6 free templates by type: general, oncology, community health, clinical RN, remote, and small practice, with the HIPAA, OIG, and FLSA compliance guidance the generic templates skip. Download as DOCX.
A patient navigator helps patients get through the healthcare system, scheduling, insurance, referrals, resources, removing the barriers that keep people from care. It is a growing role, and an unusual one, because it splits cleanly into two very different jobs: a non-clinical navigator who focuses on access and coordination, and a clinical nurse navigator who is a registered nurse. They carry different pay, credentials, and overtime rules, and most generic templates blur them together.
This page separates them and adds the compliance layer that healthcare hiring actually requires. The six templates below cover a general non-clinical navigator, oncology, community health for an FQHC, a clinical RN navigator, a remote role, and a small-practice first hire, each with the HIPAA, OIG, and FLSA notes built in. For the fundamentals behind any posting, the guide to writing a job description is a useful companion.
TL;DR
A patient navigator helps patients move through care: appointments, insurance, referrals, and resources. The role splits into non-clinical (community health worker level, hourly, non-exempt, federal occupation 21-1094) and clinical RN (usually salaried and exempt). Non-clinical median pay is about $51,030 a year (May 2024). Hiring requires HIPAA training before patient-record access and an OIG exclusion check at hire and monthly. Since 2024, navigation is a billable Medicare service. Download six templates as DOCX, by type, with compliance built in.
What a Patient Navigator Does
A patient navigator helps patients access and move through healthcare by removing barriers: coordinating appointments and referrals, explaining insurance, connecting people to resources, and advocating for their needs. The work centers on access and coordination rather than direct clinical care, except in the clinical nurse navigator version.
The most relevant federal occupation for the non-clinical role is community health workers (SOC 21-1094), while a clinical nurse navigator falls under registered nurses. The role grew out of hospital programs but has spread to clinics, community organizations, and small practices, especially as navigation became a billable service.
Clinical vs Non-Clinical Navigator
This is the distinction that drives pay, credentials, and classification, so settle it before you post.
Factor
Non-clinical navigator
Clinical (RN) navigator
Focus
Access, coordination, advocacy
Clinical assessment plus navigation
Credential
CHW certification (where offered)
Active RN license
Education
High school diploma plus skills
Nursing degree and licensure
FLSA
Non-exempt, hourly
Usually exempt, salaried
Typical pay
Around the CHW median
Registered nurse pay
The practical takeaway: a non-clinical navigator and a nurse navigator are different hires at different pay levels, so name which one you need and use the matching template. Most small-practice and community hires are non-clinical.
Patient Navigator Duties and Responsibilities
Patient navigator duties cluster into four areas: navigation and access, coordination, education and advocacy, and records and compliance. The emphasis shifts by setting and by whether the role is clinical, but the categories hold.
Navigation and access
Guide patients through appointments and referrals
Help patients understand insurance and coverage
Remove barriers to timely care
Coordination
Schedule and coordinate appointments and follow-ups
Communicate with patients, families, and care teams
Connect patients with community resources
Education and advocacy
Provide health education and guidance
Advocate for patient needs and access
Support social determinants of health
Records and compliance
Maintain accurate, confidential records
Follow HIPAA and privacy requirements
Document services, including for billing where applicable
An oncology navigator concentrates on the cancer care continuum; a community health navigator on social determinants and benefits. For a structured way to scope the role before posting, the guide to defining job responsibilities walks through the process.
Which Template Should You Use?
Pick the template by setting and by whether the role is clinical. The core structure is the same across all six, and every one carries the HIPAA, OIG, and FLSA notes that healthcare hiring requires.
General Patient Navigator
Non-clinical baseline
The universal non-clinical version: appointments, insurance, referrals, and resources, paid hourly and non-exempt. Start here and adapt.
Oncology Patient Navigator
Cancer care
For a cancer practice: guiding patients across the care continuum, with the OPN-CG credential as a strong plus.
