Administrative Support Specialist

2 weeks ago

Woodland Hills, California, United States Kaiser Permanente Full time

Position Overview:
The Administrative Support Specialist plays a crucial role in facilitating and managing the administrative functions within the nursing unit. This position may involve covering various units as per the Medical Center's guidelines.

Key Responsibilities:
1. Efficiently manages patient admissions, transfers, and discharges utilizing the Admit-Discharge-Transfer (ADT) system integrated within the electronic medical record, ensuring accurate event management.

2. Handles and directs internal and external phone communications appropriately.

3. Procures necessary materials and supplies for the unit and assists in collecting equipment and medications as required.

4. Responds to call systems, ensuring timely follow-up with nursing staff, patients, and their families.

5. Schedules follow-up appointments for patients as needed.

6. Collaborates with the Discharge Coordinator to organize patient transfers to skilled nursing facilities, including the preparation of relevant patient chart sections.

7. Assembles discharge packets and other necessary documentation for patients.

8. Maintains business equipment within the unit, ensuring wireless carts are charged and arranging for maintenance or repairs as needed.

9. Updates the unit's whiteboard with pertinent information.

10. Upholds the Minimum Medical Record standards.

11. Provides assistance to unit personnel in navigating the electronic medical record and related systems, serving as a resource for computer-related inquiries.

12. Acts as the welcoming face of the unit, greeting new patients and their families.

13. Coordinates discharge times, communicates with family members regarding pending discharges, and facilitates timely discharges when patients are ready.

14. Initiates downtime procedures for the unit when necessary.

15. Engages in communication with other units and departments as required.

16. May assist Environmental Services with data entry into the ADT system regarding bed statuses.

17. Supports co-pay collections by relaying information to the Admitting office when family members are present.

18. Occasionally assists with other unit duties, such as collecting meal trays or transporting specimens to the lab.

19. Participates in hourly rounding to enhance service excellence.

20. May receive cross-training as a receptionist in the Emergency Department.

21. Floats to other departments as necessary.

22. Provides updates to management or the hospital Bed Coordinator regarding open beds.

23. Performs additional duties as assigned.

Supervisory Role:
This position does not entail supervisory responsibilities.

Compliance and Accountability:

Core Competencies:
The Administrative Support Specialist exemplifies proficiency through the following skills and behaviors:

1. **Leadership:** Adheres to Kaiser Permanente's policies and procedures, principles of responsibility, and applicable laws.

2. **Professionalism:** Maintains a supportive and professional demeanor.

3. **Innovation:** Encourages and supports new ideas.

4. **Communication:** Utilizes effective communication strategies to achieve desired outcomes.

5. **Problem-Solving:** Engages in identifying and resolving issues collaboratively with other departments.

6. **Prioritization:** Appropriately prioritizes tasks to ensure completion of patient care activities and informs the Registered Nurse if unable to complete assignments.

7. **Regulatory Compliance:** Adheres to regulatory requirements, policies, and standards of practice.

8. **Documentation:** Accurately transcribes physician orders, ensuring timely updates to department forms and active orders.

9. **Record Maintenance:** Assists in maintaining accurate and organized medical records.

10. **Safety:** Applies standard precautions to maintain a safe environment for all.

11. **Customer Service:** Consistently practices customer service standards, addressing member concerns with care and responsibility.

12. **Organization:** Maintains orderly department files, records, and inventory of educational materials.

13. **Confidentiality:** Protects patient confidentiality and ensures a clean and functional work environment.

Qualifications:
Experience:
N/A.

Education:
Completion of medical terminology coursework is required.
High School Diploma or General Education Development (GED) is mandatory.

Certifications:
Basic Life Support (BLS) certification is required.

Additional Requirements:
1. Proficient in using PCs and navigating a Windows environment.

2. Familiarity with office equipment such as fax machines and scanners.

3. Strong command of English, both written and verbal.

4. Ability to comprehend and follow complex instructions and medical documentation.

5. Typing speed of at least 30 words per minute.

6. Ability to communicate clearly and effectively with patients of varying developmental stages.

Notes:
This is an on-call position with variable days and hours.

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