UCLA Health System
JOB DESCRIPTION/PERFORMANCE EVALUATION
ACP
Job Description
Performance Evaluation
Period Covered by this Performance Evaluation: _____________ TO ______________
Administrative Support Positions
Employee Name:
Department/Unit:
Supervisor Name:
Supervisor Title:
Current Title:
ADMINISTRATIVE CARE PARTNER
Approved Title (for reclassifications only):
Methods of Measurement Include the Following:
Direct Observation
Feedback from staff or patients
Current Title Code:
8887
Approved Title Code (for
reclassifications only):
AGES SERVED
Documentation
PI Reports
Neonates (< 30 days)
Infants (> 30 days and < 1 year)
Pediatrics (> = 1 year & < 13 years)
Adolescents (> = 13 years & 18 years)
Adults (> = 18 years to < 65 years)
Geriatrics (> = 65 years)
Not Applicable
Place an “X” if over 20% of work is exposed to one or more of the following conditions:
Confined area
Exposed to weather
Noise Exposure
Vibrations
Extreme temperatures
Atmospheric conditions
Potential allergenic/irritant conditions
Other (specify)
Please check all that apply (Competencies must be up-to-date at time of Performance Evaluation)
COMPETENCIES:
INITIAL:
RR UCLA Medical Center Dept. Specific Orientation
Job Specific
SUMMARY STATEMENT:
Major duties include customer relations, area coordination, order transcription, patient record maintenance, office/unit operations, automated data maintenance,
(verifying, recording, posting and filing informational materials via automated/manual systems), training of clerical staff, and performing other duties as required.
TYPE OF SUPERVISION RECEIVED:
Under the direction of the Unit Director/Clinical Nurse Manager and/or designee.
D - Does Not Meet Expectations
Page 1
D:\106758236.doc
M-
Meets Expectations
Revised 04/2013
Directions:
You have the option of checking the large boxes next to the headings or of checking the small boxes to indicate performance for each criteria
UCLA Health System
JOB DESCRIPTION/PERFORMANCE EVALUATION
ACP
Rating
D
M
Duties and Tasks
Comments
I. CUSTOMER RELATIONS
Demonstrate positive interpersonal skills and caring behaviors in working with
patients, significant others, and members of patient care team
1. Facilitate a calm, orderly, professional and quiet environment
2. Coordinate flows of communication between appropriate staff
3. Answer patient call lights in a courteous and timely manner, as appropriate
4. Respect customer/staff individuality
5. Consistently model exceptional interpersonal skills and caring behavior in
working with patients, significant others and members of patient care team
6. Distribute mail and other designated items to patients
7. Acknowledge presence and provides assistance to people approaching the
nurses’ station
II. AREA COORDINATION
Perform secretarial duties in a manner that enhances the daily operation of the
unit
1. Assist with directing flow of visitors to the unit
2. Track patient flow on and off unit, including boarders currently located on
other units
3. Notify appropriate personnel of admissions, discharges, and transfers in a
timely manner
4. Monitor and coordinate beeper and voice pagers relaying accurate
messages to appropriate people
5. Label charts, rooms, doors and other equipment according to standard unit
protocol
6. Assist in returning/forwarding x-ray films, belongings and other items as
appropriate
7. Assist physician and multi-disciplinary team members in obtaining necessary
paperwork, equipment, supplies; assist with other requests
D - Does Not Meet Expectations
Page 2
D:\106758236.doc
M-
Meets Expectations
Revised 04/2013
Directions:
You have the option of checking the large boxes next to the headings or of checking the small boxes to indicate performance for each criteria
UCLA Health System
JOB DESCRIPTION/PERFORMANCE EVALUATION
ACP
Rating
D
M
Duties and Tasks
Comments
8. Post current color-coded list of on-call house-officers (CHS only)
9. Post ECT schedule as directed (NPH only)
10. Obtain and post the admission and OR schedules for the day (CHS/Santa
Monica only)
11. Communicate with RN to ensure patients get their meals as appropriate;
make special arrangements for Wilson Pavillion Food Service for private
patients (CHS only)
12. Coordinate diagnostic tests procedures, consultations and appointments
accurately and notify patient and/or appropriate nurse
13. Communicate appropriate information to charge RN to facilitate work of unit
14. Use high-level problem solving skills, accessing needed resources to
