How to hire a medical records director

How to hire a medical records director, step by step

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

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1. Identify your hiring needs

   Before you post your medical records director 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 director 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 director's background is also an important factor in determining whether they'll be a good fit for the position. For example, medical records directors 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 directors and their corresponding salaries.

   Type of Medical Records Director	Description	Hourly rate
   Medical Records Director	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	$16-49
   Health Information Technician	A health information technician is primarily responsible for managing and handling patient information, ensuring accuracy and confidentiality. They coordinate with various health care workers to gather patient data, laboratory results, test findings, and medical histories, encoding them in clinical databases in a timely and efficient manner... Show more	$12-21
   Health Care Administrator	A health care administrator is primarily in charge of overseeing the daily administrative operations of medical and health care facilities. They are responsible for setting objectives, establishing guidelines and employee schedules, maintaining accurate records, gathering and analyzing data, developing strategies to optimize operations, and coordinating with nurses, physicians, patients, and other health care experts... Show more	$23-45

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • HIPAA
   • ICD-10
   • Home Health
   • CPT
   • Recordkeeping
   • Rehabilitation
   • Facility Policies
   • Bed Facility
   • Medicaid
   • Federal Regulations
   • Hippa
   • MDS
   • Chart Audits

   Check all skills

   Responsibilities:

   • Achieve this goal by providing clear policies/justification for initiatives which impact designated FTE's.
   • Educate physicians and entire hospital staff on ICD-10.
   • Prepare all insurance claims including CPT and ICD coding.
   • Review all records to assure ICD-9-CM coding is completed.
   • Maintain and monitor ICD-9-CM coding data accuracy submit to UIS.
   • Transmit MDS's to the state website as required per protocol.

3. Make a budget

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

   • Location. For example, medical records directors' average salary in colorado is 46% less than in california.
   • Seniority. Entry-level medical records directors 67% less than senior-level medical records directors.
   • Certifications. A medical records director 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 medical records director's salary.

   Average medical records director salary

   $59,897yearly

   $28.80 hourly rate

   ---

   Entry-level medical records director salary

   $34,000 yearly salary

   Updated January 21, 2026

4. Writing a medical records director job description

   A medical records director 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 director job description:

   Medical records director job description example

   Wexford Health Sources, one of the nation's leading innovative correctional health care companies, provides clients with experienced management and technologically advanced services, combined with programs that control costs while ensuring quality. For nearly two decades, Wexford Health has consistently delivered proven staffing expertise and a full range of medical, behavioral health, pharmacy, utilization management, provider contracting, claims processing, and quality management services.
   
   At Wexford Health our philosophy is that health care should not be considered a luxury for anyone. We simply care for those in need and the corrections environment is our venue.
   Wexford Health has an exceptional opportunity for a Medical Records Director to join our team of healthcare professionals at Decatur Correctional Center in Decatur , IL.
   
   We're proud to offer a competitive benefits package including: Annual review with performance increase Generous paid-time off program that combines vacation and sick leave Paid holidays Comprehensive health insurance through Blue Cross Blue Shield Dental and Vision insurance 401(k) retirement saving plans Company-paid short-term disability Healthcare and dependent care spending account POSITION SUMMARY
   
   Under the direct supervision of the Medical Director or Designated Wexford Manager, responsible for directing health records staff and for managing the health records department in compliance with all applicable standards, policies and procedures.
   
   DUTIES/RESPONSIBILITIES
   
   Oversee the daily operations of the health records department. Ensure that a health record is maintained on each inmate in a confidential and secure manner. Ensure that all Facility and Wexford contractual agreements are met in regards to medical records. Pre-audit and prepare medical records for monthly and/or quarterly reviews. Address all court/legal-related correspondence as it related to health records in a timely manner in accords with policies and procedures. Present self to court as the medical records custodian when necessary. Participate in the Quality Improvement program by attending meetings and reporting on data assigned for collection or in a capacity as requested. Collect and submit information for monthly statistical reports. Ensure appropriate and quality orientation for all newly hired staff. Notify the Staffing Department of vacant or upcoming vacant positions in a timely manner. Act as a consultant to all health unit departments regarding their record keeping procedures. Develop employee improvement programs, orientation programs and health records in-services for staff and staff orienteer. Familiarize self with all rules, regulations, statutes, policies and procedures governing the health record. Develop and update appropriate policies and procedures. Provide input for employee performance evaluations on employees under supervision. Develop and implement corrective action plans for health records contract audit issues. Communicate with HCUA and Designated Wexford Manager on issues or deficiencies related to the medical records department. Arrange for manual tracking of patients who require histories and physicals, and conveys this information to the Health Assessment nurse or other appropriate person (s). Assign staff members to routinely review health records for signature/name stamp, dates, and time deficiencies and reports non-compliance of health care providers to the Medical Director, Director of Nursing and/or the Regional Administrator as appropriate. Ensure that all forms contained in the health records are approved. Direct day-to-day activities of personnel engaged in analyzing, compiling, indexing and filing medical records of patients. Assist medical staff in research, prepares periodic and statistical reports; and provides information to qualified personnel as assigned. Quarterly review Department of Correction guidelines and monitors for compliance. Represent the Medical Records Department at all appropriate Medical Unit and the Center's meetings. Train and supervise clerical and medical record personnel in medical record procedures and medical terminology. Maintain and ensure confidentiality of health records. Notify Regional Administrator of staffing variances related to the Schedule E. Obtain approval of IDOC and Wexford administration prior to exceeding staffing hours as stipulated in the Schedule E. Strive to ensure 100% compliance of Schedule E staffing hours for the Medical Records Director position and any and all other Medical Records subordinate positions. Comply with and enforce Wexford Policy and Procedures and ensure subordinate compliance. Maintain the confidentiality of inmate records. Approach change in a positive manner. Make suggestions for improving work conditions to the Medical Director and Health Care Unit Administrator. Accept constructive advice/criticism and learns from it. Maintains composure in stressful situations. Upon receiving the necessary training and/or instruction, perform other duties as required or assigned. Conforms to Wexford Health Sources, Inc., and Facility regulations as appropriate, to include, but not be limited to: Dress code Schedule/time sheet/time clock Safety and security regulations Procedure for sick leave/vacation time/education seminars The duties and responsibilities outlined herein are for payroll purposes only; employees may be assigned other duties as required.
   
   The following requirements list the minimum to qualify. An equivalent combination of education and experience may be accepted.
   
   TRAVEL: Minimal travel required.
   
   SKILLS: Excellent oral and written communication skills. Good organizational skills EXPERIENCE: Two (2) years experience preferred NCCHC and ACA exp preferred Management of Ambulatory Care preferred Registered Record Administrator preferred EDUCATION: Accredited Record Technician in Medical Records Science Must have passed the American Records Association examination RHIT or RHIA required EOE/M/F/D/V

   Copy this example

   

5. Post your job

   To find the right medical records director 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 medical records directors they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit medical records directors 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 medical records director job on Zippia to find and attract quality medical records director candidates.
   • Use niche websites such as healthcarejobsite, health jobs nationwide, hospitalcareers, medreps.com.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with medical records director 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.

   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.

   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 director

   Once you've selected the best medical records director 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 also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   To prepare for the new medical records director 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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