Unit Secretary

Kaiser Permanente; Ontario (CA); On-site; USD 19,000 - 29,000; Part time

Job summary

Kaiser Permanente in California is seeking a part-time Unit Secretary to support nursing units under supervision. You will coordinate administrative activities, manage ADT data, schedule appointments, and assist with discharge processes.

Strong communication, basic PC skills, and a high school diploma are required; Medical Terminology Certification preferred. This role provides essential patient flow support and coordination across units.

Qualifications

• One year experience as a Unit Secretary or equivalent.
• Proficient with Windows PCs and basic office equipment.
• Ability to read, write and understand English; communicate clearly.
• High School diploma or GED required.

Responsibilities

• Promotes customer service and coordinates administrative tasks for the unit.
• Processes admits, discharges and transfers using ADT system.
• Answers and routes internal and external calls.
• Orders materials and supplies and tracks equipment.
• Maintains unit census and basic record keeping.
• Assists with discharge planning and coordination.
• Supports unit staff with EMR and other systems.
• Floats to other departments as needed.

Skills

PC literacy

Windows navigation

Office equipment operation

Communication skills

Education

High School diploma or GED

Tools

AD–T/EMR systems

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.

Basic Qualifications:

Experience

• 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.

Education

• N/A

License, Certification, Registration

• Medical Terminology Certification

Additional Requirements

• N/A

Preferred Qualifications

• N/A

Notes:

• This is a Part-Time On-call position.