In 2018, new Northwestern Medicine clinical apparel standards were launched to respond to the needs of the growing healthcare system. Employees from throughout the health system helped make decisions about colors, fabric and styles, which led to a program that is unique to Northwestern Medicine. This guide has been developed to answer your questions about the NM Apparel Program.

 Preguntas Frecuentes

Contents

General Information. 1

Webstore Information. 4

Returns/Exchanges. 4

Clinical Apparel5

Lab Coats. 6

Physician Lab Coats. 8

Nonclinical Apparel9

 

General Information

 

Who is eligible to receive apparel?

Employees in most patient-facing roles across the system are eligible to receive NM apparel. The guiding principle of the program is to help patients identify their caregivers by their apparel. Sterile cost centers, administrative roles that are not patient-facing (back of house) and contracted staff are not eligible.

 

How does NM determine my apparel allowance?

An employee’s apparel allowance from NM is based on their job code and status as full-time, part-time or casual/flex. Nonclinical apparel is slightly more expensive, so that difference is accounted for in the allowance for nonclinical staff. You may use your allowance to order any combination of pieces. Allowance values are reviewed periodically and may change over time.

 

I am new to my role. What is my apparel allowance?

New employees (or employees who transfer to a role with a different apparel assignment) will receive the following once they are hired and have a personnel file in PeopleSoft:

 

 

	Full-Time	Part-Time	Casual/Flex
Clinical (scrubs)	$220	$165	$110
Clinical (lab coats)	$80	$80	$80
Nonclinical	$275	$220	$135

 

I am a current employee wearing NM apparel. How frequently will I receive an allowance?

An annual allowance is provided to eligible staff in the fall of each year. Allowance values are based on an employee’s job status in PeopleSoft (full-time, part-time, casual/flex). Employees hired before March 1 are eligible for an annual replenishment allowance that fall. Specific timelines are communicated on NM Interactive.

 

The current annual allowance is:

 

 

	Full-Time	Part-Time	Casual/Flex
Clinical (scrubs)	$110	$82	$55
Clinical (lab coats)	$40	$40	$40
Nonclinical	$135	$110	$82

 

What happens to my allowance if I don’t use all of it?

Apparel allowances must be used within 60 days, or you will lose whatever balance is left in your account. The program follows a “use-it-or-lose-it” policy. Any balance remaining in your account will expire after 60 days and cannot be reinstated.  

 

Is there anywhere to try on apparel before purchasing?

No. However, the webstore has detailed fit guides and videos to help you select the appropriate size. NM provides employees the opportunity to exchange their items if unsatisfied with the fit within 30 days of purchase. The first exchange an employee requests is free. Employees are responsible for shipping costs after their first free exchange.

 

Can I let a colleague or friend order apparel under my account and/or can I let them use an allowance balance I do not need?

No. You may not order apparel for anyone other than yourself, regardless of whether a personal credit card is used. Any misuse of account access of this nature conflicts with the NM core value of integrity, and you may be subject to corrective action.

 

How do new hires or employees who have transferred into a new role order their apparel?

New hires and transferred employees will receive an email with instructions when they become eligible to order their apparel. A new hire will receive communication to their personal email address, and a transfer will receive communication to their NM email address.

 

I have two jobs that require apparel. What should I do?

If both of your positions require the same color and type of apparel, you will receive the full-time allowance for that job family. (For example, a part-time nurse at Lake Forest Hospital and Central DuPage Hospital will receive $200). If you have two positions in two different color/type categories (such as a part-time phlebotomist and casual laboratory technician) you will receive allowances in each color/type based on your status. 

 

Where will my order be shipped?

Your order will be shipped to the address you provide at checkout. Please provide a home address that is safe and reliable. You may not change the shipping address after your order is placed. Shipping to P.O. boxes or NM facilities is not allowed. Be sure to check your address after you add it to your order, as addresses are not audited and will print on the shipping label exactly as they are entered on your order.

 

I am a recent new hire and my apparel will not be delivered in time for my first day of work. What should I do?

Orders placed through the webstore typically arrive in seven to 10 business days. Additional fulfillment time may be needed during the fall replenishment period. If you need attire to begin work before your apparel is delivered, you are allowed to wear personal items in the interim that align with the NM Dress Code-PolicyNMHC HR 04.0033. Please speak to your manager regarding your department’s specific uniform requirements.     

