Operations Coordinator RN - Bluhm Cardiovascular Institute

Northwestern Medicine; Chicago (IL); On-site; USD 70,000 - 100,000; Full time

Job summary

Northwestern Medicine is seeking an Operations Coordinator Nurse to support the outpatient cardiology clinics. You will supervise clinical and clerical staff, manage schedules, and ensure service excellence across multiple teams.

The role emphasizes quality patient care and compliance with policies. Work hours are Monday–Friday, 8:00 AM to 5:00 PM, with no nights, weekends, holidays, or on-call responsibilities.

Qualifications

• Bachelor's degree or equivalent work experience.
• Three years work experience in a medical or related business.
• Understanding of insurance plans (HMO, PPO, POS, commercial, Medicare, Medicaid).
• Leadership and staff management experience.
• Proficiency with medical software and Microsoft Word/Excel.
• Current RN license in the state.
• CPR certification.

Responsibilities

• Supervise and direct front-line clinical and clerical staff.
• Participate in interviewing, hiring, training, and performance appraisals.
• Oversee day-to-day office operations within budget guidelines.
• Assist with provider scheduling and optimize patient care hours.
• Schedule staff and allocate resources to maximize access and satisfaction.
• Conduct cash management duties including co-pays and balances.

Skills

Leadership experience

Staff supervision

Hiring and performance reviews

Quality patient care

Education

Bachelor's degree or equivalent

Registered Nurse licensure (RN)

Tools

Medical software

Word

Excel

Job description

Description

The Operations Coordinator Nurse at the Bluhm Cardiovascular Institute provides operational and supervisory support for the outpatient clinic located on Galter 19. This role partners closely with leadership to oversee daily operations and support more than 90 clinical team members across General Cardiology, Interventional Cardiology, Cardiac Surgery, Heart Failure, Vascular Surgery, Electrophysiology, the Device Clinic, and the Anticoagulation/Infusion Clinic.

This position offers a consistent weekday schedule with no nights, weekends, holidays, or on-call responsibilities. Standard hours are Monday through Friday, 8:00 AM to 5:00 PM.

Operations Coordinator Nurse 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.

Under the clinical direction of the Medical Director and the administrative direction of the Practice Manager, the Operations Coordinator, Nurse participates in the planning, leading, and organizing of activities relating to quality patient care in the practice. S/he supervises and personally provides nursing care in the practice.

The Operations Coordinator Nurse will be responsible for supervising the daily operations of practice site(s), supervising clinical and administrative support personnel, coordinating provider schedules, manage practice collections, ensure service excellence and perform service recovery as necessary.

Position manages workload distribution and prioritization of tasks. Responsible for front-line communication with staff to receive and provide feedback regarding quality and productivity. Position may perform staff work in assigned areas of responsibility when not conducting coordinator function.

Responsibilities:

• Supervise and direct the office’s front-line clinical and clerical staff.
• Participate in interviewing, hiring, training, progressive discipline, dismissals, and performance appraisals.
• Oversee and direct day to day office operations within budget guidelines.
• Assist with managing providers’ schedules with templates and optimize patient care hours to enhance productivity.
• Schedule staff and allocate resources across hours of operation to maximize patient access and satisfaction, provider productivity and efficiency, and staff productivity.
• Conduct timely and accurate cash management duties, including overseeing the collection of co-pays and patient balances, in-house cash balances, and bank deposits.
• Ensure that service excellence is delivered and perform service recovery whenever necessary.
• Manage office and medical surgical supplies within budget
• Ensure accuracy of all data collection and data entry by site staff through training and compliance monitoring and facilitate and oversee flow of information to and from central administrative offices.
• Conduct office staff meetings on a regular basis.
• Attend and actively participate in manager/supervisor meetings.
• Ensure that patient dignity and confidentiality are maintained at all times.
• Additional Functions
  • Review and approve automated time reports for accuracy.
  • Develop tools to support staff and enhance efficiency.
  • Provide input into staff performance reviews. May participate with manager in conducting staff performance reviews. Provide one to one coaching and mentoring.
  • Plan, execute and resolve all routine technical needs of the practice (phone, copiers, fax machines, PCs, etc)
  • Monitor daily transaction activity to ensure compliance with procedures.
  • Resolve complex or critical situations involving patients, staff and customers: consults with manager for guidance as needed (e.g., complaints, discipline, etc.).
  • Schedule staff and allocate resources across hours of operation to maximize patient access and satisfaction, provider productivity and efficiency, staff productivity, cost-savings, and operational efficiencies.
  • Develop and implement policies and procedures as needed to support the practice.
  • Complete other duties as assigned.

Qualifications

Required

• Bachelors degree or equivalent work experience
• Minimum of three years work experience in a medical or related business
• Comprehension of insurance plans including HMO,PPO, POS, commercial, Medicare, Medicaid
• Solid understanding of patient flow in a medical office
• Leadership experience
• Working knowledge of medical software, Word and Excel
• Experience managing daily cash activity and reconciling income reports with daily payments.
• Current License as Registered Professional Nurse in state employed in.
• CPR

Preferred:

• Bachelor’s degree
• Knowledge of coding
• Supervisory experience

Equal Opportunity

Northwestern Medicine is an equal opportunity employer (disability, VETS) 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.

Background Check

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete an authorization and disclosure form that gives Northwestern Medicine permission to run the background check. Results are evaluated on a case-by-case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act.

Artificial Intelligence Disclosure

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.

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.

Sign-on Bonus Eligibility (if sign-on bonus offered for position):

Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign on bonus. Exception: New graduate internal employees seeking their first licensed clinical position at NM may be eligible depending upon the job family.