Unit Secretary

About the Role

Under direct supervision, this position supports and coordinates the administrative activities of the nursing Unit. May be assigned to cover multiple Units per Medical Center protocol.

Responsibilities

• Promotes, ensures, and improves customer service to external/internal customers (physicians and staff both on and off the Unit) by demonstrating skills consistent with the organization’s philosophy of extraordinary customer relations and quality service.
• 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, supplies, and collects equipment as needed for the Unit.
• Answers call systems; follows up with the nurse, patient, and/or family as appropriate.
• Makes follow-up appointments for patients as necessary.
• Organizes transfers to other nursing facilities in conjunction with the Discharge Coordinator, including printing relevant sections of the patient’s chart.
• Prepares discharge packets and other documents for patients.
• Coordinates discharge times, contacts family members with pending discharge times, and facilitates timely discharges.
• Maintains and tracks the Unit’s business equipment, including charging wireless carts and arranging for maintenance or repairs.
• Updates the Unit’s census board.
• Maintains the Minimum Medical Record.
• Assists Unit personnel with the electronic medical record and other systems; may act as the Unit resource for computer-related issues.
• Acts as the greeter for the Unit, welcoming new patients and their families.
• Initiates Unit downtime procedures when necessary.
• Communicates with other Units/departments.
• Supports Environmental Services by entering bed status (clean or dirty) into the ADT system.
• Provides updates on open beds to management or the hospital bed coordinator.
• Facilitates co-pay collection by communicating between family members and the Admitting Office.
• Participates in hourly rounding to promote service excellence.
• May prepare birth certificates and identification bands.
• Floats to other departments as needed.
• Performs other duties as assigned, including Unit-specific activities.
• Adheres to applicable federal, state, and local laws, accreditation, and licensing requirements, as well as Kaiser Permanente’s policies and procedures.

Requirements

• One (1) year of experience within the last three (3) years as a Unit Secretary or equivalent.
• Working knowledge of PCs and ability to navigate a Windows environment using a mouse.
• Ability to learn software applications.
• Basic knowledge of office equipment (fax, copy machine, scanner).
• Ability to speak, read, write, and understand English clearly.
• Ability to read and comprehend complex instructions, correspondence, and medical record documents in English.
• Ability to write correspondence via email.
• Ability to learn policies and procedures.
• Ability to communicate clearly and concisely, appropriate to the developmental stage of the patient.
• Ability to consistently demonstrate knowledge, skills, and behaviors necessary to provide superior and culturally sensitive service.
• High School diploma or GED required.

Preferred Qualifications

• One year of relevant experience in an inpatient setting.
• Appointment-making qualifications.
• Medical Terminology Certification.

Schedule

This is a temporary position for approximately 6 months.

• Week 1: Work: Sun, Thu, Fri; On Call: Mon, Wed. Off: Tues, Sat.
• Week 2: Work: Mon, Thurs, Sat. On Call: Tues, Fri. Off: Sun, Wed.

Scheduled Weekly Hours: 20

Shift: Evening (Working Hours: 03:00 PM – 11:30 PM)

Pay

Pay Range: $26.50 - $29.23 per hour.