Unit Secretary

Kaiser Permanente; Ontario (CA); On-site; USD 28,000 - 39,000; Part time

Job summary

Kaiser Permanente in Ontario, CA is seeking a Part-Time On-Call Unit Secretary to support nursing unit administrative tasks. Responsibilities include processing admissions/discharges, coordinating transfers, answering calls, managing supplies, and assisting with EMR systems and bed status updates.

The role emphasizes strong English communication, patient-facing service, and ability to float to other departments as needed. Prior unit secretary experience is preferred.

Qualifications

• One year experience as a Unit Secretary or equivalent.
• Ability to speak, read, write and understand English.
• High School diploma or GED is required.

Responsibilities

• Assist with admissions, transfers and discharges (ADT) in EMR system.
• Greet patients and families on the Unit.
• Answer and route internal/external calls; manage supplies and equipment.
• Coordinate discharge timing and bed status updates.

Skills

Unit Secretary

Windows environment

Office equipment

English proficiency

Education

High School diploma or GED

Tools

PCs

Microsoft Windows

Medical office equipment

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.

COMPANY: KAISER

TITLE: Unit Secretary

LOCATION: Ontario, California

REQNUMBER: 1442191

External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.