facilitate work of unit
15. Establish PAR level and demonstrate cost effective utilization of clerical
supplies
16. Perform additional administrative support functions as requested by the Unit
Director/Clinical Nurse Manager
17. Pick up and deliver supplies as directed
III. PATIENT RECORD MAINTENANCE/ORDER
TRANSCRIPTION/AUTOMATED DATA MAINTENANCE
Maintain the medical records, transcribe orders, and utilize the computer in a
manner that facilitates patient care
1. Notify nursing staff of new, revised and STAT orders
2. Transcribe all physicians’ orders accurately, legibly, and in a timely manner
3. Prepare and forward necessary requisitions
4. Order equipment and supplies as needed
5. Assemble and complete admission/discharge/transfer/expiration packets
D - Does Not Meet Expectations
Page 3
D:\106758236.doc
M-
Meets Expectations
Revised 04/2013
Directions:
You have the option of checking the large boxes next to the headings or of checking the small boxes to indicate performance for each criteria
UCLA Health System
JOB DESCRIPTION/PERFORMANCE EVALUATION
ACP
Rating
D
M
Duties and Tasks
Comments
6. Ensure all patient records accompany patient at all times
7. Obtain previous inpatient and requested outpatient medical record on the
unit
8. File results of tests, procedures and other data. Thin charts as necessary
(hard and soft charts). Break down chart when patient is discharged
9. Audit chart when patient is discharged as appropriate
10. Maintain accurate census record, locator boards, and compile reconciliation
information
11. Check for Patient Registration Admission Packet and verify consistency with
information on plate. Enter patient profile and update as needed
12. Send copies of Advance Directives to admissions when presented at desk;
work with Admissions to reconcile AD issues as applicable
13. Notify Organ Procurement Organization of all deaths/imminent death within
two hours
14. Assist in obtaining completed death paperwork and sending it to Decedent
Affairs within 15 hours of death
IV. TRAINING
Demonstrate a willingness to assist other members of the team while
maintaining performance of individual duties
1. Assist in orienting new personnel
2. Participate in work-related continuing education and communication
activities
PROFESSIONAL AND INSTITUTIONAL STANDARDS (ACP SPECIFIC)
1. Maintain professional appearance and behavior
2. Observe institutional/unit standards and requirements regarding work
schedule commitments
3. Report to charge nurse/shift coordinator, giving destination when leaving unit
for any period of time
D - Does Not Meet Expectations
Page 4
D:\106758236.doc
M-
Meets Expectations
Revised 04/2013
Directions:
You have the option of checking the large boxes next to the headings or of checking the small boxes to indicate performance for each criteria
UCLA Health System
JOB DESCRIPTION/PERFORMANCE EVALUATION
ACP
Rating
D
M
Duties and Tasks
Comments
4. Give report to the oncoming personnel at shift’s end as directed
5. Adhere to Unit Interpersonal Standards as applicable
6. Adhere to department attendance standards including hours of work
7. Support that telephone and computer usage is for patient care business only
8. Seek and accept guidance from Unit Director/Clinical Nurse Manager or
appropriate person to accomplish job duties
9. Participate in work-related meetings and /or represent unit on task
forces/committees/projects as requested
10. Accept delegated duties from Unit Director/Clinical Nurse Manager and/or
appropriate personnel as requested
D - Does Not Meet Expectations
Page 5
D:\106758236.doc
M-
Meets Expectations
Revised 04/2013
Directions:
You have the option of checking the large boxes next to the headings or of checking the small boxes to indicate performance for each criteria
UCLA Health System
JOB DESCRIPTION/PERFORMANCE EVALUATION
ACP
Rating
D
M
Duties and Tasks
V.
Comments
UCLA C-I-CARE/Patient Experience Practices: MY COMMITMENT TO CARE
 Observe and practice all the Service Standards listed in the “World Class
Practices” (which I have read and signed)
o Practice C-I-CARE when interacting with patients, their families,
visitors, or internal customers
o Connect with the patient and family members by addressing them as
Mr./Ms., or by the name that they prefer
o Introduce yourself and your role
o Communicate what you are going to do, how long it is going to take,
and how it will impact the patient.
