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How to hire a medical records receptionist

Medical records receptionist hiring summary. Here are some key points about hiring medical records receptionists in the United States:

  • In the United States, the median cost per hire a medical records receptionist is $1,633.
  • It takes between 36 and 42 days to fill the average role in the US.
  • Human Resources use 15% of their expenses on recruitment on average.
  • On average, it takes around 12 weeks for a new medical records receptionist to become settled and show total productivity levels at work.

How to hire a medical records receptionist, step by step

To hire a medical records receptionist, consider the skills and experience you are looking for in a candidate, allocate a budget for the position, and post and promote the job opening to reach potential candidates. Follow these steps to hire a medical records receptionist:

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

    The medical records receptionist hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

    Determine employee vs contractor status
    Is the person you're thinking of hiring a US citizen or green card holder?

    Hiring the perfect medical records receptionist 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.

    Here's a comparison of medical records receptionist salaries for various roles:

    Type of Medical Records ReceptionistDescriptionHourly rate
    Medical Records ReceptionistMedical 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$11-17
    Front Desk CoordinatorA Front-Desk Coordinator is the point of contact in a commercial establishment or building such as offices, clinics, salons, and even government agencies. The primary responsibility of a Front-Desk Coordinator is to greet and assist clients of their needs, such as filling-up registrations, appointing schedules, directing clients, and bridging information in a building... Show more$12-18
    Patient CoordinatorA patient coordinator functions as the primary point of contact between health care professionals and patients in a medical facility. They mostly perform administrative tasks such as greeting visitors, answering calls, responding to inquiries, managing schedules, arranging appointments, processing payments, gathering information, and keeping records... Show more$12-19
  2. Create an ideal candidate profile

    Common skills:
    • Patients
    • Scheduling Patient Appointments
    • Front Desk
    • Insurance Verification
    • Hippa
    • Insurance Forms
    • Patient Demographics
    • HIPAA
    • Medical Terminology
    • Patient Care
    • Multi-Line Phone System
    • Telephone Calls
    • Computer System
    • Medical Charts
    Check all skills
    Responsibilities:
    • Evaluate all EOB's to insure accurate payment is received and when necessary will file appeals to achieve optimal payments.
    • Maintain front office operations, complete registration, check-in/out, and insurance verification and process payments for patients.
    • Input data into hospital system all the while ensuring customers HIPPA regulations are protected.
    • Handle all confidential files, information, and paperwork according to HIPPA compliance laws.
    • Maintain and follow HIPAA guidelines to ensure medical records for privacy of residents of nursing facility remain private.
    • Provide essential medical record/health information management both electronically and through paper format while abiding all HIPAA laws and regulations.
  3. Make a budget

    Including a salary range in your medical records receptionist job description is a great way to entice the best and brightest candidates. A medical records receptionist salary can vary based on several factors:
    • Location. For example, medical records receptionists' average salary in south carolina is 40% less than in vermont.
    • Seniority. Entry-level medical records receptionists earn 33% less than senior-level medical records receptionists.
    • Certifications. A medical records receptionist 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 receptionist's salary.

    Average medical records receptionist salary

    $14.59hourly

    $30,354 yearly

    Entry-level medical records receptionist salary
    $24,000 yearly salary
    Updated December 22, 2025
  4. Writing a medical records receptionist job description

    A good medical records receptionist 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 records receptionist job description:

    Medical records receptionist job description example

    Job DescriptionSalary: 15-17

    Valley Regional Home Health is revolutionizing health care today with providing exceptional clinical care, innovative solutions, and uncompromising patient service throughout the San Joaquin Valley.


    • Be responsible for maintaining patient Medical Records and patient related materials consistent with the mission and goals of the Agency.
    • Answering Telephones
    • Conduct accurate filing of all clinical records for all patient files.
    • Tracking physician orders
    • Notifies Nursing Supervisor and Office Manager when variances occur.
    • Maintain current files and storage files in accordance with current Agency requirements.
    • Perform and close medical record audit including tracking of missing patient information.
    • Be responsible for the mass distribution of forms.
    • Track Treatment Plans, MD and Start of Care Orders.
    • Make photocopies, conduct faxing, and create order forms as needed.
    • Process request for photocopies of medical records in accordance with law and Agency policy.
    • Use HIPAA Compliant measures to ensure against the destruction or mishandling of medical records.
    • Work Effectively within a team


    Qualifications

    • High School diploma or equivalent required
    • Excellent typing skills
    • Basic - Intermediate computer entry
    • Experience interacting with patients and clinical staff, internal and external
    • One-year experience in a medical office/hospital/agency preferred
    • Must be able to read, write and speak English fluently


    Full-time Benefits:

    • Medical
    • Dental
    • Vision
    • 401K plan
    • Vacation
    • Sick leave package
    • Paid holidays, and much more.
  5. Post your job

    To find medical records receptionists 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 receptionists they would recommend.
    • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level medical records receptionists 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.
    To find medical records receptionist candidates, you can consider the following options:
    • Post your job opening on Zippia or other job search websites.
    • Use niche websites that focus on engineering and technology jobs, such as healthcarejobsite, health jobs nationwide, hospitalcareers, medreps.com.
    • Post your job on free job posting websites.
  6. Interview candidates

    Your first interview with medical records receptionist 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.

    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 receptionist

    Once you've selected the best medical records receptionist 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.

    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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How much does it cost to hire a medical records receptionist?

Recruiting medical records receptionists involves both the one-time costs of hiring and the ongoing costs of adding a new employee to your team. Your spending during the hiring process will mostly be on things like promoting the job on job boards, reviewing and interviewing candidates, and onboarding the new hire. Ongoing costs will obviously involve the employee's salary, but also may include things like benefits.

You can expect to pay around $30,354 per year for a medical records receptionist, as this is the median yearly salary nationally. This can vary depending on what state or city you're hiring in. If you're hiring for contract work or on a per-project basis, hourly rates for medical records receptionists in the US typically range between $11 and $17 an hour.

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