Ward Clerk Transcriber

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.

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