Ward Clerk Transcriber Per Diem Night Shift at Kaiser Permanente Irvine, CA

null; Irvine (CA); On-site; USD 27,552 - 35,817; Part time

Job summary

Kaiser Permanente seeks a Ward Clerk Transcriber for the Per Diem Night Shift in Irvine, CA. You will support nursing unit administrative tasks, manage ADT-driven admissions/discharges, and assist with patient flow and documentation.

Responsibilities include transcribing orders, coordinating with the discharge team, greeting patients, and maintaining EMR accuracy. Night shifts run 11 PM–7 AM, with potential cross-training as a receptionist and department support.

Qualifications

• High School Diploma or GED required.
• Basic medical terminology knowledge recommended.
• BLS certification (US) required.
• Strong communication and clerical skills needed.

Responsibilities

• Transcribe orders accurately in the EMR and maintain updated records.
• Process admissions, discharges, and transfers using the ADT system.
• Answer and route internal and external calls.
• Coordinate discharge planning and patient transfers.
• Prepare discharge packets and maintain unit documentation.
• Greet patients and families and assist with unit operations.

Skills

Verbal communication

Typing 30 WPM

English proficiency

PC skills

Education

High School Diploma or GED

Tools

ADT system

EMR software

Windows OS

Job description

Ward Clerk Transcriber Per Diem Night Shift

Location: Irvine, CA

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, and collects equipment and medication as needed.
• 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 unit's business equipment, including appropriately charged wireless carts; arranges for special maintenance or repair.
• Updates the unit's 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, and facilitates a timely discharge when the patient is ready.
• Initiates unit downtime procedures when necessary.
• Communicates with other units/departments.
• May support Environmental Services in the data entry into the ADT system for status of clean and dirty beds.
• May help 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.
• Assists with other unit duties such as collecting meal trays, taking specimens (e.g., blood) to the lab, etc.
• Participates in hourly rounding to promote service excellence.
• May cross‑train as a receptionist (ED only).
• Will float to other departments as needed.
• Provides management or hospital Bed Coordinator with updates on open beds.
• Performs other duties as assigned.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Compliance Accountability

Ensures adherence to all applicable regulations, policies, procedures, and legal requirements.

Core Competencies

• Leadership—Upholds Kaiser Permanente policies, principles, and applicable laws.
• Professional, supportive attitude and communication with chain of command and issue escalation.
• Problem identification and resolution, including cross‑department assistance.
• Prioritizes work assignments appropriately and notifies RN if unable to complete assignments.
• Complies with regulatory requirements, policies, procedures, and standards of practice.

Documentation

• Accurately and promptly transcribes physician orders and maintains updated department forms and active orders.
• Order transcription is legible, dated, and timed.
• Assists in maintaining an accurate and up‑to‑date medical record; identifies and reports incomplete findings.
• Maintains records in appropriate order and availability.

Clinical Outcomes & Patient Care

• Applies standard precautions and ensures safe environment.
• Responds to stat requests.
• Utilizes computer systems and communication equipment efficiently.
• Assures availability of pertinent information (e.g., outpatient charts).
• Calls or faxes prescriptions into pharmacy.
• Assures accurate census by inputting admissions, discharges, and transfers timely.
• Schedules tests and coordinates patient care with RN and other departments.
• Coordinates hospitalization transfer and transportation.
• Prints and distributes diagnostic reports and notifies personnel of abnormal lab results.
• Transports patients, equipment, supplies, and specimens throughout the medical center.
• Participates in departmental process improvement activities.

Customer Service

• Practices customer‑service standards as defined by service area, medical center, and department.
• Assists members unsatisfied with their experience by listening and taking responsibility within scope to resolve issues.
• Ensures supplies are ordered and available for use.
• Provides general information and reception activities for patient/member/staff.
• Maintains telephone courtesy at all times.
• Organizes and maintains department files, records, handbooks, manuals, and minutes.
• Collects, sorts, and delivers mail; prepares outgoing mail.
• Maintains inventory of patient education materials.
• Anticipates customer desires and takes proactive steps.
• Promptly answers call lights, alarms, and patient requests.
• Establishes and maintains inter/intra departmental communications and relationships.
• Maintains and protects patient confidentiality.
• Assures clean, orderly, and functional work environment.

Team Commitment & Professional Development

• Consistently demonstrates knowledge, skills, and behaviors for superior, culturally sensitive service.
• Effective team member—flexible, cooperative, willing to assist others.
• Confronts difficult or conflict situations constructively and seeks assistance.
• Takes accountability for own actions and accepts constructive criticism.
• Attends mandatory meetings and in‑services (minimum 50% of staff meetings).
• Participates in assessment of current and future unit learning needs, and development of educational plan.
• Keeps self-informed of unit activities and recommends changes.
• Adheres to Regional Attendance Policy.
• Reports promptly to assigned area.
• Minimizes personal phone call time.
• Supports collaborative labor‑management partnership environment.

Fiscal Responsibility

• Organizes work to minimize overtime.
• Identifies and assists in systems improvement for simplification or correction.
• Utilizes payroll and non‑payroll resources to maximum potential.

Basic Qualifications

• High School Diploma or GED; successful completion of medical terminology.
• SCAL GRANDFATHER US‑BLS or Basic Life Support certification.

Additional Requirements

• Working knowledge of PCs and navigation in Windows environment.
• Basic knowledge of office equipment (fax, copy, scanner).
• Clear verbal, written, and comprehensive English proficiency.
• Ability to learn policies, procedures, and software applications.
• Reading comprehension of complex instructions, correspondence, and medical record documents in English.
• Writing electronic correspondence (email).
• Typing speed of at least 30 WPM.

Preferred Qualifications

N/A

Shift Details

• Night shift: 11PM–7AM (8hour backup shift).
• On‑call position; days and hours may vary.
• Medical terminology class provided.
• Current BLS certification required.

EEO Statement

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.