Access Team Lead

Northwesternmedicine; Winfield (IL); On-site; USD 70,000 - 105,000; Full time

Job summary

Northwestern Medicine seeks an Access Team Lead to drive patient access excellence, coordinating scheduling, billing coordination, and patient communication with a focus on confidentiality and service quality.

You will lead and train staff, collaborate with multiple departments, and ensure processes run smoothly using Epic and registration systems. This role emphasizes proactive problem solving, data accuracy, and patient-centered care.

Qualifications

• Must excel in customer service and protect patient confidentiality under HIPAA.
• Strong communication and collaboration across departments are essential.
• Experience leading teams and training staff in a healthcare access setting is preferred.

Responsibilities

• Provide exceptional patient service and set a positive example for the team.
• Schedule and direct patients through NMHC systems with a customer-focused approach.
• Support pre-authorization and insurance coordination to facilitate services.
• Train and mentor staff; participate in quality assurance and process improvements.
• Manage schedules and ensure timely completion of tasks; escalate issues as needed.

Skills

Customer service

HIPAA compliance

Communication

Team leadership

Training

Tools

Epic

Registration system

Job description

The Access Team Lead reflects the mission, vision, and values of NM, 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.

Responsibilities:

Standards of Performance - Northwestern Medicine Values, Patient Satisfaction, and Service Excellence:

Consistently practices Patients First philosophy and adheres to high standards of customer service. This includes setting an example to peers, coworkers, etc. by fostering a team atmosphere. Responds to questions and concerns. Forwards, directs and notifies Team Lead or Operations Coordinator of extraordinary issues as necessary. Maintains patient confidentiality per HIPAA regulations.

Specific Responsibilities:

Provides exceptional customer service to consumers which establish a positive first impression of Northwestern Medicine. Exceed all consumer requests and alert management of issues or concerns that require escalation. Correctly identifies and collects patient demographic information in accordance with organization standards. Interacts with various hospital departments and physicians offices to effectively schedule and direct patients through the NMHC systems in a patient/customer friendly manner. Reaches out to patients to schedule an appointment as defined. Performs medical necessity checks as necessary for scheduled services, communicates options to patient if appointment fails. Facilitates the pre-authorization of diagnostic exams, between referring physicians and insurance carriers, through the use of online tools, work lists, and direct phone calls as necessary. Informs patients of any issues with securing the financial account for their encounter. Completes out-of-pocket estimations as requested by patients. Provides training and education as needed. Manages work schedule efficiently, completing tasks and assignments on time. Completes other duties assigned by manager. Cross-training between various departments may take place to ensure coverage. Participates in Quality Assurance reviews to ensure integrity of patient data information. Uses effective service recovery skills to solve problems or service breakdowns when they occur. Utilizes department and hospital policies and procedures to complete assigned tasks.

Communication and Collaboration:

Communicates information to the patient regarding questions about physician referrals, insurance referrals and consultations. Collects authorization numbers in appropriate systems as applicable. Provides professional and constructive environment for communication across units/departments and resolves operational issues. May attend intra/interdepartmental meetings which involve walking within NM Campus. Communicates customer satisfaction issues to appropriate individuals. Demonstrates teamwork by helping co-workers within and across departments. Communicates effectively with others, respects diverse opinions and styles, and acknowledges the assistance and contributions of others. Interacts with internal customers to provide excellent support service to staff in departments which provide direct patient care.

Technology:

Utilizes multiple online order retrieval systems to verify or print the patient's order. Verifies insurance eligibility and benefit levels through the use of online tools (NDAS, ASF, etc.) or over the phone as necessary. Completes accurate handoff instructions and notes to scheduling staff, by noting appropriately in Epic. Demonstrates ability to use all computer applications efficiently and to the capacity needed in this position.

Efficiency, Process Improvement, and Business Growth:

Is proactive in preventing issues with patient visit by double checking type of test, preps required, assuring no conflict with other tests, verifying time and location, communicating relevant information and documenting order retrieval in notes for check-in person. Understands minimum data set required for a complete registration, collects and verifies critical data and updates that information into registration system. Understands departmental and individual quality metrics. Proactively analyzes account activity, identifies problems, and initiates appropriate actions/resolutions. Evaluates procedures and suggests improvements to enhance customer service and operational efficiency. Participates in departmental quality improvement activities. Provides ideas and suggestions for process improvements within the department. Monitors registration and scheduling, including insurance verification to ensure processing within prescribed quality standards. Adjusts processes as needed to meet standards. Uses organizational and unit/department resources efficiently. Acts as a training resource for new staff and a resource for coworkers, sharing process and workflow information.

Leadership Responsibilities:

Assists Operations Coordinator with staff training and development, as well as on-boar