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Hiring a Medical Scribe: Job Description Template

By Priya Jain

Published:

Are you grappling with the challenge of hiring a Medical Scribe? 

As a healthcare professional or institution, navigating the complexities of patient documentation and electronic health records can be daunting.

Enter the Medical Scribe—a solution that has revolutionized the healthcare industry, freeing up your time to focus on providing exceptional patient care.

In this article, we will walk you through hiring a Medical Scribe and provide a comprehensive Medical Scribe job description to help you find the perfect candidate. 


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Responsibilities & Role of a Medical Scribe

Medical Scribes play a crucial role in healthcare settings, assisting providers with documentation and administrative tasks to improve workflow and patient care. Here are the key roles and responsibilities of a Medical Scribe:

  • Documentation Assistance: Medical Scribe accurately and efficiently documents patient encounters, including medical histories, physical exams, treatment plans, and other clinical information in the electronic health record (EHR) system.
  • Data Entry and Record Maintenance: These scribes enter patient data into the EHR system promptly and accurately, updating records as necessary. They even organize and maintain patient records, making them easily accessible to healthcare providers.
  • Real-Time Charting: Medical Scribes accompany healthcare providers during patient examinations and procedures to record information in real-time, ensuring that all relevant details are captured.
  • Transcription Services: Medical Scribes transcribe verbal orders, medical dictations, and notes from healthcare providers, ensuring accuracy and clarity in documentation.
  • Assist with Telemedicine: Medical Scribes support telemedicine appointments by facilitating virtual encounters, documenting patient information, and coordinating communication between patients and providers.
  • Billing and Coding Support: They assist in coding and billing processes by documenting services and procedures accurately, which aids in reimbursement and compliance.
  • Maintain EHR System Knowledge: Medical Scribes stay up-to-date with the healthcare organization’s EHR system, understanding its features and functionalities and troubleshooting any technical issues that may arise.
  • Emergency Response Support: In emergencies, they support healthcare providers by documenting critical information and assisting as needed.

How to Hire a Medical Scribe

Hiring a Medical Scribe is an essential process that can significantly improve the efficiency of healthcare providers and enhance patient care. Here’s a step-by-step guide on how to hire a Medical Scribe:

1. Know Your Requirements

By carefully assessing the needs of your hospital and healthcare facilities, you can hire a qualified and professional Medical Scribe. So, consider finding answers to the following questions: 

  • What specific tasks and responsibilities will the Medical Scribe be responsible for?
  • What are the boundaries of the Medical Scribe’s role in patient care?
  • Is there a need for specialization in a particular field, such as orthopedics or cardiology, for the Medical Scribe role?
  • How will the Medical Scribe integrate into the healthcare workflow?
  • When and where will they accompany healthcare providers during patient encounters?
  • What procedures and protocols must the Medical Scribe follow to ensure compliance with regulations like Health Insurance Portability and Accountability Act (HIPAA) regarding patient data security and privacy?
  • What training and orientation will the Medical Scribe receive regarding EHR system usage and understanding the healthcare organization’s culture, policies, and values?
  • What key performance metrics or benchmarks will be used to evaluate the Medical Scribe’s effectiveness in their role?
  • How will the Medical Scribe adapt to changing circumstances and priorities in a healthcare setting known for its unpredictability?

Defining the role of a Medical Scribe in detail sets the foundation for effective collaboration within the healthcare team and contributes to improved patient care and efficient workflow.

2. Search for the Top Talent

When hiring a top-tier medical scribe, it’s essential to cast a wide net and use various channels to attract the best candidates. Here are some places and methods to search for top talents when hiring a medical scribe:

  • Medical Scribe Job Boards: Explore job boards and websites specifically designed for Medical Scribe positions. For instance, you can find Medical Scribe on ScribeConnect or Scribe-X. These platforms attract candidates with relevant experience and interest in scribing roles.
  • Healthcare Job Boards: You can even post Medical Scribe jobs on healthcare-specific jobs, such as CareerVitals, Healthcare Jobsite, or Health eCareers. These job boards connect you with qualified and professional Medical Scribes.

Use our optimized Medical Scribe job description to create job posts that attract the most qualified professionals. 

  • Recruitment Agencies: Contact specialized recruitment agencies such as ScribeAmerica, TeamHealth, or AQuity Solutions for recruiting Medical Scribes who can make a difference to your medical facility. 
  • Hospital and Healthcare Organization Websites: Many hospitals, clinics, and healthcare organizations post job openings. Check the career sections of these sites for opportunities to hire Medical Scribes.
  • Medical Schools and Universities: Contact local medical schools, universities, and colleges with healthcare programs. They may have job boards or career services offices to help you connect with aspiring healthcare professionals.
  • Professional Associations: Join or collaborate with professional associations related to healthcare, such as The National Medical Scribe Association, Healthcare Information and Management Systems Society (HIMSS), American Health Information Management Association (AHIMA), or American Academy of Professional Coders (AAPC). These associations often have job listings and resources for connecting with scribes.
  • Employee Referrals: Encourage your current staff to refer potential candidates from their professional networks. Implement an employee referral program to incentivize referrals.

