Providence Veterans Jobs

Job Information

Providence Health & Services Unit Secretary (USA) in Torrance, California


Providence is calling a Unit Support Associate (USA) (Full-time/Day-shift) to Providence Little Company Of Mary Torrance Hospital in Torrance, CA.

Please upload a current resume reflecting all relevant experience.

Apply today! Applicants that meet qualifications will receive a text with additional questions from our MODERN HIRE system.

We are seeking a Unit Support Associate (USA) that will perform support functions on the patient care unit including admitting (quick admitting), record keeping, chart audit/management, order entry, log maintenance, and monitoring. Also perform as customer relations/"concierge", clerical systems facilitator and problem solver. Respond appropriately to patients and families with knowledge of age specific needs. This position also contribute to the team by processing necessary paperwork mandated by law/statute.

In this position you will have the following responsibilities:

  • Responsible for the on-going management of patient charts during admission

  • Insert forms into the appropriate patient charts according to established Uniform Chart Order; ensures that each form is addressographed/labeled with the correct patient name and medical record number

  • Review charts weekly to ensure free movement of forms; thins charts as appropriate. Maintains thinned charts on the unit until patient discharge/transfer

  • Follow appropriate quick admit procedure

  • Follow up on any signatures that were not obtained in Admitting or ER Registration

  • Notify the Care Management Department regarding requests for notary

  • Transferring unit collects current chart, old charts, thinned charts, and loose material, sends with patient

  • Receiving unit immediately update the chart locator in the hospital computer system for all old charts received from another unit

  • Receiving unit to follow-up on old charts not received from transferring unit

  • Retrieve and combines all thinned charts and loose material into the patient chart upon discharge

  • Break down patient chart and secures all records with correct patient face sheet on top

  • Locate any old charts and attaches with current discharge

  • Prepare all discharges no later than 8 am the day following discharge for pick-up by HIS personnel

  • Review outpatient file and retrieves previous outpatient OB visits; combines with current inpatient admission

  • Accurately prepare (wraps/optical scans) new chart folders for all newborns according to HIS department policies and procedures

  • Complete the Rollover Admission processing for all pre-registered patients prior to patients’ placement in the QMI fetal monitoring system

  • Complete “Quick” admit process for patients not pre-registered prior to patients prior to patients’ placement in the QMI fetal monitoring system

  • Complete ALL Newborn admission processes

  • Complete admission process for all NICU admissions that were delivered at LCMH including correct accommodation codes

  • Follow ICU MD order management flow chart procedures

  • Answer all phone calls promptly, identifying unit and self, and direct calls to designated RN or patient room. If inquiries are made on patients not in unit, attempt to locate via computer and transfer call to appropriate department

  • Answer Heart Express phone and directs call to RN, transfer to Charge RN then Floor RNs

  • Assign and log Data Critical beepers, Zettler nurse call beepers/locators, CCT portable phones and family/visitor beepers

  • Log patient information to Data Critical central monitor and Zettler central monitor according to patient assignments

  • Write all RN and CCT assignments on the boards and indicates break partners per Charge Nurse

  • Write and update USA office boards with patient information.

  • Enter all data for admissions, transfers and discharges in census book

  • Assemble patient chart/clipboards forms with every admissions

  • Keep bulletin boards current and organized

  • Complete concurrent chart review each shift

  • Make round several times during shift ensuring all printers have papers in them

  • Restock paper products and office supplies out in the sub-stations

  • Stamp new flow sheets, EKG mounts and place into RN clipboards

  • Print next days’ MARS and place into RN clipboards

  • Print list of a.m. labs, EKGs X-ray and check for accuracy

  • Print Diet list, check for accuracy and update PRN

  • Print IDK Kardex and place in front of nursing notes

  • Print HMO Senior census every shift

  • Collect preliminary reports from computer and give to RNs

  • Collect personal patient’s valuables

  • Discharge and transfer patients in computer system

  • Follows-up with PSDA/AHCD as needed

  • Check and/or place patient ID band

  • Perform order entry, result reporting (within limitations) and data entry in hospital information system and updates Kardex as appropriate

  • Enter physician's orders both regular and STAT

  • Obtain results on all diagnostic data and appropriately files or re-routes reports on any patient transferred or discharged within 1 hour

  • Order maintenance or repair of facilities and equipment as needed

  • Order and maintain appropriate levels of office supplies and care maps for the department

  • Work with Materials Management for smooth transition of ordering, delivering and verification of supplies

  • Use FAX copy machine and pneumatic tube system appropriately

  • Enter schedules in MediTechCharge posting

  • Maintaining log books/statistical data sheets

  • Assign phones, handhelds, nurse locators, family & staff pagers

  • Audit time cards

  • Transport supplies and equipment. Stock and maintain equipment and supplies in proper location

