Job Summary:
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.Essential Responsibilities:
• 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.