To find top talent, it’s essential to have a multi-faceted approach, combining online resources, networking, and collaborations with educational institutions and healthcare organizations.

3. Look for Educational Qualifications

While Medical Scribes often come from diverse educational backgrounds, certain qualifications can indicate a candidate’s readiness for the position. Here are the educational qualifications to look for when hiring a Medical Scribe:

4. Analyze Their Work Experience

When assessing a candidate’s Medical Scribe work experience, it is essential to scrutinize their track record. 

First and foremost, evaluate their proficiency in real-time clinical documentation and data entry, ensuring they have a strong grasp of medical terminology and can maintain accuracy in patient records.

Consider their familiarity with EHR systems, as this is a fundamental skill for a Medical Scribe. Additionally, assess their communication skills and ability to work seamlessly within a healthcare team, facilitating efficient and effective patient care.

A strong work ethic, attention to detail, and a commitment to maintaining patient confidentiality are also critical attributes to look for in their work experience. 

Overall, their past roles demonstrate their capability to contribute positively to the healthcare team’s productivity and the quality of patient care provided.

5. Conduct a Comprehensive Interview Process

Conducting a comprehensive interview process includes asking ice-breaker interview questions and technical questions to identify the most qualified and suitable candidate for the role. Here’s a step-by-step guide on how to conduct such an interview process:

  • Behavioral Interview: Invite candidates for an in-person or virtual interview, focusing on their behavior and interpersonal skills. Ask questions that gauge their ability to work as part of a healthcare team, handle stress, and maintain professionalism in a clinical environment.
  • Technical Proficiency Assessment: Assess candidates’ proficiency using EHR systems or relevant healthcare software. Provide scenarios or sample patient encounters to evaluate their data entry skills and understanding of medical terminology.
  • Medical Knowledge Assessment: Test candidates on their medical knowledge, including their understanding of common medical procedures, conditions, and terminology. This can help ensure that they can accurately document patient encounters.
  • Questions from Candidates: Allow candidates to ask questions about the position, team dynamics, and the organization. Their questions can reveal their genuine interest and understanding of the role.

Following this comprehensive interview process, you can identify a highly qualified Medical Scribe who will contribute positively to your healthcare team and ensure accurate and efficient patient documentation.

6. Cross-Verify Their References

Cross-verifying a candidate’s references is a critical step in the hiring process to ensure the accuracy of their qualifications and professional history.

During this phase, you should contact the provided references, typically previous employers or supervisors, to gather insights into the candidate’s work ethic, job performance, interpersonal skills, and reliability. 

Consider asking the following questions to the references: 

  • How well did the candidate handle the responsibility of real-time documentation and data entry in a fast-paced clinical environment?
  • Can you speak to the candidate’s understanding of medical terminology and their ability to record patient information accurately?
  • How did the candidate collaborate with healthcare providers, nurses, and other healthcare team members?

This verification process helps confirm the authenticity of the candidate’s claims and provides valuable information to assess their suitability for the Medical Scribe role.

Tips for Avoiding Red Flags During the Hiring Process

Avoiding red flags during the hiring process is crucial to ensure you select the best candidates for your organization. Here are some tips to help you identify potential red flags and make informed hiring decisions:

  • Review Medical Terminology Proficiency: Assess candidates’ knowledge of medical terminology during the interview or through a written test. Red flags may arise if they lack a fundamental understanding of medical terms critical for accurate documentation.
  • Verify EHR System Experience: Ask for specific details about the systems they’ve used and their proficiency in navigating and entering data into EHRs.
  • Prioritize HIPAA Compliance: Emphasize the significance of patient confidentiality and HIPAA compliance during the interview. Probe candidates about their understanding of these regulations, and be cautious of any dismissive attitudes towards privacy.
  • Lack of Patient-Centered Focus: Candidates should prioritize patient care and satisfaction. Red flags may emerge if they appear disinterested in patient well-being or exhibit behaviors that suggest a lack of empathy.
  • Assess Adaptability to Healthcare Settings: Inquire about candidates’ ability to adapt to fast-paced healthcare environments and handle stressful situations. Red flags may appear if they resist change or cannot manage pressure.

A new hire's first day checklist

Medical Scribe Job Description

Here’s what a comprehensive job description looks like:

Download Template

Job Title: Medical Scribe

Location: [Specify Location]

Job Type: [Full-Time/Part-Time]

Job Summary:

As a Medical Scribe, you will work closely with healthcare providers to accurately document patient information, including medical histories, physical examinations, treatment plans, and other clinical data. Your primary responsibility is to ensure that all patient encounters are documented efficiently and in compliance with established standards and regulations. You will play a crucial role in enhancing the quality of patient care by enabling healthcare providers to focus on clinical decision-making and patient interaction.

