Under indirect supervision of a Registered Nurse, provides and performs a variety of clerical functions for the department including but not limited to: maintaining department files and records; coordinating the acquisition of charts and patient records; scheduling/re-scheduling and coordinating patient examinations, procedures and testing; performing the typical duties and responsibilities of a receptionist. Promotes the efficient operation of the department by arranging and coordinating the scheduling of patient care activities and maintaining supplies and equipment..

• Upholds Kaiser Permanentes Policies and Procedures, Principles of Responsibilities and applicable state, federal and local laws.
• Provides reception for assigned area. In conjunction with other departments, assists in the resolution of members problems.
• Files and records physician orders accurately and timely in accordance with departmental policies and procedures. Assists in maintaining accurate and up-to-date medical records and enters computerized medical data from patient charts. Completes and files patient processing forms.
• Calls or faxes prescriptions into pharmacy.
• Assures accurate census by inputting admission, discharge, and transfers in a timely manner. Schedules and re-schedules or cancels tests, procedures and examinations for patients.
• Coordinates the administrative aspects of hospitalization admission, transfer , discharge and transportation.
• May transport patients, equipment, supplies, and laboratory specimens.
• Prints and distributes diagnostic reports and notifies appropriate personnel of abnormal lab results.
• Organizes and maintains department files, records, handbooks, manuals, committee minutes and inventory of patient education files.
• Collects, sorts, and delivers mail; prepares outgoing mail.
• Promptly answers call lights, alarms and patient requests.

Pay Grade: 13

• Minimum one (1) year experience within the last three (3) years as a Ward Clerk or clerk in a hospital/medical office setting, and/or equivalent on-the-job-training.


• Per the National Agreement, current KP Coalition employees have this experience requirement waived.

• High school graduate or equivalent.

• N/A

• Typing 30 wpm or as required by facility.


• Communicates in a clear, concise manner appropriate to the developmental stage of the patient.


• Demonstrated ability to communicate in English - orally and in writing - with all medical center employees.


• Demonstrated ability to utilize Medical Terminology.

• Completion of a Ward Clerk training program.


• Some positions may be posted as bilingual Spanish in order to communicate with Spanish-speaking members.


• Possession of a current Basic Life Support (BLS) card.


• Bilingual (English/Spanish) preferred.

• This is an on-call position; days and hours may vary.