Ward Clerk Transcriber

KAISER; Anaheim (CA); On-site; USD 40,000 - 56,000; Full time

Job summary

Kaiser Permanente is seeking a Ward Clerk Transcriber to support nursing units in California. The role coordinates administrative activities, maintains medical records, and liaises with nurses, patients, and families to ensure timely discharges and accurate order transcription.

Responsibilities include ADT processing, call handling, unit supply management, and cross-training as needed. The position emphasizes accuracy, confidentiality, and effective teamwork across departments.

Qualifications

• Strong customer service orientation and professional communication.
• Ability to manage calls, prioritize tasks and route information accurately.
• Experience with electronic medical records and unit coordination.

Responsibilities

• Processes, transfers and discharges using the ADT system in the EMR.
• Answers and routes internal and external calls.
• Orders materials and supplies for the unit; collects equipment as needed.
• Answers call system and follows up with nurse, patient or family.
• Makes follow-up appointments for patients.
• Coordinates discharge times and transfers with the Discharge Coordinator.
• Prepares discharge packets and maintains unit equipment and whiteboard.
• Transcribes physician orders accurately and maintains medical records.
• Supports reception duties and provides information to patients, families and staff.
• May float to other departments and provide updates on bed availability.

Skills

Customer service

Communication skills

Telephone handling

Medical records

Computer proficiency

Organization

Team work

Confidentiality

ADT system

Tools

EMR system

Job description

Job Summary:

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:

• 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 and supplies for the unit. As needed, per Unit, collects equipment and medication.
• Answers call system; follows up with the nurse, patient and/or family as appropriate.
• Makes follow-up appointments for patients as necessary.
• In conjunction with Discharge Coordinator, organizes transfers to skilled nursing facilities, including printing relevant sections of the patient chart.
• Prepares discharge packets and other documents for patients.
• Maintains the units business equipment, including maintaining appropriately charged wireless carts. Arranges for special maintenance or repair of the units business equipment.
• Updates the units white board.
• Maintains the Minimum Medical record.
• Assists unit personnel in the use of the electronic medical record and other systems; may act as the unit resource for computer-related issues.
• Acts as greeter for the unit, greeting new patients and their families.
• Coordinates discharge times, contacts family members with pending discharge times, assists and facilitates a timely discharge when the patient is ready.
• Initiates units downtime procedures when necessary.
• Communicates with other units/departments.
• May support Environmental Services in the data entry into the ADT system the status of clean and dirty beds.
• May help to facilitate co-pay collections by communicating with the Admitting office when family members are present on the unit, relaying information to Admitting or to the patient/family, etc.
• In certain circumstances assists with other unit duties such as collecting meal trays, taking specimens (i.e. blood) to the lab, etc.
• Participates in hourly rounding to promote service excellence.
• May cross train as a receptionist: (ED only).
• Will have to float to other departments as needed.
• Provide mgmt or hospital Bed Coordinator with updates on open beds.
• Performs other duties as assigned.
• Supervisory Responsibilities:
• This job has no supervisory responsibilities.
• Compliance Accountability:
• Competencies: The Ward Clerk Transcriber demonstrates proficiency by exhibiting the following skills, competencies, and behaviors.
• Leadership Upholds Kaiser Permanentes Policies and Procedures, Principles of Responsibilities and applicable state, federal and local laws.
• Demonstrates a professional, supportive attitude.
• Identifies and supports new ideas.
• Utilizes effective communication strategies, including chain of command and issue escalation, which result in intended outcomes.
• Participates in problem identification and resolution.
• Demonstrates ability to problem solve with other departments in order to assist member resolution.
• Prioritizes work assignments appropriately to ensure completion of patient care activities and notifies Registered Nurse if unable to complete assignments.
• Complies with regulatory requirements, policies, procedures, and standards of practice.
• Documentation Accurately and promptly transcribes physician orders as evidenced by updated department forms and active orders within specific time frame according to standard.
• Order transcription is legible, dated, and timed.
• Assists in maintaining an accurate and up-to-date medical record.
• Identifies and reports incomplete findings.
• Maintains medical records in appropriate order and readily available, assembles and disassembles charts as needed.
• The Ward Clerk Transcriber demonstrates proficiency by exhibiting the following skills, competencies, and behaviors.
• Clinical Outcomes Applies standard precautions.
• Keeps a safe environment for self and others.
• Responds to stat requests.
• Utilizes computer systems and communication equipment effectively and efficiently.
• Assures availability of pertinent information, i.e., outpatient charts, other hospital records, etc.
• Call or fax prescriptions into pharmacy.
• Assures accurate census by inputting admission, discharge, and transfers in a timely manner and before deadlines.
• Schedules tests and coordinates patient care activities in collaboration with the RN and other departments to assure timely and appropriate action.
• Coordinates hospitalization transfer and transportation.
• Prints and distributes diagnostic reports and notifies appropriate personnel of abnormal lab results.
• Transports patients, equipment, supplies, and specimens throughout the Medical center utilizing proper body mechanics.
• Participates in departmental process improvement activities, i.e., planning, measuring/ monitoring, assessing, and improving.
• Demonstrates competencies during the probationary period and ongoing by completion of departmental competency validation.
• Customer Service Practices customer service standards as defined by the Service Area, Medical Center, and specific department.
• Assists members who are less than satisfied with their experience by listening and taking responsibility within their scope to ensure that the issue is resolved.
• Assures that supplies are ordered and available for use.
• Provides general information and reception activities for patient/member/staff.
• Maintains telephone courtesy at all times including receiving, transferring calls, or taking messages.
• Organize and maintain department files, records, handbooks, manuals, and committee minutes.
• Collect, sort, and deliver mail; prepare outgoing mail.
• Maintain inventory of patient education materials.
• Anticipates the customers desires and take proactive steps to meet those needs.
• Promptly answers call lights, alarms and patient requests.
• Establishes and maintains inter-intra departmental communications and relationships.
• Maintains and protects patient confidentiality.
• Assures a clean, orderly, and functional work environment.
• National Language:
• Customer Service – Consistently demonstrates the knowledge, skills, abilities, and behaviors necessary to provide superior and culturally sensitive service to each other.
• Team Commitment – Viewed by others to be an effective team member who is flexible, cooperative, and willing to assist others.
• Confronts difficult or conflict situations constructively and seeks appropriate assistance.
• Takes accountability for own actions and accepts constructive criticism.
• Attends all mandatory meetings and in-services, a minimum of 50% of staff meetings, and actively participates in other departmental professional development (Requirement may vary for per diem staff).
• Participates with the assessment of current and future unit learning needs and development of annual educational plan.
• Keeps self-informed of activities on the unit and makes recommendation for change.
• Adheres to Regional Attendance Policy.
• Reports to assigned area promptly, being present and available for report at beginning of assigned shift.
• Minimizes personal phone call time.
• Supports a collaborative labor-management partnership environment.
• Fiscal Responsibility Organizes work to minimize the use of overtime.
• Identifies and assists in systems improvement that needs simplification or correction.
• Utilizes payroll and non-payroll resources to their maximum potential.