Free medical biller job description templates with duties, salary, HIPAA, and FLSA guidance. Versions for solo, group, remote, entry, and senior roles.
6 free templates with HIPAA and FLSA guidance. Download as DOCX.
The medical biller job description has a wrinkle most templates ignore: this is a role that handles money and protected health information from day one, in a practice where the owner or office manager is often the one managing the compliance around it. A solo-practice biller owning the whole revenue cycle, a group-practice biller working a high-volume claim queue, and a remote biller doing it from home all share the title but need different postings, and all of them need HIPAA handled before they touch patient data.
At FirstHR, we build templates for the small healthcare practices making exactly this hire, the physician, dental, chiropractic, therapy, and behavioral-health offices where the owner or office manager writes the posting themselves. The six templates below cover the role by setting, each with a HIPAA confidentiality clause and the FLSA classification built in. Fill in the brackets and post, and the guide to writing a job description covers the fundamentals.
TL;DR
Six free medical biller job description templates by setting: Standard, Small / Solo Practice, Group, Remote, Entry-Level, and Senior / Specialty. Download all as one DOCX. Three things competitors skip, all built in here: a HIPAA clause (train before PHI access), the non-exempt / hourly FLSA classification, and a certification explainer (CPB, CPC, CBCS). Closest pay anchor: $50,250 median (BLS, medical records specialists, May 2024).
What Is a Medical Biller?
A medical biller manages the billing and claims process that turns patient care into paid revenue: verifying insurance, submitting and tracking claims, posting payments, working denials, and billing patients, all while protecting patient data under HIPAA. Medical biller has no single federal occupation code; O*NET lists it under billing and posting clerks (SOC 43-3021), while wage data is usually drawn from the closely related medical records specialists occupation.
For the employer writing the posting, the key point is that the role varies by setting and that two things, the non-exempt classification and HIPAA, apply across all of them. The six templates on this page split by practice type and seniority so the document matches the actual role, and each carries the compliance language most templates leave out.
Medical Biller vs Medical Coder
Medical biller and medical coder are related but distinct roles, and the difference matters when you write the posting. A coder assigns the codes; a biller turns those codes into paid claims. In small practices, one person often does both.
Medical biller
Medical coder
Core job
Builds, submits, and follows up on claims
Assigns ICD-10, CPT, and HCPCS codes
Focus
Claims, payments, denials, collections
Reading documentation, accurate coding
Main credential
CPB (billing)
CPC (coding)
In a small practice
Often does both roles
Often does both roles
If your role is genuinely both, say so and look for someone cross-trained; if it is mostly one, use the matching title. This page covers billing; the medical coder job description covers the coding side.
Medical Biller Duties and Responsibilities
Medical biller duties center on claims and submission, payments and denials, patient and payer contact, and records and compliance. The volume and complexity shift by setting, but these four categories hold across nearly every billing role. These are the duties grouped the way the templates use them.
Claims and submission
Verify eligibility and obtain authorizations
Review codes (ICD-10, CPT, HCPCS) on claims
Submit claims via EDI or paper and track status
Payments and denials
Post payments and reconcile EOBs
Investigate denials and correct errors
File appeals and resolve difficult cases
Patient and payer contact
Bill patients and set up payment plans
Pursue delinquent balances
Communicate with patients, providers, and insurers
Records and compliance
Maintain accurate billing records
Protect patient confidentiality (HIPAA)
Follow payer and compliance rules
A strong posting grounds these in your specifics: your specialty, your practice-management or EHR software, your payer mix, and who the biller reports to. For a structured way to scope any role before posting, the guide to defining job responsibilities walks through the process.
Which Template Should You Use?
Pick the template by your practice type and the seniority of the role. The billing core runs through all six, but the scope, the volume, and the work setting differ enough that the matched version always reads more credibly. Use this guide to choose.
Standard Medical Biller
Any physician or clinic
The universal baseline: eligibility, claims, payments, denials, and collections, with the HIPAA clause built in. Start here for most hires.
Small / Solo Practice
Solo physician, dentist, clinic
For a solo or small practice where the biller owns billing end to end and wears several hats. Reports to the owner or office manager.
