How to hire a transcription coordinator

How to hire a transcription coordinator, step by step

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

Post a transcription coordinator job for free, promote it for a fee

Post free

1. Identify your hiring needs

   First, determine the employments status of the transcription coordinator you need to hire. Certain transcription coordinator 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

   A transcription coordinator's background is also an important factor in determining whether they'll be a good fit for the position. For example, transcription coordinators 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.

   Here's a comparison of transcription coordinator salaries for various roles:

   Type of Transcription Coordinator	Description	Hourly rate
   Transcription Coordinator	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$13-31
   Scheduler	A scheduler is responsible for arranging appointments and carrying out reminder calls and correspondence to anyone involved. In a company setting, it is also a scheduler's responsibility to coordinate with various departments and personnel to organize an accurate timetable that will consist of meetings, gatherings, deadlines, or other pressing matters... Show more	$11-32
   Scheduling Manager	A scheduling manager is primarily in charge of performing administrative support tasks, focusing on timeline management. Among their responsibilities include managing the office or calendar, understanding the project or program requirements, scheduling meetings and appointments, overseeing conference and event schedules, handling travel plans, and addressing any scheduling concerns and issues, resolving them promptly and efficiently... Show more	$24-55

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Transcription
   • Dictation
   • Radiology
   • Computer System
   • Data Entry Software
   • EMR
   • Epic
   • Front Desk
   • Medical Reports
   • QA
   • Proofread
   • Meditech
   • Test Results
   • Medical Charts

   Responsibilities:

   • Manage inpatient transfers to rehabilitation and medical facilities, along with preparing and monitoring outpatient billings insurance verification and referrals.
   • Monitor dictation backlog to ensure timely receipt of dictate reports transcribe by outside transcription service.
   • Help to initiate EMR scanning charts, working many hours overtime.
   • Research name spellings, fact-check, add corrections as needed, and proofread transcripts against the audio.
   • Type letters, reports, forms, addresses, or other straight-copy material or correct typed dictation errors.
   • Core team member for Meditech system including dictionary updates, testing prior to system upgrades and regular troubleshooting of issues.

3. Make a budget

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

   • Location. For example, transcription coordinators' average salary in mississippi is 55% less than in district of columbia.
   • Seniority. Entry-level transcription coordinators earn 56% less than senior-level transcription coordinators.
   • Certifications. A transcription coordinator 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 transcription coordinator's salary.

   Average transcription coordinator salary

   $43,922yearly

   $21.12 hourly rate

   ---

   Entry-level transcription coordinator salary

   $29,000 yearly salary

   Updated January 30, 2026

4. Writing a transcription coordinator job description

   A good transcription 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 transcription coordinator job description:

   Transcription coordinator job description example

   Integrated Pain Management (IPM) offers a full complement of pain therapies, from highly specialized treatments, to the most sophisticated interdisciplinary pathways and programs. We address one of the most complex and challenging problems in our society, chronic pain. Our center is committed to providing the highest level of patient service. From its inception, our clinicians have placed an emphasis on providing medical services that make sense from the patients’ perspective. IPM has disseminated its expertise in pain management by increasing its sphere of influence through geographic expansion and education through publications, lectures and teaching. Our rehabilitation programs for chronic pain sufferers set the standard in holistic approaches for managing chronic pain.
   
   A transcription coordinator will compile, process, and manage the information generated by health care providers with emphasis on the requirements under the California Workers' compensation system. Professionals in the field must be knowledgeable in the techniques used in health information management and the laws protecting the patient's privacy regarding medical information.
   
   As a healthcare provider, IPM Medical Group requires its employees to be COVID vaccinated up to the booster or present a medical/religious exemption and test weekly
   
   Transcription coordinators process and maintain the data and patient reports in a health care facility. Coordinators process and maintain private patient information in the health care facility's database. They also assess patient reports to ensure they are complete and accurate.
   
   Coordinators use software to make sure pertinent records are made available to the editor on behalf of the IPM provider. The coordinator's job description also includes retrieving patient information or records from adjusters, applicant/defense attorneys, and outside facilities.
   Provide training, oversight, guidance, and direction to the editing staff Monitor and report KPIs of the department, staff and editors. Monitor and feedback on providers' participation and assistance in report generation to the Medical Director Department. Maintain productive relationships with editors, providers, and staff Perform other relevant duties as assigned. QUALIFICATIONS: Transcription Coordinators must have five years of experience managing staff and associated processes in the transcription department. Working knowledge includes medical terminology, physiology, anatomy, coding systems, health data standards, reimbursement methods, and health care statistics. Strong attention to detail Analytical skills and understanding of medical diagnoses Knowledge of the worker’s compensation system Understanding of the AMA 5th edition of impairment concepts Knowledge of MTUS/ ACOEM treatment guidelines Great communication and interpersonal skills is a must Strong technical skills to use medical EMR, Microsoft Office, facility’s health infotainment system
   We offer generous medical, dental, vision, and prescription drug benefits. In addition, we offer paid time off, 401(k) with employer matching, holiday pay, and a competitive salary. All candidates must complete a background check and drug screen.
   
   IPM strives to be a diverse workforce that reflects, at all job levels, the patients we serve. We are an equal opportunity employer.
   IPM Medical Group is committed to compliance with the American Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please contact us.

   Copy this example

   

5. Post your job

   To find transcription coordinators 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 transcription coordinators they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level transcription coordinators 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 transcription coordinator job on Zippia to find and recruit transcription coordinator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting transcription 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. You can move on to the technical interview if a candidate is good enough for the next step.

   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 transcription coordinator

   Once you've decided on a perfect transcription coordinator 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 equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   To prepare for the new transcription 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.)

   Sign up to download full list

   Sign up

How much does it cost to hire a transcription coordinator?