o Ask and anticipate patient and/or family needs, questions or
concerns
o Respond to patient and/or family questions and requests with
immediacy
o Exit courteously and/or with an explanation of what will come next
(or when you will be back to check on them)
o Practice C-I-CARE phone etiquette during all phone interactions
 Always exercise courtesy whenever patients, family members, visitors and
co-workers are present
o Respect privacy and dignity of our patients, family members, visitors
and co-workers
o Maintain professionalism in the presence of patients, their families,
visitors and co-workers
 Observe departmental Patient Experience plan, competencies and practices
o Act as a role model, verbally and behaviorally demonstrating skill,
enthusiasm, positive problem solving, commitment and loyalty to the
profession and the organization
o Participate in positive problem solving by providing suggestions and
possible solutions to identified concerns/problems in the work place
D - Does Not Meet Expectations
Page 6
D:\106758236.doc
M-
Meets Expectations
Revised 04/2013
Directions:
You have the option of checking the large boxes next to the headings or of checking the small boxes to indicate performance for each criteria
UCLA Health System
JOB DESCRIPTION/PERFORMANCE EVALUATION
ACP
Rating
D
M
Duties and Tasks


Comments
Comply with Health System Workplace Conduct Policy
o Engaging in disruptive behaviors that interfere with or prevent
normal work functions or compromise patient safety, including
passive or active behaviors will not be tolerated as stated in the HS
Workplace Conduct Policy
Comply with Health System Dress Code Policy and practices
VI. INSTITUTIONAL AND/OR PROFESSIONAL STANDARDS
 Comply with HIPAA and Confidentiality Policies and Procedures as they
apply to the job
 Comply with Department of Public Health (DPH), The Joint Commission and
other accreditation and regulatory agencies standards
 Adhere to all Hospital Policies and Procedures
 Knowledge and adherence to Infection Control and Environment of Care
Guidelines and Procedures as described in the annual education module
 Demonstrate adherence to the requirements for using the electronic medical
record
 Demonstrates understanding of institutional and department specific
emergency management procedures/responsibilities to maintain personal,
patient, and co-worker safety, maintains competencies in these areas, and
participates in disaster/emergency related exercises and education.
 Demonstrates understanding of institutional and department specific safe
patient handling procedures/responsibilities and maintain a level of
competency on the proper use of departmental lift equipment to ensure
personal, co-worker and patient safety
D - Does Not Meet Expectations
Page 7
D:\106758236.doc
M-
Meets Expectations
Revised 04/2013
Directions:
You have the option of checking the large boxes next to the headings or of checking the small boxes to indicate performance for each criteria
UCLA Health System
JOB DESCRIPTION/PERFORMANCE EVALUATION
ACP
Rating
D
M
Duties and Tasks
Comments
VII. PERFORMANCE IMPROVEMENT
 Adhere to current organizational Performance Improvement priorities
 Participate in quality studies through data collection and dashboard data
collection
 Make recommendations and take actions to improve structure, system or
outcomes
OTHER DUTIES
D - Does Not Meet Expectations
Page 8
D:\106758236.doc
M-
Meets Expectations
Revised 04/2013
Directions:
You have the option of checking the large boxes next to the headings or of checking the small boxes to indicate performance for each criteria
UCLA Health System
JOB DESCRIPTION/PERFORMANCE EVALUATION
ACP
Skills, Knowledge and Abilities
(Disregard this section for performance evaluations)
REQUIREMENTS:
List any equipment (machines, tools, office appliances or motor vehicles) required to do the job, with or without a reasonable
accommodation. Indicate whether use is seldom, occasional, frequent, or constant.
CPR:
See Nursing Policy/Procedure /Equipment manual
License:
Certifications:
High school diploma or GED
Degree: preferred
Experience:
Importance:
Required or Preferred
Skills, Knowledge and Abilities
1.
2.
3.
4.
5.
6.
7.
8.
High School Diploma/GED certificate
Knowledge of computer fundamentals
Ability to speak clearly and distinctly using appropriate English vocabulary and grammar
Ability to understand oral and written directives
Ability to read and write Standard English text
Ability to perform basic arithmetic computations (add, subtract, multiply, and divide)
Demonstrates an understanding of basic medical terminology and abbreviations
Ability to organize and prioritize work to complete assignments in a timely manner
D - Does Not Meet Expectations
Page 9
D:\106758236.doc
M-
Preferred
Required
Required
Required
Required
Required
Required
Required
Meets Expectations
Revised 04/2013
Directions:
You have the option of checking the large boxes next to the headings or of checking the small boxes to indicate performance for each criteria
UCLA Health System
JOB DESCRIPTION/PERFORMANCE EVALUATION
ACP
If overall rating is “Does Not Meet Expectations”, please complete Future Plans and Actions Section.
According to the Employee Performance Evaluation Policy, an overall rating of “Does Not Meet Expectations” requires an action plan and a follow-up
performance evaluation in either a three-month or six-month period depending on the time needed to demonstrate improved performance. Action plan
steps must be objective and measurable with a defined time frame. The date of the follow-up performance evaluation will reset the performance
evaluation due date.
Does Not Meet Expectations
Meets Expectations
Comments:
Future Plans and Actions:
Employee Comments:
Employee Signature
I have reviewed this Job Description and/or Performance Evaluation
Date
Evaluator Signature
Date
Department Head or Designee Signature
Date
D - Does Not Meet Expectations
Page 10
D:\106758236.doc
M-
Meets Expectations
Revised 04/2013
Directions:
You have the option of checking the large boxes next to the headings or of checking the small boxes to indicate performance for each criteria