Data Entry & Payment Posting Supervisor

California Medical Business Services; Arcadia (CA); On-site; USD 39,000 - 41,000; Full time

Benefits offered by this job

Generous PTO and 7 paid holidays

Medical, Dental, and Vision insurance

Flexible Spending Accounts

401(k) Plan

Short Term Disability Insurance

Company paid Long Term Disability &amp

Life Insurance

Sponsored Company Events

Job summary

California Medical Business Services seeks a Data Entry & Payment Posting Supervisor for our Arcadia, CA office. The role manages charge entry and payment posting for multiple practices and leads a Data Entry team in a fast-paced, high-volume billing environment.

You will supervise staff, monitor workflows, and ensure timely processing of charges and payments while maintaining strict compliance with policies and client requirements.

Qualifications

• High school diploma or GED required.
• Minimum of five years of medical billing or healthcare revenue cycle experience.
• Prior supervisory or lead experience preferred.
• Experience working in a high-volume office or revenue cycle environment.
• Proficiency with Windows-based applications and the ability to learn complex billing and practice-management systems.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Typing speed of at least 40 words per minute.
• Proficient 10-key and basic mathematical skills.

Responsibilities

• Supervise and coordinate the daily workflow of the Data Entry team.
• Monitor staff productivity, quality, attendance, and completion of assigned responsibilities.
• Manage department staffing needs, workload distribution, and coverage.
• Train and onboard new employees and monitor progress through the introductory and training period.
• Coach and develop staff, including cross-training and expansion of job responsibilities.
• Ensure compliance with company policies, including attendance, meal and rest periods, dress code, cell phone use, safety, security, and other workplace requirements.
• Participate in employee performance evaluations, coaching, and corrective action in collaboration with the Revenue Cycle Director and Human Resources, as appropriate.
• Identify front-end issues that may prevent clean claim submission and recommend workflow, system, or process improvements.
• Monitor charge-entry workflows and ensure exceptions, anonymous charges, lookup queues, and other unresolved items are completed within established turnaround standards.
• Ensure all charges are processed and billed within seven days unless otherwise directed by client-specific requirements.
• Monitor coding files to ensure timely daily transmission, receipt, and processing for all applicable clients.
• Monitor client charge and demographic files to ensure expected daily files are received and promptly address missing or delayed files.
• Monitor outsourced staff and vendors to ensure assigned duties are completed accurately and within required turnaround times.
• Monitor payment-posting workflows to ensure payments and deposits are processed timely and accurately.
• Monitor daily deposits for all clients and escalate discrepancies or delays.
• Print refund checks for assigned practices in accordance with approved refund processes.
• Ensure check images or physical checks are retained and destroyed in accordance with company policy and applicable retention requirements.
• Develop departmental goals, productivity standards, and quality expectations.
• Monitor key performance indicators and identify opportunities to improve efficiency, accuracy, and turnaround time.
• Maintain a professional, respectful, and collaborative work environment consistent with company values.
• Provide hands-on support to Data Entry staff when workload or operational needs require.
• Communicate significant workflow, staffing, client, or system issues to the Revenue Cycle Director in a timely manner.
• Address employee concerns and interpersonal conflicts promptly, professionally, and impartially; facilitate appropriate conflict resolution and elevate matters to the Revenue Cycle Director or Human Resources when necessary.
• Coach staff on professional communication, collaboration, and respectful workplace expectations.
• Help resolve workflow or communication disputes that interfere with team productivity or performance.
• Perform other duties as assigned.

Skills

Data entry supervision

Medical billing

Payment posting

Staff supervision

Windows proficiency

Excel

Outlook

Typing 40 wpm

10-key

Basic math

Education

High school diploma or GED

Tools

Excel

Outlook

Windows-based applications

Job description

Position:Data Entry & Payment Posting Supervisor

Location: Arcadia, CA

Job Id:124

# of Openings:0

Great billing starts with great data. If you’re a hands‑on supervisor who understands charge entry, payment posting, and the importance of getting the details right, we want to hear from you.

