NM Apparel Program

In 2018, new NM clinical apparel standards were launched to respond to the needs of our 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 only Northwestern Medicine. This guide has been developed to answer your questions about the Apparel Program at NM.

General Information

Webstore Information

Returns/Exchanges

Clinical Apparel

Lab Coats

Non-Clinical Apparel

Support Services Apparel

Appendix

General Information

Who is eligible to receive apparel?

Employees in patient facing positions that span 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 excluded from the apparel program.

How does NM determine my apparel allowance?
An employee’s apparel allowance from NM is based on their status in the system (full-time, part-time, and casual/flex). Due to nonclinical apparel being more expensive per garment, a slight difference has been accounted for between those functions. You may use your allowance to order any combination of pieces. Allowance values are reviewed periodically and may be changed over time.

I am a new employee to my position. What is my apparel allowance?
New employees will receive the following at the time of hire in PeopleSoft:

I am a current employee wearing NM apparel. Will I be provided with another allowance?

An annual allowance is provided to eligible staff and usually occurs 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 after March 1 are not eligible for the refresh.  Information on the specific timeline is communicated via NMI.

What happens to the allowance in my account if I don’t use it all?
The apparel 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 new hires the opportunity to exchange their first order for free within 30 days of purchase, if unsatisfied with the fit. Employees are responsible for shipping costs after their first free exchange.

Can I let a colleague 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 colleagues who do not have access to items in your profile or allowances assigned to them, regardless if a personal credit card is used. Any misuse of account access of this nature is in conflict with NM’s 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 while 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 (i.e. a part-time nurse at Lake Forest and CDH will receive $200). If you have two positions in two different color/type categories (i.e. part-time phlebotomist, 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 check out. Please provide a home address that is safe and reliable.  You may not change the shipping address after your order is placed. We cannot ship to PO Boxes or to NM facilities. Take care when adding your address 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.
Orders placed on the webstore typically arrive in 7-10 business days (additional fulfillment time may be needed during the peak/replenishment period in the fall). If you need attire to begin work before your apparel is delivered, you are allowed to wear personal items in the interim per the NM Dress Code-Policy NMHC HR 04.0033. Please speak to your manager regarding your department’s specific uniform requirements.    

My PeopleSoft (Human Resources) 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 HR Business Partner to determine if your employee status needs to be updated in your personnel file.

Can I wear apparel that is not ordered from the NM apparel webstore?
No, employees must wear the provided uniforms from the online store. Some nonclinical positions permit personal pants or skirts to be used (please see “nonclinical apparel” section below). The guiding principle of the program is to help patients identify their caregivers by their apparel.  Staff must adhere to the program in order to achieve our Patients First goal.

What if I don’t fit in the sizes available on the website?
Contact Mission Linen at nmapparel@missionlinen.com or call their Customer Support Team at (833) 525-3784 for further assistance. Some select styles may need to be custom made and require additional production and fulfillment time.

I have already used my allowance from NM, can I purchase more apparel?
Yes, employees are able to order additional pieces at any time using a personal credit card.

How should I care for my new apparel?
For best results, wash your uniforms in cold water with non-bleach detergent. The cold water will help the colors stay vibrant longer. After washing, hang your apparel to air dry or place them in the dryer on a warm temperature, and immediately hang once dried, to avoid wrinkles. Do not bleach your apparel.

I need a medical/religious/cultural accommodation to the apparel program.  What should I do?
Please email Mission Linen Supply at nmapparel@missionlinen.com if you need of an accommodation beyond the items on the webstore.

I’m having quality issues with my apparel. What should I do?
For quality concerns, please email Mission Linen Supply at nmapparel@missionlinen.com or call their Customer Support Team at (833) 525-3784.  Mission Linen Supply will request the employee send a photo of their damaged apparel for further inspection.

My apparel was recently lost/stolen. What should I do?
NM is not responsible for replacing lost or stolen apparel. If your order has not been delivered, please email Mission Linen Supply directly at nmapparel@missionlinen.com or call their Customer Support Team at (833) 525-3784. 

