How to hire a records manager

How to hire a records manager, step by step

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

What does a records manager do?

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1. Identify your hiring needs

   Before you start hiring a records manager, 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 records manager's background is also an important factor in determining whether they'll be a good fit for the position. For example, records managers 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 records managers and their corresponding salaries.

   Type of Records Manager	Description	Hourly rate
   Records Manager	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	$15-32
   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
   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

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Office Equipment
   • Access Database
   • SharePoint
   • DOD
   • Nara
   • Payroll
   • Business Processes
   • Law Firm
   • Federal Regulations
   • Hard Copy
   • HIPAA
   • Direct Reports
   • Performance Reviews
   • Computer System

   Check all skills

   Responsibilities:

   • Implement and manage projects with complex HL7 interfaces between multiple clinical systems including writing project plans.
   • Establish compliant records training program to meet objectives in standards such as HIPAA, FOIA.
   • Develop and execute recordkeeping and docketing system to track activities of multi-district class action litigation, and introduce records retention policies/procedures.
   • Ensure record privacy, confidentiality, and HIPAA compliance.
   • Maintain all student records in compliance with HIPPA and Medicaid.
   • Ensure records are readily available for re-use, regulatory review, audit, and litigation.

   More records manager duties

3. Make a budget

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

   • Location. For example, records managers' average salary in utah is 41% less than in new jersey.
   • Seniority. Entry-level records managers 53% less than senior-level records managers.
   • Certifications. A records manager 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 records manager's salary.

   Average records manager salary

   $47,265yearly

   $22.72 hourly rate

   ---

   Entry-level records manager salary

   $32,000 yearly salary

   Updated January 21, 2026

   Average records manager salary by state

   Rank	State	Avg. salary	Hourly rate
   1	New Jersey	$64,704	$31
   2	District of Columbia	$64,246	$31
   3	Maryland	$64,222	$31
   4	Virginia	$64,199	$31
   5	New York	$63,210	$30
   6	Connecticut	$62,285	$30
   7	Massachusetts	$59,345	$29
   8	Pennsylvania	$56,297	$27
   9	Ohio	$55,304	$27
   10	California	$53,277	$26
   11	Alaska	$51,057	$25
   12	Washington	$49,721	$24
   13	Nevada	$49,697	$24
   14	Michigan	$49,349	$24
   15	Georgia	$49,119	$24
   16	Oregon	$48,725	$23
   17	Illinois	$48,412	$23
   18	Colorado	$46,216	$22
   19	Florida	$45,907	$22
   20	North Carolina	$44,695	$21

   Average records manager salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Accenture	$85,605	$41.16
   2	Gilead Sciences	$72,645	$34.93
   3	Epiq	$67,536	$32.47	4
   4	Los Alamos National Laboratory	$66,556	$32.00
   5	Accenture Federal Services LLC	$64,551	$31.03
   6	Meridian Township	$59,535	$28.62
   7	Novetta	$59,375	$28.55
   8	Sanofi US	$56,688	$27.25
   9	Canon	$55,817	$26.84	1
   10	City of Reno	$52,594	$25.29
   11	E3 Federal Solutions, Llc	$48,896	$23.51
   12	University of California-Berkeley	$48,891	$23.51
   13	Loudoun County Social Svc	$48,713	$23.42
   14	Daiichi Sankyo	$48,287	$23.21
   15	Systems Planning and Analysis	$46,202	$22.21
   16	Integration Innovation	$45,967	$22.10
   17	Univ Of Colorado-Colorado Spgs	$45,416	$21.83
   18	Genesis HealthCare	$44,406	$21.35	1
   19	State of West Virginia	$43,619	$20.97	3
   20	Zimmerman Associates	$43,371	$20.85

4. Writing a records manager job description

   A records manager 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. Below, you can find an example of a records manager job description:

   Records manager job description example

   Genesis is one of the nations' leading provider of healthcare services from short-term to long-term care and a wide variety of living options and professional clinical services. We are changing how care is delivered by bringing together people like you -- passionate, highly skilled and motivated to make a difference.
   
   Position Highlights Visible role that reports directly to the Nursing Home Administrator and serves as the center liaison in regards to records maintenance and storage. Position directly impacts center financial performance through accurate diagnostic coding Create medical record for all new patient admissions Perform routine audits of medical records upon patient admission through discharge to monitor compliance with policies regarding documentation, physician visits, timeliness. Maintain the electronic diagnosis list.
   
   Why Genesis? We provide career paths for our employees and develop them. We invest in YOU! We are a strong, financially-stable company with industry longevity. Genesis was founded in 1985. We are committed to operate with integrity. We foster a work environment that feels like a family and have a culture of compassion. We Care Deeply! MRMN
   
   Qualifications: * High school degree or equivalent required; college degree strongly preferred or commensurate experience required. * Certification in ICD coding or working knowledge of ICD coding required. * Certification in Records Management (CRM), Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) credentials strongly preferred or at least 3 years of experience with records management required.
   
   Position Type: Full Time - Temporary
   Pay Target:
   
   Genesis HealthCare, Inc. and all affiliated entities are proud to practice Equal Employment Opportunity and Affirmative Action. Genesis provides equal employment opportunity (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, actual or perceived disability, marital status, genetic information, amnesty, or status as covered veterans in accordance with applicable federal, state, and local laws. Genesis takes affirmative action to employ and advance in employment qualified minorities, women, individuals with disabilities and covered veterans. This policy is fully supported by the CEO, COO and all members of the leadership team.

   Copy this example

   

5. Post your job

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

6. Interview candidates

   To successfully recruit records managers, 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 records manager

   Once you've found the records manager candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   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.

   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 records manager?