Community Health Navigator
FQHC, nonprofit
For an FQHC or community organization: social determinants, benefit enrollment, and billable navigation, with the OIG and CMS notes built in.
Clinical / Nurse Navigator
RN, exempt
For a registered nurse navigator who combines clinical assessment with navigation, usually exempt and salaried, distinct from the non-clinical roles.
Remote / Virtual Navigator
Telehealth
For a remote role supporting telehealth or remote monitoring by phone, video, and secure message, with state and privacy notes.
Small Practice / First Hire
No HR
The flagship small-practice version: a hands-on, patient-facing first hire with a built-in HIPAA and OIG compliance checklist for owners without HR.
Match the Setting and the Clinical Line
General access and coordination: General Patient Navigator. Cancer care: Oncology. An FQHC or community nonprofit: Community Health Navigator. A registered nurse navigator: Clinical / Nurse. Telehealth or remote monitoring: Remote / Virtual. A small practice hiring its first navigator: Small Practice. Decide clinical versus non-clinical first, since it sets pay and overtime.
Download all six as a single Word document or copy individual templates. Each follows the same structure: employer overview, position summary, key responsibilities, qualifications, a compliance note, and how to apply, with an EEO statement. Fill in the brackets and post.
Download All 6 Job Description Templates
General, oncology, community health, clinical RN, remote, and small practice patient navigator. All in one DOCX.
Template 1: General Patient Navigator (Non-Clinical)
The universal non-clinical version: appointments, insurance, referrals, and resources, paid hourly and non-exempt. Start here and adapt.
[Practice Name] is a [solo / small] medical practice with [number] employees and
no dedicated HR. We are hiring our [first] Patient Navigator to help patients and
keep care on track.
POSITION SUMMARY
You will be the person who helps our patients move through their care: scheduling,
insurance, referrals, and follow-up, while also supporting day-to-day practice
operations. This is a hands-on, patient-facing role for a small team.
KEY RESPONSIBILITIES
•Help patients schedule and prepare for appointments
•Guide patients through insurance, referrals, and paperwork
•Coordinate follow-up care and resources
•Communicate with patients, families, and providers
•Support front-office and practice workflow as needed
•Track patient needs and remove barriers to care
•Maintain confidential patient records
•Help the practice run smoothly day to day
REQUIRED QUALIFICATIONS
•High school diploma or equivalent
•Reliable, organized, and patient-focused
•Strong communication and multitasking skills
•Comfortable wearing several hats in a small practice
•HIPAA training (provided at hire if needed)
PREFERRED QUALIFICATIONS
•Prior medical-office or patient-facing experience
•CHW certification per your state
•Bilingual ability a plus
SMALL-PRACTICE COMPLIANCE CHECKLIST (read before posting)
A small practice has the same federal HIPAA and OIG obligations as a large health
system. Before the first day, plan to: provide HIPAA privacy training before any
access to patient information, run an OIG exclusion (LEIE) check at hire and
monthly if you bill Medicare or Medicaid, complete a background check, and classify
this non-clinical role as non-exempt and hourly. This is general information, not
legal advice.
COMPENSATION AND HOW TO APPLY
Compensation: $______ per hour [+ benefits]
To apply, send your resume to __ by _.
[Practice Name] is an equal opportunity employer.
HIPAA, OIG, FLSA, and Billing
This is the part the generic templates skip, and it is what healthcare hiring actually requires. Four things matter: HIPAA training, the OIG exclusion check, FLSA classification, and the billing rules that now make the role pay for itself.
HIPAA training applies to every practice, however small
Any healthcare employer that handles protected health information must train new staff on HIPAA privacy before they access patient records, and a small clinic, solo practice, or specialty office is subject to the same federal HIPAA training requirements as a large health system. The practical rule is to provide HIPAA training before granting access to the EHR or any patient information, typically within the first days of employment. Some states add their own timelines; Texas, for example, requires training within 90 days and every two years. For a navigator who works closely with patient records and families, this is foundational, not optional. This is general information, not legal advice.