 

My PeopleSoft record indicates I am at casual/PRN/flex status, but I work 36 or more hours per week. Will I receive a full-time allowance?

NM allowances are generated based on a direct data feed from your personnel file in PeopleSoft. If you are casual/PRN/flex but work full- or part-time hours, please have your manager contact their Human Resources business partner to determine if your employee status needs to be updated. 

 

Can I wear apparel that is not ordered from the NM Apparel webstore while I am working?

No, employees must wear the provided uniforms from the online store. Some nonclinical positions allow personal pants or skirts (see “nonclinical apparel” section below). Achieving the guiding principle of the program — helping patients identify their caregivers by their apparel — depends on staff following the guidelines of the program.

 

What if the sizes available on the website don’t work for me?

Contact Mission Linen at nmapparel@missionlinen.com or call their customer support team at 833.525.3784 for assistance. Some styles may need to be custom made and may require additional production and fulfillment time. 

 

I have already used my allowance from NM. Can I purchase more apparel?

Yes, employees can order additional pieces at any time using a personal credit card. The program does not issue refunds or reimbursements for orders. Please review your order and your order balance before submitting credit card information.

 

Can a department cost center be used to purchase more apparel?

No, to maintain equity across the system, individual cost centers may not be used for additional apparel.

 

How should I care for my new apparel?

For best results, follow the care instructions listed on the tag inside your garment. Generally, it is recommended that you wash your uniforms in cold water with non-bleach detergent. The cold water will help the colors stay vibrant longer. Apparel should be clean and neat in accordance with the NM Dress Code-PolicyNMHC HR 04.0033. 

 

Who can I contact if I need a medical/religious/cultural accommodation to the NM Apparel Program?  Email Mission Linen Supply at nmapparel@missionlinen.com if you need apparel beyond what is offered on the webstore.

 

What should I do if I have quality issues with my apparel?

If you have quality concerns, email Mission Linen Supply at nmapparel@missionlinen.com or call their customer support team at 833.525.3784. Mission Linen Supply will request that you send a photo of the damaged apparel for further inspection. 

 

What should I do if my apparel was recently lost/stolen?

NM is not responsible for replacing lost or stolen apparel. If your order has not been delivered, email Mission

Linen Supply directly at nmapparel@missionlinen.com or call their customer support team at 833.525.3784.  

 

How soon will I hear back after I leave a voice mail or send an email to Mission Linen Supply?

Mission Linen will respond to your inquiry within one to two business days.

 

Webstore Information

 

Where do I purchase my apparel?

Because the NM Apparel Program is designed uniquely for NM with various styles and fits, traditional retail stores are not authorized to sell NM apparel or use the NM logo. All options, including layering choices, are found and purchased through the custom NM Apparel webstore.

 

Can I change my password or email address?

To change your password, contact Mission Linen Supply at nmapparel@missionlinen.com or at 833.525.3784. You cannot change your email address in the webstore.

 

What information is required to access the webstore?

New hires and current employees will receive a welcome email from Mission Linen Supply within 24 to 48 hours after they are added through PeopleSoft. This email will prompt you to activate your apparel profile and set up your password. 

 

Username: nm123456 (your employee ID)*

*Physicians only should use their NPI number to log in.

 

Password: Create your password by following the instructions in the email from Mission Linen Supply.

 

If you are having trouble logging in, please call customer support at 833.525.3784.

 

Returns/Exchanges

 

Can I return my apparel?

While returns are not accepted, employees are able to exchange most garments if the garment has not been worn, stained, washed or damaged, and is in the original garment bag with identification information intact. Certainproducts, such as the discontinued Modern Scrub Collection, the Tek Jacket, the Twinset Cardigan & Shell and lab coats, are final sale. Please be sure to read product descriptions carefully.

 

Who pays for return shipping costs?

As a courtesy, NM provides employees the opportunity to exchange their items if unsatisfied with the fit within 30 days of purchase. The first exchange an employee requests is free. Employees are responsible for shipping costs after their first free exchange.

 

How do I exchange my apparel if I purchased the wrong size?

Apparel exchanges on most nonpersonalized items are accepted as long as the garment:

·       Has not been worn, stained, washed or damaged

·       Is in the original garment bag with original tags still intact

·       Is returned within 30 days of the date of delivery

 

Exchanges may be made up to 30 days after the date of delivery for the following reasons:

•       Need different size or style

•       Garment is damaged (please identify damaged area)

•       Incorrect item shipped

 

If you meet the qualifications above, email Mission Linen Supply at nmapparel@missionlinen.com or call customer support at 833.525.3784.