We have an excellent opportunity available now as a Data Entry and Payment Posting Supervisor!

Huntington‑Hill Imaging Center (California Medical Business Services is dedicated to improving medical practices through the use of innovative technologies, strategic partnerships, and years of industry experience. Our efforts are directed toward providing quality patient care in the Radiology field. Our team consists of Board Certified Radiologists, Medical Administrators, Technologists, Billing and Scheduling staff, and Patient Support staff.

This full‑timeData Entry and Payment Posting Supervisorposition will be 40 hours/week, and is located at our business office in Arcadia, CA. This position is an onsite position. Occasional weekend work may be required for special projects

Pay Range: $28/hour-$30/hour

In this vital role you will be responsible for overseeing the accurate and timely completion of data entry functions, including charge entry and payment posting for all assigned practices. This position supervises departmental staff, monitors daily workflow, ensures receipt and processing of charge and payment files, and supports clean‑claim submission through effective front‑end controls and issue resolution.

What You Will Do:

• Supervise and coordinate the daily workflow of the Data Entry team.
• Monitor staff productivity, quality, attendance, and completion of assigned responsibilities.
• Manage department staffing needs, workload distribution, and coverage.
• Train and onboard new employees and monitor progress through the introductory and training period.
• Coach and develop staff, including cross‑training and expansion of job responsibilities.
• Ensure compliance with company policies, including attendance, meal and rest periods, dress code, cell phone use, safety, security, and other workplace requirements.
• Participate in employee performance evaluations, coaching, and corrective action in collaboration with the Revenue Cycle Director and Human Resources, as appropriate.
• Identify front‑end issues that may prevent clean claim submission and recommend workflow, system, or process improvements.
• Monitor charge‑entry workflows and ensure exceptions, anonymous charges, lookup queues, and other unresolved items are completed within established turnaround standards.
• Ensure all charges are processed and billed within seven days unless otherwise directed by client‑specific requirements.
• Monitor coding files to ensure timely daily transmission, receipt, and processing for all applicable clients.
• Monitor client charge and demographic files to ensure expected daily files are received and promptly address missing or delayed files.
• Monitor outsourced staff and vendors to ensure assigned duties are completed accurately and within required turnaround times.
• Monitor payment‑posting workflows to ensure payments and deposits are processed timely and accurately.
• Monitor daily deposits for all clients and escalate discrepancies or delays.
• Print refund checks for assigned practices in accordance with approved refund processes.
• Ensure check images or physical checks are retained and destroyed in accordance with company policy and applicable retention requirements.
• Develop departmental goals, productivity standards, and quality expectations.
• Monitor key performance indicators and identify opportunities to improve efficiency, accuracy, and turnaround time.
• Maintain a professional, respectful, and collaborative work environment consistent with company values.
• Provide hands‑on support to Data Entry staff when workload or operational needs require.
• Communicate significant workflow, staffing, client, or system issues to the Revenue Cycle Director in a timely manner.
• Address employee concerns and interpersonal conflicts promptly, professionally, and impartially; facilitate appropriate conflict resolution and elevate matters to the Revenue Cycle Director or Human Resources when necessary.
• Coach staff on professional communication, collaboration, and respectful workplace expectations.
• Help resolve workflow or communication disputes that interfere with team productivity or performance.
• Perform other duties as assigned.

What You Will Bring:

• High school diploma or GED required.
• Minimum of five years of medical billing or healthcare revenue cycle experience.
• Prior supervisory or lead experience preferred.
• Experience working in a high‑volume office or revenue cycle environment.
• Proficiency with Windows‑based applications and the ability to learn complex billing and practice‑management systems.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Typing speed of at least 40 words per minute.
• Proficient 10‑key and basic mathematical skills.

