How to hire a registration assistant

How to hire a registration assistant, step by step

Here's a step-by-step registration assistant hiring guide:

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

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1. Identify your hiring needs

   First, determine the employments status of the registration assistant you need to hire. Certain registration assistant roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   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 registration assistant 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.

   This list shows salaries for various types of registration assistants.

   Type of Registration Assistant	Description	Hourly rate
   Registration Assistant	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$12-18
   Registration Clerk	A registration clerk is responsible for performing administrative and clerical tasks for patients' admission in a health care setting. Registration clerks assist patients with filling out hospital forms, verifying their medical histories, and confirming their insurance details... Show more	$10-18
   Registration Coordinator	A registration coordinator is in charge of organizing and overseeing the registration procedures in programs and projects. Their duties primarily depend on their industry or place of employment... Show more	$13-25

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Data Entry
   • Insurance Verification
   • Credit Card
   • Patient Registration
   • Strong Customer Service
   • Database
   • Patient Appointments
   • Process Registrations
   • Registration Forms
   • Computer System
   • Insurance Coverage
   • Schedule Appointments
   • Front Desk

   Check all skills

   Responsibilities:

   • Manage and update company Facebook page with daily updates, finding/sharing relevant and interesting information, and encouraging fan engagement.
   • Gain knowledge of epic and other hospital systems.
   • Set the DDC machine in order to start the operation for the day.
   • Provide customer service for current students, faculties, university families, and alumni.
   • Maintain accurate reports and records prior to alumni events and responsible for processing and recording all information and payments.
   • Enter patient information into computerized database for filing and billing of medical insurance claims.

   More registration assistant duties

3. Make a budget

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

   • Location. For example, registration assistants' average salary in oklahoma is 42% less than in california.
   • Seniority. Entry-level registration assistants 32% less than senior-level registration assistants.
   • Certifications. A registration assistant 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 registration assistant's salary.

   Average registration assistant salary

   $15.43hourly

   $32,086 yearly

   ---

   Entry-level registration assistant salary

   $26,000 yearly salary

   Updated December 5, 2025

   Average registration assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Massachusetts	$36,999	$18
   2	Texas	$35,743	$17
   3	Oregon	$35,179	$17
   4	New York	$34,941	$17
   5	Colorado	$34,401	$17
   6	District of Columbia	$33,147	$16
   7	Utah	$32,810	$16
   8	New Jersey	$32,655	$16
   9	Wisconsin	$30,411	$15
   10	Pennsylvania	$30,374	$15
   11	North Carolina	$30,115	$14
   12	Ohio	$28,532	$14
   13	Tennessee	$27,771	$13
   14	Virginia	$27,406	$13
   15	Mississippi	$27,290	$13
   16	Indiana	$26,223	$13

   Average registration assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	The George Washington University	$35,515	$17.07
   2	New Brunswick Public Schools	$33,303	$16.01	2
   3	Mary's Center	$33,197	$15.96
   4	FirstHealth of the Carolinas	$32,554	$15.65
   5	University Health System Inc	$32,208	$15.48	8
   6	Addison Group	$31,816	$15.30	27
   7	Valet Park of America	$31,656	$15.22
   8	Tufts University	$31,319	$15.06	1
   9	Ardent Health Services	$30,935	$14.87	2
   10	West Hills College Lemoore	$30,856	$14.83
   11	The Greer Group	$30,618	$14.72	3
   12	Daemen College	$30,189	$14.51
   13	RemX	$29,950	$14.40
   14	Triton College	$28,748	$13.82	2
   15	Liberty University	$28,137	$13.53	3
   16	South Dakota Board Of Regents	$27,915	$13.42	4
   17	Marquette University	$27,594	$13.27

4. Writing a registration assistant job description

   A registration assistant 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 registration assistant job description:

   Registration assistant job description example

   This clinic seeks an individual to provide front desk registration in the outpatient clinic; primary responsibilities include, but are not limited to; greeting patients, registration, insurance verification, cash handling, medical record preparation, scheduling appointments, procuring new patient records, communicating information with patients via the telephone and in person, and answering the telephone. This position supports efficient patient care and clinic initiatives for improving patient attendance and keeping attendance records.
   
   The University of Kentucky considers the health, safety and well-being of our entire community to be a top priority. In alignment with this priority, all new hires must provide proof of COVID-19 vaccination or obtain an approved medical or religious exemption as a condition of employment. For areas that fall under the federal CMS mandate, start of employment cannot occur until two weeks after receiving the full COVID-19 vaccination series or upon obtaining an approved exemption. Only vaccines approved by the World Health Organization can be accepted.
   Skills / Knowledge / Abilities
   
   Customer service focus, teamwork, effective written and verbal comm., empathy, judgment, problem-solving, org knowledge. Attention to detail, accuracy, computer literacy, 90% accuracy on skills assessment, 90% accuracy on audit. Proficiency with sequential numbers, attention to detail, sensitive to patient privacy
   
   Does this position have supervisory responsibilities? No Preferred Education/Experience Deadline to Apply 10/27/2022 University Community of Inclusion
   
   The University of Kentucky is committed to a diverse and inclusive workforce by ensuring all our students, faculty, and staff work in an environment of openness and acceptance. We strive to foster a community where people of all backgrounds, identities, and perspectives can feel secure and welcome. We also value the well-being of each of our employees and are dedicated to creating a healthy place to work, learn and live. In the interest of maintaining a safe and healthy environment for our students, employees, patients and visitors the University of Kentucky is a Tobacco & Drug Free campus.
   
   As an Equal Opportunity Employer, we strongly encourage veterans, individuals with disabilities, women, and all minorities to consider our employment opportunities.
   
   Any candidate offered a position may be required to pass pre-employment screenings as mandated by University of Kentucky Human Resources. These screenings may include a national background check and/or drug screen.

   Copy this example

   

5. Post your job

   To find registration assistants 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 registration assistants they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level registration assistants 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.

   Post your job online:

   • Post your registration assistant job on Zippia to find and recruit registration assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with registration assistant 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 registration assistant

   Once you have selected a candidate for the registration assistant position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the 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.

   Once that's done, you can draft an onboarding schedule for the new registration assistant. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

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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