 

Can I return or exchange my lab coat?

No, all orders are final sale due to the custom embroidery on lab coats. Employees are responsible for thoroughly reviewing their order to correct possible misspellings or data errors.

 

Clinical Apparel

 

What is the scrub color assigned for my clinical role?

Clinical positions that require scrub apparel receive the following colors based on the chart below:

 

 

 

Are there requirements for layering shirts under clinical apparel?

Yes. The grey shirts available on the webstore are the only layering pieces allowed under clinical apparel. If layering shirts are worn under a clinical apparel jacket without a scrub top, the jacket must always be on and partially zipped/snapped to maintain the guiding principle of the NM Apparel Program.

 

Do you have warmer jackets available?

Your layering options include a grey short- or long-sleeved shirt as well as a zip- or snap-front warm-up jacket in your assigned scrub color. A black zip-up jacket is also available. The black zip-up jacket is the only non-scrub jacket permitted and has been approved by Infection Prevention for use by clinical staff except in sterile and procedural areas. Since the black zip-up jacket is a layering piece, employees must wear their colored scrub top underneath or fully zip the jacket over approved layering shirts.

 

Can I exchange or return the black zip-up jacket (Tek Jacket 3440/Tek Jacket 6440)?
No, all orders are final for the black zip-up jacket.

 

I am a physical therapist, occupational therapist or speech-language pathologist working in an outpatient setting. What apparel do I wear?

Therapy roles in post-acute, outpatient settings receive navy athletic apparel. 

 

 

Lab Coats

 

Who is eligible for a lab coat?

Job codes that meet the following criteria will receive the corresponding lab coat assignment. If the answer is “no” to any of the questions below, no lab coat will be assigned or permitted.

 

 

How do I care for my new lab coat?

Machine wash with warm water and like colors. Use non-chlorine bleach when needed. After washing, tumble dry on medium heat. Iron on low heat.

 

What are the embroidery guidelines for lab coats?

There is a 17-character limit for your name.Lab coats must include an employee’s first and last name in any of the following formats:

•       Full first name with full last name (ex: Jane Doe) 

•       Staff: full first name with last initial (ex: Jane D.)

•       Manager/APP: first name initial with full last name (ex: J. Doe)

•       The use of a middle name or middle initial is optional (ex: Jane K. Doe)

 

The use of a period to abbreviate a name is preferred but not required due to character limitations.

 

Text entered in the embroidery name field should not include prefixes or credentials and must have proper capitalization.

 

I have multiple credentials. How can I add more than one?

Only one primary credential may be embroidered on lab coats following the individual’s name, if applicable. It should best reflect the individual’s highest education and current clinical function.

 

Why isn’t my education credential an option in the dropdown menu?

Leadership approved the list of primary education credentials appropriate for lab coats that accompany specific clinical roles. The degrees included in the dropdown menu are the only approved credentials for lab coats. If your degree is not listed, please choose “Select Credential-Optional” in the dropdown menu, which will omit a credential from the embroidery. Education credentials are not a required component of the lab coat and can remain blank.

 

I transferred into a new role, and my lab coat color assignment and title are no longer accurate. Will I receive a new lab coat allowance?

Yes, if your lab coat color assignment or title has changed due to an organizational adjustment or job transfer, a new allowance will be available in the webstore once the update is processed in PeopleSoft.

 

I recently had a name change; will I receive a new lab coat allowance?

No, changes related to personal preference will not receive an additional allowance. Employees can purchase a new lab coat using a credit card to reflect their name change. 

 

Can I order lab coats through other vendors?

No. The NM Apparel webstore is the only approved vendor of lab coats for staff. Departments should not order lab coats through any other source, including previous vendors. 

 

 

Physician Lab Coats

 

Who is eligible for a physician lab coat?

All physicians who are employed by Northwestern Medical Group (NMG), Regional Medical Group (RMG) and Florida Medical Group (FMG), as well as private practice physicians on the medical staff of an NM hospital who are aligned with NM via the NM Physician Network (NMPN), are eligible for the NM physician lab coat.

 

What is my physician lab coat allowance?

