Physician Services Specialist

Physician Services Specialist, Full Time

At Northwestern Medicine, every patient interaction makes a difference in cultivating a positive workplace. This patient‑first approach is what sets us apart as a leader in the healthcare industry. As an integral part of our team, you’ll have the opportunity to join our quest for better health care, no matter where you work within the Northwestern Medicine system.

The Physician Services Specialist is responsible for the administrative support of the NM Regional Medical Group Physician Services Department. These responsibilities include administrative support for the Manager of Physician Services, Physician Recruiters and Physician Liaison in a time‑sensitive, highly professional environment. The role also covers Professional Expense Reimbursement Processing, administrative support of Regional Medical Group Grand Rounds, New Provider Orientation, and events.

• Administrative support for the NHNMG Physician Services department.
• Updating and maintaining the NHNMG NMI microsite.
• Processing Professional Expense Reimbursements (PERP) for physicians and advanced practice providers, including new hire welcome emails, expense guidelines, reimbursement processing and balance tracking, and ongoing user support.
• Creation of onboarding itinerary information for all physicians and APP providers, identifying training dates and key onboarding elements.
• Generating monthly New Provider Orientation attendee lists using the NM Provider dashboard and internal NHNMG onboarding tools.
• Managing department supplies, communications, and monthly meeting updates.
• Administering the NHNMG Physician Services general mailbox.
• Facilitating and managing monthly NHNMG Grand Rounds, from agenda creation and speaker presentation capture to live streaming, microsite posting, CME validation, and recording editing.
• Supporting the click‑boarding process for new hire physicians.
• Assisting physician recruiters with itinerary site visits, conference room scheduling, and related tasks.
• Utilizing the NM People Soft system to process medical staff dues and payment requests.
• Assisting in NHNMG events planning and other tasks as needed.

• Associate’s Degree.
• Excellent interpersonal and organizational skills.
• 3‑5 years’ experience in a business office with a strong emphasis on database management and customer service.
• Strong Microsoft Office skills, including Word, PowerPoint, and Excel.

• Familiarity with Smart Sheet is a plus.
• Attention to detail.
• Critical thinking skills to manage tasks appropriately.
• Ability to relate to all levels of the organization such as medical leadership and other hospital executives.
• Previous experience in a healthcare environment, preferably with direct physician contact.
• Ability to prioritize workload independently.

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.

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 (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.

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:
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 on the job family.