OIG exclusion (LEIE) check is required, regardless of size
Any organization that bills Medicare or Medicaid must check the Office of Inspector General's List of Excluded Individuals and Entities before hiring and monthly afterward, regardless of the size of the organization. Hiring or keeping an excluded person can lead to significant penalties per claim. For a small practice or FQHC, this means screening a navigator candidate against the LEIE at hire and re-screening monthly, and keeping a log of those checks. Building this into onboarding from day one is far easier than reconstructing it during an audit. This is general information, not legal advice.
FLSA splits by clinical versus non-clinical
Classification depends on the role. A non-clinical patient navigator at the community health worker level is a support role that is non-exempt and paid hourly, with overtime for hours over 40 a week. A clinical nurse navigator who is a registered nurse paid on a salary basis generally meets the learned professional exemption, because the RN credential reflects advanced knowledge in a field of science, so that role is usually exempt and salaried. Do not classify a non-clinical navigator as exempt simply because the work feels professional; the title does not determine status. Confirm by the actual duties and salary. This is general information, not legal advice.
Navigation is now a billable service
Since 2024, Medicare has reimbursed Principal Illness Navigation services for the first time, which makes a navigator a potentially revenue-generating role rather than purely an overhead cost. FQHCs bill through the applicable code, and practices use the Principal Illness Navigation codes for eligible patients with a serious illness. To bill, auxiliary staff such as navigators must not be on the OIG exclusion list and must meet state requirements. There is no national certification mandate, though state rules and payer policies vary. This billing tailwind is a reason small practices are adding the role. Confirm current codes and rates with official CMS guidance. This is general information, not legal advice.
The OIG Check Is Not Optional, Even for a Small Practice
Any practice that bills Medicare or Medicaid must screen a navigator candidate against the OIG List of Excluded Individuals and Entities at hire and monthly afterward, regardless of size. Hiring or retaining an excluded person can trigger significant penalties per claim. Build the check and a monthly re-screening reminder into onboarding, and keep a log.
Keep the posting neutral and inclusive: the EEOC prohibits job advertisements that show a preference based on a protected characteristic. For the classification rules behind the clinical versus non-clinical split, the exempt versus non-exempt guide explains the learned professional test that applies to nurses.
Patient Navigator Pay
Pay depends most on whether the role is clinical or non-clinical, so benchmark to the specific type and your region.
Non-Clinical Median About $51,030 a Year (BLS)
The closest federal occupation for a non-clinical navigator, community health workers, had a median annual wage of $51,030 (about $24.54 an hour) as of the May 2024 data, with the lowest 10 percent under $37,930 and the highest 10 percent over $78,560 (U.S. Bureau of Labor Statistics). The occupation is projected to grow about 11 percent through 2034, much faster than average.
A clinical nurse navigator is paid as a registered nurse, whose median wage was $93,600 in May 2024, well above the non-clinical range. Setting and region also shift pay. Because the non-clinical role is non-exempt, plan for overtime in busy periods. For a posting, set an hourly rate for a non-clinical navigator or a salary for a clinical one, and include a good-faith range where pay transparency is required.
Hiring a Navigator for a Small Practice
Patient navigators are increasingly hired by small primary care and specialty practices, FQHCs, and community nonprofits, the kind of organizations that fall in the small-business range and rarely have a dedicated HR department.
Why Small Practices Are Adding Navigators
Two things make a navigator newly worthwhile for a small practice. First, since 2024 Medicare reimburses Principal Illness Navigation, so the role can be billable rather than pure overhead. Second, federally qualified health centers and community organizations increasingly rely on navigators to reach patients and address social barriers. For a small practice without HR, the owner runs the whole hire, which makes getting the HIPAA training, OIG check, and FLSA classification right from the start especially important, exactly what the small-practice template is built to do.