As part of the onboarding process through hire or alignment with NMPN, physicians will be provided an allowance for two coats paid for by Northwestern Medicine. The allowance will expire 60 days after the start date on file. Periodic replenishment allowances for one new coat will be provided as warranted and approved by leadership.

  

What information is required to access the webstore?

Physicians must use their National Provider Identification (NPI) number to create an account, set their password and log in. If you are having trouble logging in, please call customer support at 833.525.3784.

 

Is there anywhere to try on my lab coat before purchasing?

No. However, the webstore has detailed fit guides for each product to help you select the appropriate size.  

 

Can I return or exchange my lab coat?

No, all orders are final sale due to the custom embroidery on lab coats. Physicians are responsible for thoroughly reviewing their order to correct possible misspellings or data errors.

 

How can I add credentials or change the specialty that will be embroidered?

Lab coats will include the physician’s primary board-certified specialty and credentials from the central NM database, Morrissey. Some specialties are subject to embroidery translation due to character limitations and patient-facing considerations. Administrative titles and additional degrees (such as MPH) will not be included. With these guidelines in mind, please contact your recruitment representative or local Medical Staff Office with any questions.

 

How can I edit my name as it appears on my lab coat?

Physicians should enter their name as they would like it to appear on the lab coat as long as it stays within the maximum character limit stated on the product page. It is the physician’s responsibility to enter correct spelling and capitalization.

 

Where will my order be shipped?

Your order will be shipped to the address you provide at checkout. Please provide a home address that is safe and reliable. You may not change the shipping address after your order is placed. Orders cannot be shipped to P.O. boxes or to NM facilities. Be sure to check your address after you add it to your order, as addresses are not audited and will print on the shipping label exactly as they are entered on your order.

 

Can I order lab coats through other vendors?

No. The NM Apparel webstore is the only approved vendor of lab coats for staff and physicians. Departments should not order lab coats through any other source, including previous vendors. 

 

What should I do if I have quality issues with my apparel?

If you have quality concerns, email Mission Linen Supply at nmapparel@missionlinen.com or call customer support at 833.525.3784. Mission Linen Supply will request that you send a photo of the damaged apparel for further inspection.

 

 

Nonclinical Apparel

 

What positions are considered nonclinical, patient-facing and eligible for the NM Apparel Program?

Nonclinical positions that are primarily “front of house” are eligible. This includes patient service representatives, registration/front desk staff, unit secretaries, health unit coordinators, patient access specialists, Supply Chain staff and support services staff.

 

Will administrative roles like practice manager or practice operations supervisor be eligible for the new apparel?

No. Nonclinical supervisory, non-patient-facing roles across the system are not eligible for the NM Apparel Program. Individuals in these supervisory roles should wear business professional attire and their employee identification badge in keeping with the NM dress code policy.

 

What is the nonclinical apparel?

Given the diverse job duties within the nonclinical environment, garments have been pre-loaded into your profile according to your job code.  

•       The Patient Service Collection includes branded button-down shirts, blouses, polos and sweaters. Eligible employees must wear the tops provided in the program. Staff must wear black pants or skirts that meet the NM dress code policy, HR 04.0033. Jeans, leggings and shorts are not permitted.

•       The Supply Chain Collection includes grey NM polo shirts, and navy flat-front utility and cargo pants. You may only wear polo shirts and pants provided through the NM Apparel webstore.

•       The Environmental Services Collection includes grey branded tops, polos, layering garments and black scrub pants. 

•       The NMH Conference Center Collection includes grey branded polo shirts and navy flat-front and cargo pants. 

•       The Patient Transportation Collection includes black branded tops, polos, layering garments and black scrub pants. 

•       The Kitchen Support Collection includes royal blue branded button-down shirts, polos, a layering jacket and black utility pants. 

•       The Cook’s Collection includes branded chef coats, tops, chef pants and caps. 

 

Are there requirements for shirts underneath NM nonclinical layering garments?

Only the tops offered through the webstore are allowed to be worn under the layering garments. Undershirts (such as tank tops) may not be worn alone with layering garments.

 

What headwear is available for kitchen staff?

Each site will manage the appropriate headwear guidelines for their kitchen staff (e.g. hairnets, skull caps, headwear included in the NM Apparel Program). If it is determined that staff can wear baseball hats as hair covering in required areas, local leadership will get those hats from the NM marketplace (charged to their local cost center) and distribute as appropriate. Baseball hats should not be worn in public settings such as cashier stations or when delivering trays to patient rooms.