Group / Multi-Provider
Higher claim volume, a team
For a multi-provider practice with high claim volume and a payer mix. Team workflows, productivity targets, and a billing manager.
Remote / Work-From-Home
Remote biller handling PHI
For a remote role, with added PHI-safeguard requirements: VPN, encryption, a private workspace, and a signed remote-PHI agreement.
Entry-Level
First billing job, willing to train
For a junior hire learning under an experienced biller, mirroring the train-while-supervised approach compliance guidance expects.
Senior / Specialty
Denials, AR, specialty coding
For an experienced biller who owns complex claims, denials and appeals, accounts receivable, and specialty billing, and mentors others.
Match the Template to the Setting
A general clinic hire: Standard. A solo or small practice: Small / Solo. High volume across providers: Group. Working from home: Remote. A first-job hire: Entry-Level. Denials, AR, and specialty work: Senior. Every version is non-exempt and hourly and carries the HIPAA clause. Once you pick, list the duties and software, set certifications as preferred, and set the pay.
6 Free Medical Biller Job Description Templates
Download all six as a single Word document or copy individual templates. Each follows the same structure: practice overview, position summary, key responsibilities, qualifications, a confidentiality and HIPAA clause, the non-exempt classification, pay, and how to apply, with an EEO statement. Fill in the brackets and post.
Download All 6 Job Description Templates
Standard, solo, group, remote, entry-level, and senior. All with the HIPAA clause, in one DOCX.
Template 1: Standard Medical Biller
The universal baseline: eligibility, claims, payments, denials, and collections, with the HIPAA clause built in. Start here for most hires.
Standard Medical Biller Job Description
MEDICAL BILLER JOB DESCRIPTION
Practice: __ ([City, State])
Department: Billing / Revenue Cycle
Reports to: [Office Manager / Practice Owner / Billing Lead]
Medical Biller Skills, Software, and Certifications
Most medical biller roles weigh hands-on claims experience and accuracy over formal education; a high school diploma plus billing experience is common, and certifications carry weight. List what is truly required separately from what is preferred so you do not screen out trainable candidates.
Per AAPC's 2025 salary reporting, certified medical records specialists with AAPC credentials averaged about $66,979 annually, compared with $61,022 for non-certified peers, roughly 8.9 percent more. Listing CPB, CPC, or CBCS as preferred signals the skill level you want without requiring it for entry-level hires.
FLSA: Are Medical Billers Exempt or Non-Exempt?
Medical billers are almost always non-exempt and hourly, which means they are owed overtime. This is one of the clearer classifications, with one common exception worth knowing.
Non-Exempt and Hourly: Overtime Applies
A medical biller does administrative and clerical claims work that does not meet the executive, administrative, or professional exemption tests, so the role is non-exempt and owed overtime for hours over 40 in a week, even if you would prefer to salary it. The exception is a billing manager or supervisor, whose primary duty is managing staff and operations; that role is often exempt but is a different job. Review DOL Fact Sheet 17A and confirm with counsel.
Mark the biller role non-exempt on the posting, track hours, and pay overtime. For the underlying rules, the exempt vs non-exempt guide and the Fair Labor Standards Act guide explain the tests. Misclassifying a non-exempt worker as exempt is a common and costly wage-and-hour mistake. This is general information, not legal advice; confirm with an employment attorney, since state overtime rules can be stricter than federal.
HIPAA and Compliance for Medical Billing Staff
This is the part most medical biller templates skip entirely, and it is the one with real legal teeth. A medical biller is a high-PHI-access role, so HIPAA training has to come before the biller touches patient data, not weeks into the job.
Train Before PHI Access, Then Document It
HIPAA requires covered entities to train workforce members on privacy policies and maintain a security-awareness program (HHS HIPAA for Professionals). For a new biller, the safe sequence is: train on HIPAA privacy and security during onboarding, document that the training happened, then grant least-privilege access to only the systems and data the role needs. Regulators expect proof of training and have penalized practices that could not produce it, so retain the documentation.
Every template on this page builds a confidentiality and HIPAA clause directly into the posting, stating that training precedes access and that the biller signs a confidentiality acknowledgment. The remote template adds PHI-safeguard requirements (VPN, encryption, a private workspace, and a signed remote-PHI agreement). At a small practice where the owner or office manager runs hiring, the goal is to make train-then-document-then-grant-access a repeatable checklist rather than an afterthought, which is also where the onboarding section below connects.
