Customer Service Coordinator

The salary range for this position is $20.83 - $28.12 (Hourly Rate) Placement within the salary range is dependent on several factors such as relevant work experience and internal equity. For positions represented by a labor union, placement within the salary range is guided by the rules outlined in the collective bargaining agreement. We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Please visit our Benefits section located at jobs.nm.org/benefits to learn more. Northwestern Medicine is powered by a community of colleagues who are purpose-driven and committed to our mission to deliver world-class care. Here, you'll work alongside some of the best clinical talent in the nation leading the way in medical innovation and breakthrough research with Northwestern University Feinberg School of Medicine. We recognize where you've been, and we support where you're headed. We celebrate diverse perspectives and experiences, which fuel our commitment to equity and culture of service. Grow your career with comprehensive training and development opportunities, mentorship programs, educational support and student loan repayment. Create the life you envision for yourself with flexible work options, a Reimbursable Well-Being Fund and a Total Rewards package that support your physical, mental, emotional, and financial well-being. Make a difference through volunteer opportunities we offer in local communities and drive inclusive change through our workforce-led resource groups. From discovery to delivery, come help us shape the future of medicine. Benefits: • $10,000 Tuition Reimbursement per year ($5,700 part-time) • $10,000 Student Loan Repayment ($5,000 part-time) • $1,000 Professional Development per year ($500 part-time) • $250 Wellbeing Fund per year ($125 for part-time) • Matching 401(k) • Excellent medical, dental and vision coverage • Life insurance • Annual Employee Salary Increase and Incentive Bonus • Paid time off and Holiday pay Description TheCustomer Service Coordinatorreflects the mission, vision, and values of Northwestern Medicine Health Care, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines and all other regulatory and accreditation standards. Provides patient activity coordination, patient flow direction and problem solving. Acts as a patient advocate and serves as a liaison between the assigned department and other hospital departments. Typical duties may include monitoring of daily operations, appointment coordination, organization of paperwork, computerized order entry, telephone triage and coordination of patient encounter information. Responsibilities: • Greets and establishes positive first impressions with department patients, establishing a role as patient advocate, in accordance with Patient’s First service standards. • Interacts with various hospital departments and physician’s offices to effectively direct patients in a patient/customer friendly manner. • Politely and promptly answers and appropriately triages department telephone calls. • May enter laboratory and diagnostic testing orders on computer systems. • Schedules patients for physician and hospital encounters using the Epic scheduling system. • Correctly identifies and collects patient demographic information in accordance with hospital standards. • Coordinates patient referrals, insurance referrals and consultations. • Maintains department medical record systems. • Distributes department correspondence. • Encourages teamwork through interdepartmental communication. • Identifies potential problems and notify the manager. • Organizes paperwork for patients by gathering the necessary materials and monitoring progress. • Provides administrative support to clinical staff • Performs other duties as assigned. • Schedule and Physical Requirements • Full-time position, Monday through Friday, 6:00 AM to 2:30 PM. • Requires frequent walking across long distances within the Feinberg Pavilion to escort patients from the lobby to the cardiac procedure preparation area. • Communication and Coordination • Maintains ongoing communication with the clinical coordinator and charge nurse using Microsoft Teams and Microsoft Office tools. • Coordinates patient flow and room assignments in real time throughout the day. • Provides patients with basic instructions based on their scheduled procedure (e.g., changing into a gown and preparing for the prep nurse). • Serves as the first point of contact for patients, setting a welcoming and professional tone for their visit. • De-escalates patient concerns related to extended wait times due to emergencies or other delays. • Proactively collaborates with the clinical coordinator to identify anomalies in the procedural schedule. • Notifies patients of anticipated delays to improve transparency and reduce anxiety. • Epic and Procedural Awareness • Uses Epic minimally to monitor the procedural board and anticipate daily workflow. • Understands the nature of cardiac procedures to provide patients with accurate wait time estimates and emotional reassurance. • Excluded Responsibilities • This role does not include tasks related to insurance prior authorization, scheduling activities, referrals, consultations, maintenance of medical records, entering lab or diagnostic testing orders, or coding. • Administrative and Downtime Duties • Scans medical records into patient charts as part of daily responsibilities during downtime. • Verifies patient contact information and ensures family members receive timely text updates. • Assists with patient discharge and transport logistics. • Acts as an information resource for patients, families, and vendors. • Maintains a clean, organized, and presentable work environment at all times. • Ensures patient-facing areas are tidy and welcoming to support a positive first impression. Qualifications Required: • High school diploma • Minimum of one year experience in customer service or patient relations • Excellent interpersonal verbal communication skills Preferred: • Degree or additional training in business, communication or healthcare • Computer data-entry/typing experience • Experience in a healthcare setting. • Experience with automated patient scheduling, specifically Epic-based platforms. • Bilingual language skills • Excellent problem-solving skills Equal Opportunity Northwestern Medicine is an affirmative action/equal opportunity employer and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status. If we offer you a job, we will perform a background check that includes a review of any criminal convictions. A conviction does not disqualify you from employment at Northwestern Medicine. We consider this on a case-by-case basis and follow all state and federal guidelines. Benefits We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Please visit our Benefits section to learn more.