Unit Secretary

Kaiser Permanente; Fontana (CA); On-site; USD 42,000 - 65,000; Full time

Job summary

Talentify is seeking an administrative specialist to support a nursing unit under direct supervision. The role centers on coordinating patient flow, ADT processing, and delivering high-quality service to physicians and staff.

Responsibilities include answering calls, ordering supplies, coordinating discharges, updating census, and assisting with unit operations to ensure smooth daily workflows.

Qualifications

• Experience coordinating administrative activities in a medical unit.
• Ability to manage calls, requests, and routine communications with patients and staff.
• Familiarity with EMR systems and unit workflows is a plus.

Responsibilities

• Promotes outstanding customer service to physicians, staff, and families.
• Process admissions, transfers and discharges using the ADT system.
• Answer and route internal and external calls promptly.
• Order materials and supplies for the unit and track equipment.
• Coordinate discharge times and prepare discharge packets.
• Update unit census and maintain medical records per policy.
• Assist with unit downtime procedures and cross-department communication.
• Support bed coordination and data entry related to bed status.

Job description

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.)
• 24. , reporting noncompliance, and adhering to applicable federal, state and local laws and regulations, accreditation and licensing requirements (if applicable,) Kaiser Permanentes policies and procedures.