Medical Biller Pay
Medical biller pay is usually hourly and varies by experience, certification, region, employer, and specialty. Because the role has no single federal occupation code, the data anchor comes from the closest published occupation.
Medical Biller Pay Anchor (BLS)
Medical records specialists, the closest published proxy, had a median annual wage of $50,250 in May 2024 (about $24.16 per hour; 10th percentile $35,780; 90th percentile $80,950). Employment is projected to grow 7 percent from 2024 to 2034, much faster than average, with about 14,200 openings a year (U.S. Bureau of Labor Statistics).
For medical billers specifically, posted pay often runs hourly in the low-to-mid twenties per hour, with experienced, certified, or specialty billers earning more. Because the role is non-exempt, remember that overtime applies on top of base pay.
Level
Relative pay
FLSA status
Entry-level
Lower
Non-exempt (hourly)
Standard / group biller
Around the median
Non-exempt (hourly)
Remote biller
Comparable
Non-exempt (hourly)
Senior / specialty
Higher
Usually non-exempt; confirm
For setting pay, use the federal median as a reference, adjust for certification, experience, and your local market, set an honest range, and state it in the posting, since a growing number of states require a range.
Hiring a Medical Biller for a Small Practice
A hospital or large group hires billers through a revenue-cycle department. A small practice makes this hire directly, and faces two things most hiring guides skip: the role is non-exempt, and the biller must be HIPAA-trained before touching patient data. Here is how to handle both.
A medical biller is non-exempt and hourly, so plan for overtime
Medical biller is almost always a non-exempt, hourly position, which means it is overtime-eligible. The work is administrative and clerical support: processing claims, posting payments, and working denials, and it does not meet the tests for the executive, administrative, or professional overtime exemptions. So even if you would prefer to put the role on a salary, a typical biller should be paid hourly and earn overtime for hours over 40 in a week. The main exception is a billing manager or supervisor, whose primary duties are managing people and operations rather than processing claims; that role is often exempt, but it is a different job with different pay. Mark the role non-exempt on the posting, track hours, and pay overtime. Get the classification right from the start, since misclassifying a non-exempt employee as exempt is a common and costly wage-and-hour mistake. This is general information, not legal advice; confirm with counsel, since state overtime rules can be stricter than federal.
A new biller must be HIPAA-trained before touching patient data
This is the step most hiring guides miss, and it is not optional. A medical biller is a high-PHI-access role, and HIPAA requires that workforce members be trained on privacy and security before they handle protected health information. In practice that means HIPAA privacy and security training should happen during onboarding and before the new biller is given system credentials or access to patient data, not weeks later. You also need to document that the training happened, and retain that documentation, since regulators expect proof and have penalized practices that could not produce it. The job description here builds a confidentiality and HIPAA clause directly into every template, stating that training comes before access and that the biller signs a confidentiality acknowledgment. Build the same sequence into your onboarding: train, document, then grant least-privilege access. At a small practice where the owner or office manager handles hiring, having this as a repeatable checklist rather than an afterthought is what keeps a routine hire from becoming a compliance gap.
Set up the hire cleanly, since the biller handles money and patient data from day one
A medical biller touches both revenue and protected health information immediately, so onboarding is part compliance, part operations. Plan the steps before day one: the offer letter stating the non-exempt hourly pay, the I-9 and tax forms, the signed confidentiality and HIPAA acknowledgment, HIPAA training before access, and least-privilege credentials to your billing and EHR systems. Track any certification and CEU renewal dates so credentials do not lapse. Because small practices hire infrequently and the owner or office manager often runs HR on the side, a repeatable process pays off. FirstHR fits the people side: e-signature for the offer letter and the HIPAA and confidentiality acknowledgments, document management to store signed policies, agreements, and training records for the retention period your compliance rules require, task workflows that enforce train-before-access and the full onboarding checklist, training assignments for HIPAA and role onboarding, an HRIS with an org chart and employee profiles to track credentials and CEU dates, and a self-service portal. FirstHR does not run payroll or administer benefits, so pair it with your payroll and benefits providers for those. Applicant tracking is coming soon to FirstHR.
