How to hire a records coordinator

How to hire a records coordinator, step by step

Here's a step-by-step records coordinator hiring guide:

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

What does a records coordinator do?

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1. Identify your hiring needs

   Before you start hiring a records coordinator, 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

   Hiring the perfect records coordinator 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 records coordinator salaries for various roles:

   Type of Records Coordinator	Description	Hourly rate
   Records Coordinator	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	$14-25
   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
   Medical Service Technician	A medical service technician provides health care and treatments to patients under the supervision or directives of a more experienced physician. Most of their responsibilities revolve around assessing a patient's condition, administering required aid, diagnosing patients, conducting check-ups, and counseling patients... Show more	$11-29

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Customer Service
   • Data Entry
   • Patients
   • HIPAA
   • Hard Copy
   • Subpoenas
   • Federal Regulations
   • FERPA
   • Payroll
   • Medicaid
   • EMR
   • SharePoint
   • Front Desk
   • Background Checks

   Check all skills

   Responsibilities:

   • Manage and maintain appropriate information in the electronic case file as required by federal, state, and HIPAA regulations.
   • Manage SharePoint site used for routing management approvals.
   • Assist DoD and contract personnel in digitizing intelligence onto secure severs for use by senior DoD agencies.
   • Maintain forms inventory in preparation for the EHR.
   • Forward records/documents as requested by FDA staff and outside vendors.
   • Perform software validation testing and QA testing for new CAPA system implementation.

   More records coordinator duties

3. Make a budget

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

   Average records coordinator salary

   $40,360yearly

   $19.40 hourly rate

   ---

   Entry-level records coordinator salary

   $30,000 yearly salary

   Updated December 19, 2025

   Average records coordinator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	New Jersey	$53,213	$26
   2	New York	$53,097	$26
   3	Massachusetts	$51,724	$25
   4	District of Columbia	$51,448	$25
   5	Virginia	$49,742	$24
   6	Washington	$48,419	$23
   7	Alaska	$47,294	$23
   8	Oregon	$46,357	$22
   9	Pennsylvania	$45,641	$22
   10	California	$43,958	$21
   11	Wisconsin	$43,703	$21
   12	Nevada	$43,278	$21
   13	Montana	$42,568	$20
   14	Georgia	$42,168	$20
   15	New Mexico	$40,922	$20
   16	South Carolina	$40,358	$19
   17	Illinois	$39,202	$19
   18	Colorado	$38,972	$19
   19	Texas	$38,253	$18
   20	Oklahoma	$37,760	$18

   Average records coordinator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	The American Musical and Dramatic Academy	$80,094	$38.51
   2	BNY Mellon	$51,927	$24.96
   3	Ropes & Gray	$50,791	$24.42
   4	Beth Israel Deaconess Medical Center	$48,094	$23.12
   5	City of Springfield	$45,745	$21.99
   6	Fox Rothschild	$45,613	$21.93	4
   7	Amedisys	$45,299	$21.78	3
   8	Georgetown University	$45,292	$21.77	3
   9	LifePoint Health	$44,941	$21.61	23
   10	Emory University	$44,621	$21.45
   11	University of Colorado Boulder	$44,586	$21.44
   12	Lifespan	$43,835	$21.07
   13	University of Alaska	$43,608	$20.97
   14	Univ Of Colorado-Colorado Spgs	$43,470	$20.90
   15	Asheville-Buncombe Technical Community College	$43,311	$20.82
   16	Sacramento State	$43,273	$20.80
   17	Atlantis Security	$43,193	$20.77
   18	Tyler Junior College	$42,076	$20.23
   19	CARE	$41,984	$20.18	1
   20	Sharecare	$41,900	$20.14	254

4. Writing a records coordinator job description

   A good records coordinator 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 records coordinator job description:

   Records coordinator job description example

   Atlas Oil Company:
   
   Headquartered in Taylor, Mich., Atlas Oil is the inaugural Simon Group Holdings company. Since our founding in 1985, Atlas has grown through technological and operational innovation, all while maintaining our unwavering commitment to customer success. Atlas offers single-source solutions for fuel, transportation and logistics and is one of the largest fuel distributors in the country, delivering over 1 billion gallons of fuel annually to customers in 47 states. We have an active real estate division and are engaged in transportation logistics and fueling including bulk, fleet, event, onsite, emergency response, and oil field services.
   
   Job Summary:
   
   This person will be split time between the records department in Taylor and Birmingham. Manage the incoming and outgoing records to and from the storage facility. Assists with the record audits and managing the mail going from each location. Prepare pallets of the records for storage and for shipments and document purges. This could be a part time or full time position.
   
   Primary Responsibilities:
   
   + Records Coordinator:
   
   + Check incoming records boxes to the records storage room
   
   + Maintain the master lists for records locations - current and off-site
   
   + Assist with records projects at any Atlas location as requested
   
   + Assist with records issues concerning audits
   
   + Palletize records boxes going to off-site storage
   
   + Annual document purge after annual audit is closing at both Iron Mountain and document warehouse.
   
   + Mail Delivery between Taylor and Birmingham offices
   
   + Other duties as assigned
   
   Required Experience:
   
   + Experience in record maintenance
   
   + Experience in record auditing
   
   + Ability to work between multiple locations
   
   + Ability to lift 50-75 lbs.
   
   + Must be able to read, write, and follow instructions
   
   + Must have a current valid driver's license and reliable source of transportation to perform duties
   
   + Reliable, prompt and industrious
   
   Required Education & Certification:
   
   + High School diploma or GED with years of job specific experience is required
   
   EQUAL EMPLOYMENT OPPORTUNITY
   
   Atlas Oil Company provides equal employment opportunities to all team members and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, weight and height or military status, in accordance with applicable federal laws.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right records coordinator for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your records coordinator job on Zippia to find and recruit records coordinator candidates who meet your exact specifications.
   • Use field-specific websites such as healthcarejobsite, health jobs nationwide, hospitalcareers, medreps.com.
   • Post a job on free websites.

6. Interview candidates

   Recruiting records coordinators requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you 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 records coordinator

   Once you've selected the best records coordinator 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 records coordinator 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 records coordinator?