Ward Clerk Transcriber - Full-time / Part-time

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 Functions:

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

• Answers & appropriately routes internal & external telephone calls.

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

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

• Makes follow-up appointments for patients as necessary.

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

• Prepares discharge packets & other documents for patients.

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

• Updates the unit's white board.

• Maintains the Minimum Medical record.

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

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

• Coordinates discharge times, contacts family members w/ pending discharge times, assists & facilitates a timely discharge when the patient is ready.

• Initiates unit's downtime procedures when necessary.

• Communicates w/ other units/departments.

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

• May help to facilitate co-pay collections by communicating w/ 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 w/ 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). 10

• Will have to float to other departments as needed.

• Provide mgmt or hospital Bed Coordinator w/ 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, & behaviors.

• Leadership Upholds Kaiser Permanente's Policies & Procedures, Principles of Responsibilities & applicable state, federal & local laws.

• Demonstrates a professional, supportive attitude.

• Identifies & supports new ideas.

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

• Participates in problem identification & resolution.

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

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

• Complies w/ regulatory requirements, policies, procedures, & standards of practice.

• Documentation Accurately & promptly transcribes physician orders as evidenced by updated department forms & active orders w/ in specific time frame according to standard.

• Order transcription is legible, dated, & timed.

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

• Identifies & reports incomplete findings.

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

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

• Clinical Outcomes Applies standard precautions.

• Keeps a safe environment for self & others.

• Responds to stat requests. Utilizes computer systems & communication equipment effectively & 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, & transfers in a timely manner & before deadlines. Schedules tests & coordinates patient care activities in collaboration w/ the RN & other departments to assure timely & appropriate action. Coordinates hospitalization transfer & transportation. Prints & distributes diagnostic reports & notifies appropriate personnel of abnormal lab results. Transports patients, equipment, supplies, & specimens throughout the Medical center utilizing proper body mechanics. Participates in departmental process improvement activities, i.e., planning, measuring/monitoring, assessing, & improving. Demonstrates competencies during the probationary period & ongoing by completion of departmental competency validation. Customer Service Practices customer service standards as defined by the Service Area, Medical Center, & specific department. Assists members who are less than satisfied w/ their experience by listening & taking responsibility w/ in their scope to ensure that the issue is resolved. Assures that supplies are ordered & available for use. Provides general information & reception activities for patient/member/staff. Maintains telephone courtesy at all times including receiving, transferring calls, or taking messages. Organize & maintain department files, records, handbooks, manuals, & committee minutes. Collect, sort, & deliver mail; prepare outgoing mail. Maintain inventory of patient education materials. Anticipates the customer's desires & take proactive steps to meet those needs. Promptly answers call lights, alarms & patient requests. Establishes & maintains inter-intra departmental communications & relationships. Maintains & protects patient confidentiality. Assures a clean, orderly, & functional work environment. National Language Customer Service Consistently demonstrates the knowledge, skills, abilities, & behaviors necessary to provide superior & culturally sensitive service to each other Team Commitment Viewed by others to be an effective team member who is flexible, cooperative, & willing to assist others. Confronts difficult or conflict situations constructively & seeks appropriate assistance. Takes accountability for own actions & accepts constructive criticism. Attends all mandatory meetings & in-services, a minimum of 5 of staff meetings, & actively participates in other departmental professional development. (Requirement may vary for per diem staff). Participates w/ the assessment of current & future unit learning needs & development of annual educational plan. Keeps self-informed of activities on the unit & makes recommendation for change. Adheres to Regional Attendance Policy. Reports to assigned area promptly, being present & available for report at beginning of assigned shift. Minimizes personal phone call time. Supports a collaborative labor-mgmt partnership environment. Fiscal Responsibility Organizes work to minimize the use of overtime. Identifies & assists in systems improvement that needs simplification or correction. Utilizes payroll & non- payroll resources to their maximum potential.

Pay Grade: 14

Basic Qualifications: Education • Successful completion of medical terminology. • High school diploma or General Education Development (GED) required. Licenses, Certifications, Registrations • BLS Certification.

Additional Requirements: • Working knowledge of PC's and the ability to navigate in a Windows environment utilizing a mouse. • Basic knowledge of office equipment (fax machine, copy machine, scanner). • Ability to clearly speak, read, and write thoroughly. • Ability to learn policies and procedures. • Ability to learn software applications. • Ability to read and comprehend complex instructions, correspondence and medical record documents. • Ability to write correspondence in email. • Working knowledge of computer applications to include Windows. • Typing 30 wpm. Typing test must be current within one (1) year. Please contact Human Resources for testing.

• Communicates in a clear, concise manner appropriate to the developmental stage of the patient.

Notes:

• This is an on-call position; schedule/days and hours may vary.

• May work weekends.