Knowledge, Skills, Abilities:

• Strong understanding of healthcare billing, claims, payment posting, and insurance processes.
• Working knowledge of CPT, HCPCS, ICD‑10, modifiers, and basic claim‑editing concepts.
• Understanding of clean‑claim requirements and common front‑end billing errors.
• Ability to manage multiple priorities in a high‑volume environment.
• Strong organizational, analytical, and problem‑solving skills.
• Ability to monitor productivity and performance using objective metrics.
• Ability to delegate work effectively and hold team members accountable for deadlines and quality standards.
• Ability to coach, motivate, and supervise staff fairly and consistently.
• Strong written and verbal communication skills.
• High level of attention to detail and commitment to accurate, high‑quality work.
• Ability to identify workflow inefficiencies and recommend practical solutions.
• Ability to exercise sound judgment and escalate issues appropriately.
• Professional, dependable, and solution‑oriented approach to work.
• Strong conflict‑resolution and interpersonal skills, including the ability to address difficult conversations calmly, objectively, and professionally.
• Ability to provide constructive feedback, de‑escalate workplace concerns, and facilitate resolution between team members.
• Ability to maintain neutrality, exercise sound judgment, and appropriately elevate employee‑relations concerns.

Job-Related Compliance Considerations (Fair Chance Hiring):

• Access to sensitive healthcare and business systems, including electronic health records (EHR), billing platforms, and operational databases.
• Handling of data containing protected health information (PHI) and other confidential or proprietary information.
• Responsibility for maintaining data security, system integrity, and compliance with healthcare privacy standards (e.g., HIPAA).
• Collaboration with cross‑functional teams, including clinical, billing, and administrative departments, requiring appropriate handling of sensitive operational information.

In accordance with the California Fair Chance Act and applicable local ordinances, CMBS will consider qualified applicants with criminal histories in a manner consistent with applicable law. A background check may be conducted only after a conditional offer of employment has been made.

If a background check is conducted, any employment decision based on criminal history will be made following an individualized assessment that considers:

• The nature and gravity of the offense
• The time that has passed since the offense and completion of the sentence
• The nature of the job duties

Applicants will be provided with notice of any potentially disqualifying information and an opportunity to respond, in accordance with applicable law. These considerations are intended to describe the responsibilities of the role and do not create any automatic disqualification criteria.

What Your Work Environment Will Be Like:

Work is performed primarily in a standard office environment with minimal public contact and frequent interruptions. The position requires prolonged periods of sitting and working at a computer, including repetitive hand and wrist movements associated with keyboarding and operating standard office equipment. The employee must be able to communicate effectively in person, by telephone, and through electronic communication.

The position may require occasional standing, lifting, and carrying of items of moderate weight. Must have the ability to see and hear within normal ranges, with or without reasonable accommodation, and to view computer screens for extended periods.

Why You’ll Love CMBS:

We offer a supportive environment with opportunities to expand your knowledge, a competitive salary and benefits package which includes:

• Generous Paid Time Off (PTO) and 7 Paid Holidays
• Medical,Dental, and Vision insurance
• Flexible Spending Accounts
• 401(k) Plan
• Short Term Disability Insurance
• Company paid Long Term Disability & Life Insurance
• Sponsored Company Events, and much more!

Who We Are:

CMBS has been in business for more than 30 years (and counting), helping job seekers just like you find great opportunities in the healthcare industry. But CMBS isn't your average company. Our goal is to provide a working environment where our employees may gain knowledge, experience and recognition for their work. We believe our people are our most valuable asset.

Whether it's our monthly celebrations, social events, or employee appreciation events, you'll quickly find out why CMBS is a great place to work!

CMBS is an Equal Opportunity Employer. We bring unique talents together to build something special. That's why we welcome and encourage diversity in the workplace regardless of race, gender, religion, age, sexual orientation, gender identity, disability or veteran status.

Our goal is to be a diverse workforce that is representative of our clients and communities. We strongly encourage women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, people of all ages, and veterans to apply. We are committed to building a team that is inclusive of a variety of backgrounds and perspectives.