Responsibilities:

  • Collaborate with healthcare providers during patient encounters to document information in real time.
  • Enter patient data into the electronic health record (EHR) system promptly and accurately.
  • Organize and maintain patient records, making them easily accessible to healthcare providers.
  • Transcribe verbal orders, medical dictations, and notes from healthcare providers with precision and clarity.
  • Assist in coding and billing processes by documenting services and procedures accurately.
  • Facilitate telemedicine appointments by coordinating virtual encounters, documenting patient information, and assisting with technology.
  • Maintain a strong understanding of the healthcare organization’s EHR system, including its features and functionalities.
  • Troubleshoot and resolve technical issues related to EHR usage.
  • Help streamline clinic workflow by managing administrative tasks and communication. 
  • between healthcare team members.
  • Adhere to all organizational policies, procedures, and compliance requirements.

Qualifications:

  • Bachelor’s degree in a related field preferred.
  • Strong attention to detail and excellent organizational skills.
  • Proficiency in using electronic health record (EHR) systems is an asset.
  • Excellent communication and interpersonal skills.
  • Ability to maintain patient confidentiality and adhere to HIPAA regulations.
  • Adaptable and able to work in a fast-paced healthcare environment.
  • Previous experience as a Medical Scribe is a plus but not required.

Our Ideal Candidate is Someone Who Has:

  • Strong attention to detail and excellent organizational skills.
  • Proficiency in using electronic health record (EHR) systems.
  • Exceptional communication and interpersonal skills.
  • A deep commitment to maintaining patient confidentiality and adhering to HIPAA regulations.
  • Adaptability and the ability to thrive in a fast-paced healthcare environment.

Benefits and Perks:

  • Comprehensive health insurance coverage.
  • Access to dental and vision insurance options.
  • Participation in a 401(k) retirement savings plan.
  • A generous paid time off policy for work-life balance.
  • Ongoing employee training and development opportunities.

How to Join Us:

To apply, please send your resume and a cover letter detailing your relevant experience as a Medical Scribe to [email address] with the subject line “Application for Medical Scribe – [Your Name].” [Your Company Name] is an equal opportunity employer and values diversity in our healthcare team.

[Your Company Name] is dedicated to fostering a diverse and inclusive healthcare environment. We are an Equal Opportunity Employer and welcome applications from all qualified candidates, regardless of race, ethnicity, religion, gender, sexual orientation, gender identity, disability, or veteran status.

Closing Date: [Insert closing date for applications]

Kindly note that we will contact only shortlisted candidates. We appreciate your interest in [Your Company Name].

Note: Customize this template to reflect your organization’s specific requirements for the Medical Scribe position. Adjust the content to align with the qualifications and responsibilities unique to your healthcare setting.


How Much Does it Cost to Hire a Medical Scribe?

The cost of hiring a Medical Scribe can vary widely depending on several factors, including location, experience, and specific job requirements. Here are some key cost considerations:

Recruitment Costs

Recruitment costs for hiring a Medical Scribe can vary depending on the complexity of the hiring process and the resources allocated. Here are some typical recruitment costs to consider:

  • Medical Scribe Job Boards: The cost of using Medical Scribe job boards varies and can include fees for job postings, resume access, promotional features, and additional services. You can contact the sales department of ScribeConnect or Scribe-X to know the fee they charge. 
  • Healthcare Job Boards: When you use healthcare job boards, you may spend an additional amount on posting these jobs. For instance,  CareerVitals charges $29.99 per posting, Healthcare Jobsite charges $299 per posting, Health eCareers charges $499 per posting, and $649 for an enhanced job posting.
  • Professional Associations: Most professional associations charge fixed fees. For instance, HIMSS charges a membership fee starting from $39, AHIMA charges a membership fee starting from $199 per year, and AAPC charges a fee of $205 per year. These associations often have job listings and resources for connecting with scribes.
  • Recruitment Agencies: The cost of using a recruitment agency to hire a Medical Scribe can vary based on factors such as the agency’s fees, the level of service required, and any negotiated terms. Typically, recruitment agencies charge a placement fee, often calculated as a percentage of the medical scribe’s first-year salary, with fees ranging from 15% to 30% or more.

Salary and Benefits

The primary cost is the salary of a Medical Scribe. Salaries can vary significantly based on the geographical region, the candidate’s experience and qualifications, and the specific responsibilities of the role.

The average salary of a Medical Scribe is $43,360 per year, which includes an average additional pay of $1,688 per year. This additional pay includes bonuses and incentives. 

When hiring a Medical Scribe, consider the cost of benefits, including employee benefits such as health insurance, dental and vision coverage, retirement plans (e.g., 401(k)), paid time off, and other perks. 

The cost of benefits can vary depending on your offerings and the level of coverage provided.


Priya Jain

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