For a small practice, the priorities are scoping the role honestly, classifying a non-clinical navigator as non-exempt, and building the compliance steps into onboarding. The small-business hiring guide covers the broader process for an owner hiring without HR.
From Hiring to Onboarding
The job description is step one. Once a candidate accepts, the same role becomes the basis for the offer, the compliance steps, and a structured onboarding, which matters most for a small practice or FQHC hiring without HR. A repeatable process protects the practice and keeps it audit-ready.
Send the offer
Confirm the role, classification, and start date in writing, with the offer letter, a HIPAA confidentiality agreement, and background-check authorization signed by e-signature.
Train before access
Run HIPAA privacy training before the navigator touches the EHR or any patient information, and keep the signed acknowledgment.
Screen and verify
Run the OIG exclusion (LEIE) check at hire, verify any CHW or RN credential, and set a monthly re-screening reminder.
Store the records
Keep HIPAA training records, OIG screening logs, credentials, and the signed job description organized in one place.
Once your offer is ready, the offer letter template handles the terms, and an onboarding template gives the new navigator a structured start. FirstHR connects the offer, e-signatures, a HIPAA confidentiality agreement, training modules, and the onboarding workflow in one place, with document management for HIPAA training records, OIG screening logs, and credentials. FirstHR is an onboarding and HR platform, not a clinical, billing, or EHR system, and it does not run payroll or administer benefits, so connect those separately. Applicant tracking is coming soon to FirstHR.
Key Takeaways
A patient navigator helps patients access and move through care; the role splits into non-clinical and clinical RN versions.
A non-clinical navigator (community health worker level) is hourly and non-exempt; a clinical nurse navigator is usually salaried and exempt.
Non-clinical median pay is about $51,030 a year (May 2024); a clinical RN navigator is paid as a registered nurse, considerably higher.
HIPAA training is required before patient-record access, even at the smallest practice.
An OIG exclusion (LEIE) check is required at hire and monthly for any practice billing Medicare or Medicaid, regardless of size.
Since 2024, navigation is a billable Medicare service, which is driving small practices and FQHCs to add the role.
Frequently Asked Questions
What does a patient navigator do?
A patient navigator helps patients move through the healthcare system by removing barriers to care. Day to day, that means guiding patients through appointments and referrals, helping them understand insurance and coverage, connecting them with community and financial resources, coordinating follow-up care, and advocating for their needs. The role is largely about access and coordination rather than direct clinical treatment, although a clinical nurse navigator also applies clinical judgment. Navigators work in many settings, from small practices and community health centers to oncology clinics and telehealth programs. The most relevant federal occupation for the non-clinical version is community health workers (SOC 21-1094), while a clinical nurse navigator falls under registered nurses. The specific focus shifts by setting, which is why naming the type matters when you hire.
What is the difference between a clinical and non-clinical patient navigator?
This is the central distinction, and it changes the pay, the credentials, and the FLSA classification. A non-clinical patient navigator, often at the community health worker level, focuses on access and coordination: appointments, insurance, resources, and advocacy, without providing clinical care. This role typically requires a high school diploma plus strong people skills, is paid hourly, and is non-exempt. A clinical or nurse navigator is a registered nurse who combines clinical assessment and judgment with navigation, requires an RN license, and is usually exempt and salaried under the learned professional exemption. Both improve patient outcomes, but they are different hires at different pay levels. This page provides separate templates for the non-clinical versions and the clinical RN version so you can match the posting to the role you actually need.
Is a patient navigator exempt or non-exempt under the FLSA?