After You Hire: Onboarding a Medical Biller
The job description is step one, and a medical biller hire has compliance baked into the very first day, since the role touches both revenue and protected health information immediately. Start with the standard steps: send the offer stating the non-exempt hourly pay, collect the signed offer, complete Form I-9 within the first days along with the rest of the new hire paperwork, and gather tax forms.
Then handle the compliance sequence in order: have the biller sign the confidentiality and HIPAA acknowledgment, complete HIPAA privacy and security training, and only then receive least-privilege access to your billing and EHR systems. Track any certification and CEU renewal dates so credentials do not lapse. The documents around the hire follow the usual sequence: the offer letter template for the terms and the onboarding checklist template for the first days, with signed onboarding documents and training records kept in one place for the retention period your compliance rules require.
FirstHR fits the people side of this: e-signature for the offer letter and the HIPAA and confidentiality acknowledgments, document management to store signed policies, agreements, and training records for the required retention period, task workflows that enforce train-before-access and the full onboarding checklist, training assignments for HIPAA and role onboarding, an HRIS with an org chart and employee profiles to track credentials and CEU dates, and a self-service portal, all of which help a small practice handle a compliance-sensitive hire cleanly. FirstHR does not run payroll or administer benefits, so connect your payroll and benefits providers for those functions. Applicant tracking is coming soon to FirstHR.
Key Takeaways
A medical biller manages claims, payments, denials, and collections, and the role varies by practice type, volume, and seniority.
Medical billers and coders are distinct: coders assign the codes, billers turn codes into paid claims, though small practices often combine both.
Medical billers are almost always non-exempt and hourly, so they are owed overtime; a billing manager is the usual exception.
HIPAA training must come before the biller accesses patient data, and you must document it, since billing is a high-PHI-access role.
Certification (CPB, CPC, CBCS, CCS-P) is usually preferred, not required, and certified billers tend to earn more.
The closest pay anchor, medical records specialists, had a median of $50,250 in May 2024, with the occupation growing 7 percent through 2034.
Frequently Asked Questions
What does a medical biller do day to day?
A medical biller manages the billing and claims process that turns patient care into paid revenue. Day to day, that means verifying patient insurance eligibility and obtaining authorizations, reviewing documentation and codes, creating and submitting claims to payers through EDI or on paper, tracking claim status, posting payments and reconciling explanation-of-benefits statements, investigating denials and filing appeals, billing patients and setting up payment plans, and maintaining accurate records, all while protecting patient confidentiality under HIPAA. The exact mix varies by setting: a solo-practice biller owns the whole cycle and may cross into coding or front-office work, a group-practice biller handles high claim volume across providers, a remote biller does the same from home under PHI safeguards, and a senior biller focuses on denials, appeals, and accounts receivable. The templates on this page split by these settings so the document matches the actual role.
What is the difference between a medical biller and a medical coder?
They are related but distinct roles in the revenue cycle. A medical coder reads clinical documentation and assigns the standardized codes, ICD-10-CM for diagnoses, CPT and HCPCS for procedures, that describe what happened during a visit. A medical biller takes those codes and builds and submits the insurance claim, then tracks it, posts payments, works denials, and bills the patient for any balance. In short, the coder translates care into codes, and the biller turns codes into paid claims. In small practices the same person often does both, which is why job postings sometimes blur the titles, but they are separate skill sets with separate certifications: the CPB certification is billing-focused, while the CPC is coding-focused. If your role is genuinely both, say so in the posting and look for someone cross-trained; if it is mostly one, use the matching title so you attract the right candidates. This page covers billing; a separate medical coder job description covers the coding side.
Do medical billers need to be certified?
Certification is usually preferred rather than strictly required, but it carries real weight and often raises pay. Many practices hire billers without a certification, especially for entry-level roles, and train on the job. That said, a credential signals verified knowledge and, per AAPC's reporting, certified medical records specialists earn meaningfully more than their non-certified peers. The main credentials are the CPB (Certified Professional Biller, from AAPC), which is the billing-dedicated certification covering claims, denials, payer rules, and compliance topics like HIPAA and the False Claims Act; the CPC (Certified Professional Coder, also AAPC), which is coding-focused and often paired with the CPB; the CBCS (Certified Billing and Coding Specialist, from NHA), an accessible entry-level billing-and-coding credential; and the CCS-P (from AHIMA), a physician-based coding specialty for experienced staff. In the job description, list certification as preferred and name the ones you value, but do not require it for entry-level roles, or you may screen out trainable candidates.
