How to hire a record management specialist

How to hire a record management specialist, step by step

Here's a step-by-step record management specialist hiring guide:

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

What does a record management specialist do?

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1. Identify your hiring needs

   Before you start hiring a record management specialist, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

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

   Yes

   No

   A record management specialist's background is also an important factor in determining whether they'll be a good fit for the position. For example, record management specialists 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.

   This list shows salaries for various types of record management specialists.

   Type of Record Management Specialist	Description	Hourly rate
   Record Management Specialist	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	$13-27
   Medical Coder	A medical coder's role is to interpret and analyze a patient's medical record and translate particular details according to the universal medical alphanumeric code. Moreover, a medical coder is primarily responsible for ensuring that the translations are accurate, as this will play a vital factor in processing insurance and receiving treatments... Show more	$17-33
   Medical Biller Coder	A medical biller coder is responsible for handling the billing processes and insurance within a hospital, clinic, or similar facility. They must gather patient information and records to analyze and translate them into codes according to the insurance and medical guidelines... Show more	$14-23

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Electronic Database
   • Nara
   • SharePoint
   • DOD
   • FDA
   • Hard Copy
   • Off-Site Storage
   • PDF
   • FOIA
   • FRC
   • CFR
   • CBI
   • Offsite Storage

   Check all skills

   Responsibilities:

   • Update content of storing and sharing information in SharePoint to manage agency records.
   • Manage confidential medical information internally and externally in compliance with HIPAA regulations
   • Manage drug research applications submit by drug companies and streamline administrative operation by coordinating with various departments within FDA.
   • Develop and maintain QA criteria, forms and statistics.
   • Adhere to HIPAA with regards to personal patient medical records.
   • Process subpoenas, court orders, affidavits, and depositions.

   More record management specialist duties

3. Make a budget

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

   • Location. For example, record management specialists' average salary in south carolina is 42% less than in maryland.
   • Seniority. Entry-level record management specialists earn 51% less than senior-level record management specialists.
   • Certifications. A record management specialist 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 record management specialist's salary.

   Average record management specialist salary

   $40,863yearly

   $19.65 hourly rate

   ---

   Entry-level record management specialist salary

   $28,000 yearly salary

   Updated December 18, 2025

   Average record management specialist salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Connecticut	$59,265	$28
   2	Maryland	$58,445	$28
   3	District of Columbia	$58,226	$28
   4	Pennsylvania	$57,163	$27
   5	Massachusetts	$54,950	$26
   6	New Jersey	$54,845	$26
   7	New York	$54,053	$26
   8	Virginia	$50,965	$25
   9	California	$49,462	$24
   10	Minnesota	$46,761	$22
   11	Kansas	$46,241	$22
   12	Washington	$45,317	$22
   13	Georgia	$44,535	$21
   14	Montana	$42,628	$20
   15	Colorado	$42,007	$20
   16	North Carolina	$40,800	$20
   17	Arizona	$39,631	$19
   18	Missouri	$39,089	$19
   19	Ohio	$37,900	$18
   20	Texas	$37,777	$18

   Average record management specialist salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Boehringer Ingelheim	$93,458	$44.93	5
   2	Accenture	$82,269	$39.55	494
   3	Baptist Health Care	$64,441	$30.98	15
   4	Morgan Stanley	$53,076	$25.52	70
   5	Arizona Public Service	$52,260	$25.13
   6	FleetCor Technologies	$46,550	$22.38
   7	Energy Northwest	$44,957	$21.61	1
   8	Pinnacle West Capital	$44,760	$21.52	1
   9	Busey	$44,556	$21.42	3
   10	The University of Kansas Health System	$42,548	$20.46	9
   11	FUJIFILM Diosynth Biotechnologies	$42,192	$20.28
   12	FUJIFILM Medical Systems USA	$42,123	$20.25	3
   13	Aspen Valley Hospital	$41,995	$20.19
   14	Booz Allen Hamilton	$41,090	$19.75	32
   15	Johns Manville	$41,037	$19.73
   16	6K Systems	$40,428	$19.44
   17	Peraton	$40,242	$19.35	15
   18	Fujifilm Holdings America Corporation	$39,910	$19.19	1
   19	Navarro Research and Engineering	$39,868	$19.17	1
   20	Chenega	$39,611	$19.04	8

4. Writing a record management specialist job description

   A record management specialist 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 record management specialist job description:

   Record management specialist job description example

   Founded as an orphanage in 1831, Rising Ground has been at the forefront of evolving community needs. We are a leader in utilizing result-driven, evidence-based practices. With offices in Brooklyn, Bronx and Yonkers, Rising Ground is a leading nonprofit human services organization that provides children, adults, and families in the greater New York City area, with the resources and skills needed to help them rise above adversity and positively direct their lives. Visit our website for more information www.RisingGround.org.
   Rising Ground
   
   Founded as an orphanage in 1831, Rising Ground has been at the forefront of evolving community needs. Driven by the belief that each of us can thrive when life has hope and opportunity, Rising Ground provides caring support and proven paths to positive change, helping children, adults, and families rise above adversity, and each year, Rising Ground is a positive force in the lives of more than 25,000 individuals. We do this through 50 programs in 70 locations throughout New York City and Westchester. Our strong belief and commitment to diversity shows not just through our work with supported persons but is integral to the building of a strong staff that reflects the communities we serve. Rising Ground is headquartered in downtown Brooklyn.
   
   Benefits
   
   At Rising Ground, we encourage everyone to live a healthier life. When you enroll in health care benefits - medical, dental, and vision care, you and your family can take advantage of each plan's preventive services, which will help everyone to stay well. Another way to remain healthy is to eat right and keep active. Ultimately, we all benefit when we make the right choices, whether through diet and exercise or health care services. You can also take advantage of other important benefits, including life and accident, disability benefits, the retirement savings plan, and the employee assistance program.
   
   Responsibilities
   
   Duties and Responsibilities:
   
   Work under the direction of the Administrative Director on a records management project.
   
   With comprehension of and in accordance with the organization's retention policy, examine and delineate contents of boxes of archive files.
   
   Utilize a laptop to access content management software to input file descriptions with appropriate destruction dates.
   
   Qualifications
   
   Requirements and Qualifications:
   
   * Basic computer skills, computer software operations and data entry
   * Meticulousness and organizational skills
   
   Location of Assignment
   
   Jersey City, NJ 07310 (Near the Holland Tunnel on the NJ side)
   
   Project Duration
   
   4 - 6 months
   
   Schedule
   
   Monday through Friday, 10:00 am - 4:00 pm

   Copy this example

   

5. Post your job

   There are a few common ways to find record management specialists 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 record management specialist job on Zippia to find and attract quality record management specialist candidates.
   • Use niche websites such as healthcarejobsite, health jobs nationwide, hospitalcareers, medreps.com.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit record management specialists, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   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 record management specialist

   Once you've decided on a perfect record management specialist candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new record management specialist. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are 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 record management specialist?