It depends on whether the role is clinical or non-clinical. A non-clinical patient navigator, at the community health worker level, is a support role that does not meet the learned professional exemption, so it is non-exempt, paid hourly, and owed overtime for hours over 40 in a week. A clinical nurse navigator who is a registered nurse paid on a salary basis generally does meet the learned professional exemption, because the RN credential reflects advanced knowledge in a field of science, so that role is usually exempt and salaried. The common mistake is classifying a non-clinical navigator as exempt because the work feels professional, but job titles do not determine exempt status. Classify the role by its actual duties and pay, and confirm any close call. This is general information, not legal advice.
What certifications does a patient navigator need?
There is no federal requirement that a patient navigator hold a certification, though credentials strengthen a candidate and some states and payers have their own rules. For a non-clinical navigator, a state Community Health Worker (CHW) certification is the most relevant, where the state offers one. For an oncology navigator, the Oncology Patient Navigator Certified Generalist (OPN-CG) credential, administered by the AONN+ Foundation for Learning, is a strong plus, and a nurse navigator may hold the ONN-CG. A clinical nurse navigator must hold an active RN license. Free training programs, such as the GW Cancer Center oncology navigation training, can satisfy payer expectations where training is needed. For most non-clinical hires, list certification as preferred rather than required, and verify any required state rules. This is general information, not legal advice.
How much does a patient navigator make?
Pay depends on whether the role is clinical or non-clinical. For a non-clinical navigator, the closest federal occupation, community health workers, had a median annual wage of $51,030 as of the May 2024 data, about $24.54 an hour, with the lowest 10 percent under $37,930 and the highest 10 percent over $78,560. That puts a non-clinical navigator in a similar range to other coordination roles. A clinical nurse navigator is paid as a registered nurse, whose median wage was $93,600 in May 2024, considerably higher. Setting and region also matter, and the role is growing: community health worker employment is projected to grow about 11 percent through 2034. For a posting, benchmark to the specific type, set an hourly rate for non-clinical or a salary for clinical, and include a good-faith range where required. This is general information, not legal advice.
Do small practices and FQHCs hire patient navigators?
Yes, and they are a core part of the market. While large hospitals and health systems employ navigators, so do small primary care and specialty practices, federally qualified health centers, and community health nonprofits, many of which fall in the small-business range and operate without a dedicated HR department. A recent and important driver is reimbursement: since 2024, Medicare has paid for Principal Illness Navigation services, which makes a navigator a potentially billable, revenue-generating role rather than pure overhead, and these codes are specifically useful to FQHCs and smaller practices. Community health worker employment is also growing quickly. So a small practice or FQHC hiring a navigator is exactly the situation the small-practice and community health templates on this page are built for. This is general information, not legal advice.
What compliance applies when hiring a patient navigator?
Three things matter, and they apply regardless of practice size. First, HIPAA: any practice that handles protected health information must train a new navigator on HIPAA privacy before granting access to patient records, and a small practice faces the same federal requirement as a large system. Second, the OIG exclusion check: any organization billing Medicare or Medicaid must screen candidates against the Office of Inspector General's List of Excluded Individuals and Entities at hire and monthly afterward, regardless of size, since hiring an excluded person can trigger penalties. Third, FLSA classification: a non-clinical navigator is non-exempt and hourly, while a clinical RN navigator is usually exempt. Build HIPAA training, the OIG check, a background check, and the correct classification into onboarding from day one. This is general information, not legal advice.
What should a patient navigator job description include?
A strong patient navigator job description first names the type, whether general non-clinical, oncology, community health, clinical RN, remote, or small-practice, so candidates self-select correctly. It then lists duties grouped into navigation and access, coordination, education and advocacy, and records and compliance, scaled to the role. It states the required education and any preferred certification (CHW, OPN-CG, or RN license for a clinical role), sets the FLSA classification (non-exempt for non-clinical, usually exempt for an RN navigator), and includes HIPAA confidentiality language. Critically, and unlike generic templates, it should reference the OIG exclusion check and, where relevant, the billable navigation codes. Close with the pay, a good-faith range where required, an equal opportunity statement, and clear application instructions. This is general information, not legal advice.
