle the information and data management system to ensure the accuracy of patients' details, medical history, and treatment plans... Show more	$12-19
   Medical Administrator	A medical administrator is in charge of overseeing a medical facility's daily operations, ensuring the efficiency of all services and processes. Among their responsibilities include setting goals and guidelines, studying the feedback of different parties, gathering and analyzing data to identify areas needing improvement, planning and organizing new services and projects, managing the medical staff, and developing strategies to optimize operations... Show more	$13-21

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Patient Appointments
   • Front Desk
   • HIPAA
   • Subpoenas
   • Hippa
   • Appointment Scheduling
   • Patient Charts
   • Computer System
   • Insurance Verification
   • EHR
   • MRI
   • Patient Care
   • Medical Terminology

   Check all skills

   Responsibilities:

   • Manage transition from in-house transcription system to outsource transcription service.
   • Register new patients and update existing patient demographics by collecting detail patient information including personal and financial information.
   • Organize and coordinate medical records management, including completing legal questionnaires and being in compliance with HIPAA regulations.
   • Implement a system to bill and collect records' copying fees while adhering to HIPPA guidelines and regulations.
   • Maintain patient confidence by keeping patient records information confidential; and conduct all activities in compliance with HIPAA regulations.
   • Complete annual e-learning courses require by hospital on work safety, security issues, in addition to HIPPA compliance regulations.

3. Make a budget

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

   • Location. For example, medical records custodians' average salary in arkansas is 32% less than in california.
   • Seniority. Entry-level medical records custodians earn 33% less than senior-level medical records custodians.
   • Certifications. A medical records custodian 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 records custodian's salary.

   Average medical records custodian salary

   $15.47hourly

   $32,178 yearly

   ---

   Entry-level medical records custodian salary

   $26,000 yearly salary

   Updated January 15, 2026

4. Writing a medical records custodian job description

   A medical records custodian 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 medical records custodian job description:

   Medical records custodian job description example

   We are looking for a Custodian to join our Environmental Services team! **This is a per diem position located at Baystate Franklin Medical Center, Greenfield, MA. Ideal candidate should have flexible availability to include days, evenings, nights, weekends and holidays. R** **esume required with application!**
   **SCHEDULE:**
   
   + Per Diem Status with flexibility
   
   + **Position located at Baystate Franklin Medical Center, Greenfield, MA**
   
   **QUALIFICATIONS:**
   
   + Experience in custodian/housekeeping
   
   + Great attitude and positive outlook
   
   + Ability to offer outstanding customer service
   
   + Wants to learn and grow
   
   **Baystate Franklin Medical Center (BFMC)** is an 89-bed community hospital in Greenfield, MA. Rooted in a rich tradition of service and accountability to the people of Franklin County, North Quabbin, and surrounding communities, BFMC services include emergency, medical, surgery, cancer, heart and vascular, obstetrics, and more.
   
   + More than 200 physicians on active and courtesy staff
   
   + More than 24,000 Emergency Department visits annually
   
   + More than 400 babies delivered each year in _The Birthplace_ - a progressive, midwife-driven service
   
   + Training site for the Family Medicine residency, and for residents in emergency medicine, surgery, and obstetrics programs based at Baystate Medical Center
   
   + Franklin Medical Center joined Baystate Health in 1986
   
   Rooted in a rich tradition of 125 years of service and accountability, our highly skilled team is committed to advancing care with our state-of-the art facilities and technology. Baystate Franklin houses a $26 million surgical center and the talented surgical teams of the Baystate Health network. Our spacious pre-surgery, recovery, and family waiting areas offer privacy and comfort with natural light, healing gardens, and other amenities. Our multidisciplinary approach gives you access to specialists from across the Baystate Health system, offering comprehensive and collaborative medical treatments close to home.
   
   For more information, please visit us online at: **_baystatehealthjobs.com_**
   
   **You Belong At Baystate**
   
   At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.
   
   DIVERSE TEAMS. DIVERSE PATIENTS. DIVERSE LOCATIONS.
   
   **Education:**
   
   GED or HiSET
   
   **Certifications:**
   
   **Equal Employment Opportunity Employer**
   
   Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.

   Copy this example

   

5. Post your job

   To find medical records custodians for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any medical records custodians they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level medical records custodians with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your medical records custodian job on Zippia to find and recruit medical records custodian candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit medical records custodians, 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 records custodian

   Once you have selected a candidate for the medical records custodian 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.

   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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