Unit Secretary

Job Summary: Under direct supervision, 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:

1. Promotes, ensures and improves customer service to external/internal (physicians and staff both on and off the Unit) customers by demonstrating skills which are consistent with the organizations philosophy of providing extraordinary customer relations and quality service.
2. Processes, transfers and discharges using the Admit-Discharge- Transfer (ADT) system in the electronic medical record, including event management.
3. Answers and appropriately routes internal and external telephone calls.
4. Orders materials and supplies and collects equipment as needed for this Unit.
5. Answers call systems; follows up with the nurse, patient and/or family as appropriate.
6. Makes follow-up appointments for patients as necessary.
7. In conjunction with the Discharge Coordinator, organizes transfers to other nursing facilities, including printing relevant sections of the patients chart.
8. Prepares discharge packets and other documents for patients.
9. Coordinates discharge times, contacts family members with pending discharge times, assists and facilitates a timely discharge when the patient is ready.
10. Maintains/tracks the Units business equipment, including maintaining appropriately charges wireless carts. Arranges for special maintenance or repair of the Units business equipment.
11. Updates the Units census board.
12. Maintains the Minimum Medical Record.
13. Assists Unit personnel in the electronic medical record and other systems; may act as the Unit resource for computer-related issues.
14. Acts as the greeter for the Unit, greeting new patients and their families.
15. Initiates Unit downtime procedure when necessary.
16. Communicates with other Units/departments
17. May support Environmental Services in the data entry into the ADT system on bed status (clean or dirty)
18. Provide management or hospital bed coordinator with updates on open beds.
19. May help to facilitate co-pay collection by communicating with the Admitting Office when family members are present on the Unit, relaying information between family and the Admitting Office.
20. Participates in hourly rounding to promote service excellence
21. May prepare birth certificates and identification bands.
22. Floats to other departments as needed.
23. Perform other duties as assigned (see Unit specific activity lists.)

Basic Qualifications:

• One (1) year experience within the last three (3) years as a Unit Secretary or equivalent. Working knowledge of PCs and the ability to navigate in a Windows environmental utilizing a mouse. Ability to learn software applications. Basic knowledge of office equipment (fax, copy machine, scanner.)
• Ability to speak clearly, read, write and thoroughly understand English. Ability to read and comprehend complex instructions, correspondence and medical record documents in English. Ability to write correspondence in e-mail. Ability to learn policies and procedures. Ability to communicate in a clear, concise manner appropriate to the developmental stage of the patient. Ability to consistently demonstrate the knowledge, skills, abilities, and behavior, necessary to provide superior and culturally sensitive service to each other, members, customers, contracted providers and vendors.
• High School diploma or GED required.

• Medical Terminology Certification

Notes:

• This is a PT On-Call position. Schedule:

Wk1:Off:Wed,Sat Work: Sun,Tues,Fri On-Call Mon,Thurs

Wk2:Off:Sun,Fri Work:Tues,Thurs,Sat On-Call Mon,Wed

• Consistently supports compliance and the Principles of Responsibility (Kaiser Permanente's Code of Conduct) by maintaining the privacy and confidentiality of information, protecting the assets of the organization, acting with ethics and integrity, reporting non-compliance, and adhering to applicable federal, state, and local laws and regulations, accreditation, and licensure requirements (where applicable), and Kaiser Permanente's policies and procedures.

• Models and reinforces ethical behavior in self and others in accordance with the Principles of Responsibility, adheres to organizational policies and guidelines; supports compliance initiatives; maintains confidences; admits mistakes; conducts business with honesty, shows consistency in words and actions; follows through on commitments.

• Job duties with at least occasional or possible access to: (1) patients, the general public, or other employees; (2) confidential protected health information and other confidential KP information (including employee, proprietary, financial or trade secret information); (3) KP property and assets, for example, electronic assets, medical instruments, or devices; (4) controlled substances regulated by federal law or potentially subject to diversion.