Is a medical biller exempt or non-exempt, and do they get overtime?
A medical biller is almost always non-exempt and hourly, which means they are entitled to overtime for hours worked over 40 in a week. The role is administrative and clerical support work, processing claims, posting payments, and working denials, and it does not meet the duties tests for the executive, administrative, or professional overtime exemptions under the Fair Labor Standards Act. So even a salaried biller is typically still owed overtime. The clear exception is a medical billing manager or supervisor, whose primary duty is managing staff and operations rather than processing claims; that role is frequently exempt, but it is a different and higher-paid job. Classify the biller role as non-exempt on the posting, track hours, and pay overtime, since misclassifying a non-exempt worker as exempt is a common and costly wage-and-hour mistake. This is general information, not legal advice; confirm with counsel, since state rules can be stricter than federal.
How much does a medical biller make?
Medical biller does not have its own federal occupation code; the Bureau of Labor Statistics splits the work between billing and posting clerks and medical records specialists. Medical records specialists, the closest published wage proxy, had a median annual wage of $50,250 in May 2024 (about $24.16 per hour), with the lowest 10 percent under $35,780 and the highest 10 percent over $80,950. Pay for medical billers specifically often runs hourly, commonly in the low-to-mid twenties per hour, with experienced, certified, or specialty billers earning more. Pay varies by experience, certification, region, employer type, and specialty. Because the role is non-exempt, overtime applies on top of base pay. Employment of medical records specialists is projected to grow about 7 percent from 2024 to 2034, much faster than average, with around 14,200 openings a year. Post a real range; the templates leave pay as a field, and national compensation surveys can help you set it for your market.
Can a medical biller work remotely?
Yes, and remote medical billing is common, since most of the work is done in software and over the phone. Eligibility checks, claim submission, payment posting, denials, and patient billing can all be done from home with the right systems access. The catch is that a remote biller still handles protected health information, so HIPAA safeguards have to extend to the home setup: a company-approved device, a VPN and encryption, a private workspace that others cannot see or overhear, secure handling of any printed documents, and a signed remote-work and PHI-handling agreement. Remote roles also benefit from clear productivity and accuracy metrics, since you are not supervising in person. The remote template on this page builds these PHI-safeguard requirements directly into the posting, so candidates understand the security expectations before they apply, and so you set the role up compliantly from the start.
What HIPAA training does a new medical biller need before starting?
A new medical biller needs HIPAA privacy and security training before they access patient data, because billing is a high-PHI-access role. HIPAA requires covered entities to train workforce members on privacy policies and to maintain a security-awareness program, and the practical compliance standard is to train new staff during onboarding and before issuing system credentials or granting access to protected health information, not weeks into the job. You also must document that the training occurred and retain that documentation, since regulators expect proof and have penalized practices that could not produce it. The sequence that keeps you safe is simple: train first, document the training, then grant least-privilege access to only the systems and data the biller needs. Building this into a repeatable onboarding checklist, rather than treating it as an afterthought, is what keeps a routine hire from turning into a compliance gap, especially at a small practice where the owner or office manager runs hiring.
Who does a medical biller report to in a small practice?
In a small or solo practice, a medical biller usually reports directly to the practice owner or the office manager, since there is no separate billing department or HR function. The biller is often the only person handling the revenue cycle, which makes the role broad: they may own everything from eligibility checks to claims to collections, and sometimes cross into coding or front-office tasks. In a larger group practice, the biller typically reports to a billing manager or office manager and works as part of a billing team with more defined workflows. The reporting line matters for the job description because it sets expectations about autonomy and scope: a solo-practice posting should signal that the biller works closely with the owner and owns the process, while a group posting should describe the team structure. The small and solo practice template on this page is written for exactly the owner-reporting, own-it-all version of the role.