  • Recognize and report safety hazards. React appropriately in all safety-related codes

  • Maintain established departmental standards in performance improvement, safety, environmental and infection control

  • Complete appropriate sections of the Record of Death if requested

  • Recognize emergency medical situations. React appropriately in all codes

  • Assist inpatient and other lifting as required utilizing proper lifting techniques/equipment

  • Under direct supervision of a R.N., monitor heart rhythms of patients on cardiac monitoring: (as assigned)

  • Ensure proper monitoring of patients heart rhythms and documents the same in 24-hour nursing record

  • Verify interpretations of any changes in heart rhythm with assigned RN

  • Responsible for timely, accurate and concise documentation and order entry

  • Enter physician orders as directed. Sets up specific test/x-ray time and dialysis

  • Obtain results on diagnostic data, files appropriately

  • Communicate patient information and changes to RN

  • Enter requisitions

  • Troubleshoot the computer system and other related equipment

  • Demonstrate working knowledge of Hospital Information Systems.

  • Maintain confidentiality of all patient and hospital related information

  • Assist with D/C planning, ambulance pickup/transportation on weekends in the absence of D/C planner

  • Copy pertinent medical records prior to discharge of the patient. Refers all other requests for information to the Health Information Services Department

  • Review chart for documentation of History and Physical report within 24 hours of admission, or prior to surgery. Able to retrieve reports from Patient Care Inquiry (PCI) when necessary

  • Act as a team problem solver by being an active member of unit/staff meetings and other committeesHave knowledge of Tracer methodology

  • Understand and is responsible to perform within general scope of practice

  • Participate in and can articulate department and hospital performance improvement projects

  • Actively support the facility with regards to continuous compliance with all regulatory and performance improvement standards including, but not limited to JCAHO, Department of Health Services, CMS Core Measures, IHI initiatives, etc

  • Maintain current knowledge regarding JCAHO standards for this position

  • Commit to and actively participates in ongoing compliance.

  • Provide the best care and service to every person, every time (PHS Quality Vision)

  • Provide care that is safe, timely, effective, efficient, equitable and patient/family centered (PHS Quality definition)

  • Order and maintain supplies and office supplies

  • Enter charge posting data within 24 hours of service date

  • Maintain QMI/MediTech accuracy of patient information including correct accommodation codes for mom and babies prior to midnight

  • Ensure each chart has sufficient physician order sheets, progress note forms


Required qualifications for this position include:

  • Vocational training course such as medical assistant, unit secretary, medical records, billing, etc. or recent related experience in a healthcare setting

  • Basic medical terminology and abbreviations

  • Ability to develop and organize filing systems. Must be able to accurately alphabetize and numerically file

  • Requires the ability to perform basic arithmetic computations (add, subtract, multiply, divide)

  • Requires the ability to perform all physical requirements pertaining to delegated tasks

  • Requires ability to accurately and efficiently complete assigned tasks

  • Requires ability to organize and prioritize work to complete assignments in a timely manner

  • Ability to establish and maintain a courteous and cooperative (service-oriented) working relationship with patients, families and co-workers

Preferred qualifications for this position include:

  • H.S. Diploma or GED

  • Experience with computer entry and word processing

  • Recent experience in a healthcare setting including, but not limited to, either unit secretary, admitting, billing or a medical records clerical position

  • Recent, hospital-direct experience in an acute, sub-acute unit or skilled nursing facility

About the hospital you will serve.

Providence Little Company of Mary Medical Center Torrance is a 436-bed non-profit hospital that has served the greater South Bay communities of Los Angeles since 1960. We have a reputation for clinical excellence and sophisticated technology while providing care with a personal, healing touch. In addition to the finest general medical, surgical and critical care services, we offer a number of specialty programs including Cardiovascular Services, Women’s and Children’s Health, Oncology, and Emergency Care. We are proud to be named one of the Top 50 U.S. Hospitals for Heart Care by Thomson Reuters, the only community hospital in California to receive this honor. We were one of five hospitals in the United States recognized by American Hospital Association-McKesson for leadership and innovation in quality improvement. We received The Choice Award by AAHCP for Outstanding Customer Service Delivery, and were one of 24 hospitals and health systems in the nation to receive the Premier Award for Quality by the Premier healthcare alliance. As a member of Providence Health & Services, a Catholic-sponsored healthcare ministry, we believe strongly in respecting the dignity of each person, and give special concern to the most vulnerable members of our community.

We offer comprehensive, best-in-class benefits to our caregivers. For more information, visit

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Full-time

Shift: Day

Job Category: Administrative (Clinical)

Location: California-Torrance

Req ID: 321695