This position is responsible for supporting and coordinating the administrative activities of the nursing unit. May be assigned to cover multiple units per Medical Center protocol.

• Processes, transfers and discharges using the Admit-Discharge-Transfer (ADT) system in the electronic medical record, including event management.


• Answers and appropriately routes internal and external telephone calls.


• Orders materials and supplies for the unit. As needed, per Unit, collects equipment and medication.


• Answers call system; follows up with the nurse, patient and/or family as appropriate.


• Makes follow-up appointments for patients as necessary.


• In conjunction with Discharge Coordinator, organizes transfers to skilled nursing facilities, including printing relevant sections of the patient chart.


• Prepares discharge packets and other documents for patients.


• Maintains the units business equipment, including maintaining appropriately charged wireless carts. Arranges for special maintenance or repair of the units business equipment.


• Updates the units white board.


• Maintains the Minimum Medical record.


• Assists unit personnel in the use of the electronic medical record and other systems; may act as the unit resource for computer-related issues.


• Acts as greeter for the unit, greeting new patients and their families.


• Coordinates discharge times, contacts family members with pending discharge times, assists and facilitates a timely discharge when the patient is ready.


• Initiates units downtime procedures when necessary.


• Communicates with other units/departments.


• May support Environmental Services in the data entry into the ADT system the status of clean and dirty beds.


• May help to facilitate co-pay collections by communicating with the Admitting office when family members are present on the unit, relaying information to Admitting or to the patient/family, etc.


• In certain circumstances assists with other unit duties such as collecting meal trays, taking specimens (i.e. blood) to the lab, etc.


• Participates in hourly rounding to promote service excellence.


• May cross train as a receptionist: (ED only).


• Will have to float to other departments as needed.


• Provide mgmt or hospital Bed Coordinator with updates on open beds.


• Performs other duties as assigned.


• Supervisory Responsibilities:


• This job has no supervisory responsibilities.


• Compliance Accountability:


• Competencies: The Ward Clerk Transcriber demonstrates proficiency by exhibiting the following skills, competencies, and behaviors.


• Leadership Upholds Kaiser Permanentes Policies and Procedures, Principles of Responsibilities and applicable state, federal and local laws.


• Demonstrates a professional, supportive attitude.


• Identifies and supports new ideas.


• Utilizes effective communication strategies, including chain of command and issue escalation, which result in intended outcomes.


• Participates in problem identification and resolution.


• Demonstrates ability to problem solve with other departments in order to assist member resolution.


• Prioritizes work assignments appropriately to ensure completion of patient care activities and notifies Registered Nurse if unable to complete assignments.


• Complies with regulatory requirements, policies, procedures, and standards of practice.


• Documentation Accurately and promptly transcribes physician orders as evidenced by updated department forms and active orders within specific time frame according to standard.


• Order transcription is legible, dated, and timed.


• Assists in maintaining an accurate and up-to-date medical record.


• Identifies and reports incomplete findings.


• Maintains medical records in appropriate order and readily available, assembles and disassembles charts as needed.


• The Ward Clerk Transcriber demonstrates proficiency by exhibiting the following skills, competencies, and behaviors.


• Clinical Outcomes Applies standard precautions.


• Keeps a safe environment for self and others.


• Responds to stat requests.


• Utilizes computer systems and communication equipment effectively and efficiently.


• Assures availability of pertinent information, i.e., outpatient charts, other hospital records, etc.


• Call or fax prescriptions into pharmacy.


• Assures accurate census by inputting admission, discharge, and transfers in a timely manner and before deadlines.


• Schedules tests and coordinates patient care activities in collaboration with the RN and other departments to assure timely and appropriate action.


• Coordinates hospitalization transfer and transportation.


• Prints and distributes diagnostic reports and notifies appropriate personnel of abnormal lab results.


• Transports patients, equipment, supplies, and specimens throughout the Medical center utilizing proper body mechanics.


• Participates in departmental process improvement activities, i.e., planning, measuring/ monitoring, assessing, and improving.


• Demonstrates competencies during the probationary period and ongoing by completion of departmental competency validation.


• Customer Service Practices customer service standards as defined by the Service Area, Medical Center, and specific department.


• Assists members who are less than satisfied with their experience by listening and taking responsibility within their scope to ensure that the issue is resolved.


• Assures that supplies are ordered and available for use.


• Provides general information and reception activities for patient/member/staff.


• Maintains telephone courtesy at all times including receiving, transferring calls, or taking messages.


• Organize and maintain department files, records, handbooks, manuals, and committee minutes.


• Collect, sort, and deliver mail; prepare outgoing mail.


• Maintain inventory of patient education materials.


• Anticipates the customers desires and take proactive steps to meet those needs.


• Promptly answers call lights, alarms and patient requests.


• Establishes and maintains inter-intra departmental communications and relationships.


• Maintains and protects patient confidentiality.


• Assures a clean, orderly, and functional work environment.


• National Language:


• Customer Service - Consistently demonstrates the knowledge, skills, abilities, and behaviors necessary to provide superior and culturally sensitive service to each other.


• Team Commitment - Viewed by others to be an effective team member who is flexible, cooperative, and willing to assist others.


• Confronts difficult or conflict situations constructively and seeks appropriate assistance.


• Takes accountability for own actions and accepts constructive criticism.


• Attends all mandatory meetings and in-services, a minimum of 50% of staff meetings, and actively participates in other departmental professional development (Requirement may vary for per diem staff).


• Participates with the assessment of current and future unit learning needs and development of annual educational plan.


• Keeps self-informed of activities on the unit and makes recommendation for change.


• Adheres to Regional Attendance Policy.


• Reports to assigned area promptly, being present and available for report at beginning of assigned shift.


• Minimizes personal phone call time.


• Supports a collaborative labor-management partnership environment.


• Fiscal Responsibility Organizes work to minimize the use of overtime.


• Identifies and assists in systems improvement that needs simplification or correction.


• Utilizes payroll and non-payroll resources to their maximum potential.