Ward Clerk

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 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 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 unit's downtime procedures when necessary.
• Communicates with other units/departments.
• May support Environmental Services by entering data into the ADT system regarding the status of clean and dirty beds.
• May help 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.
• Provides management or hospital Bed Coordinator with updates on open beds.
• Performs other duties as assigned.

Compliance Accountability:

• Competencies: The Ward Clerk demonstrates proficiency by exhibiting the following skills, competencies, and behaviors.
• Leadership Upholds Kaiser Permanente's 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 that result in intended outcomes.
• Participates in problem identification and resolution.
• Demonstrates ability to problem-solve with other departments 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 according to standard.
• Order transcription is legible, dated, and timed.
• Assists in maintaining an accurate and up-to-date medical record.
• Maintains medical records in appropriate order and readily available.

Clinical Outcomes:

• Applies standard precautions.
• Keeps a safe environment for self and others.
• Responds to stat requests.
• Utilizes computer systems and communication equipment effectively.
• Assures availability of pertinent information, i.e., outpatient charts, other hospital records, etc.
• Transports patients, equipment, supplies, and specimens throughout the Medical center utilizing proper body mechanics.
• Participates in departmental process improvement activities.

Customer Service:

• Practices customer service standards as defined by the Service Area, Medical Center, and specific department.
• Assists members who are less than satisfied by listening and taking responsibility to ensure resolution.
• Maintains telephone courtesy at all times.
• Organizes and maintains department files, records, handbooks, manuals, and committee minutes.
• Maintains and protects patient confidentiality.
• Assures a clean, orderly, and functional work environment.

Basic Qualifications:

• Education: Successful completion of medical terminology. High School Diploma or GED required.

• License, Certification, Registration: SCAL GRANDFATHER US-BLS OR Basic Life Support.

Additional Requirements:

• Working knowledge of PCs and the ability to navigate in a Windows environment.
• Basic knowledge of office equipment.
• Ability to clearly speak, read, write and thoroughly understand English.
• Typing at 30 WPM.