I contacted Mission Linen Supply and left a voicemail and/or sent an email. How soon will I hear back?

Mission Linen will respond to your inquiry within 1-2 business days.

Webstore Information

Where do I purchase my apparel?
The NM Apparel Program is designed uniquely for our organization with various styles and fits. Traditional retail stores are not authorized to sell our pieces or use our logo. All options, including layering choices, are found and purchased through our custom apparel webstore.

Can I change my password or email address?
To change your password please contact Mission Linen Supply at nmapparel@missionlinen.com or at (833) 525-3784.  Employees cannot change their email address in the webstore.

What information is required for employees to access the webstore?

New hires and current employees will receive a welcome email from our vendor, Mission Linen Supply, within 24-48 hours.  This email will prompt you to activate your apparel profile and setup your password.

Username: nm123456 (your employee ID)

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 so long as the garment has not been worn, stained, washed or damaged and is in the original garment bag with identification information intact. Certain products (such as the discontinued Modern Scrub Collection, the Tek Jacket, the Twinset Cardigan & Shell) are final sale so please read product descriptions carefully.

Who pays for return shipping costs?

As a courtesy, NM provides new hires the opportunity to exchange their first order for free within 30 days of purchase, if unsatisfied with the fit. All employees are responsible for return shipping costs after their first free exchange.

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

We accept apparel exchanges so long as the garment has not been worn, stained, washed or damaged, is in the original garment bag with original tags still intact and is returned within 30 days from the date of the shipment.

Exchanges may be made up to 30 days after the date of shipment 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 please email Mission Linen Supply at nmapparel@missionlinen.com or call their Customer Support Team 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 underneath 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 be on at all times and partially zipped/snapped to maintain the guiding principle of the Apparel Program.

Do you have warmer jackets available?
Your layering options include a grey short or long sleeve shirt as well as a zip or snap front warm-up jacket. A black zip-up jacket is also available. This is the only non-scrub jacket permitted and has been approved by Infection Prevention for use by clinical staff with the exception of sterile and procedural areas. Since the black zip-up jacket is a layering piece, employees must wear their colored scrub top underneath. Wearing only the grey layering shirt and the black zip-up jacket is not allowed.

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 listed below, no lab coat will be assigned or permitted.

How do I care for my new lab coat?

For best results, machine wash with warm water and like colors.  Use non-chlorine bleach when needed. After washing, tumble dry on medium heat.  To iron, please use low heat.

What should I do if my full name is too long for the space allotted on lab coats?

There is a 17-character limit for your name. Please include your last name and shorten or abbreviate your first name if character limits are an issue. The use of a middle name or middle initial is optional.

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. Only one primary degree that matches your education and clinical role is permitted. 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. The list of approved credentials is located on the last page of this FAQ.

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.

I am a physician; how do I order my lab coat?

Physicians do not receive their lab coats through the NM Apparel Webstore, please contact the MyNM Service Center at 312-926-4357 and a representative will be able to further assist. 

Nonclinical Apparel

What positions are considered nonclinical, patient facing?
Nonclinical positions that are primarily “front of house” are eligible. This includes employees who are patient service representatives, registration/front desk, unit secretaries, HUC’s, patient access, supply chain and support services.

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 apparel. Individuals in these supervisory roles should wear business professional attire in keeping with NM's dress code policy in addition to their employee badge.

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 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, NMHC HR 04.0033.  Jeans, leggings and shorts are not permitted.
• The Supply Chain Collection includes gray NM polo shirts and navy flat front pants. You may only wear polo shirts and pants provided through the NM Apparel webstore.

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 the layering garments.

 Support Services Apparel

The NM Apparel Program is launching apparel for employees in support service roles. This group includes employees in Environmental Services, Food Service and Patient Transportation.

Who is eligible to receive the new support services apparel?

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

What does apparel for support services look like?

Based on job code, your assigned garments are pre-loaded into your profile.

• The Environmental Services Collection includes gray branded tops, polos and layering garments, and black scrub pants.
• The NMH Conference Center Collection includes gray branded polo shirts and navy flat front pants.
• The Patient Transportation Collection includes black branded tops, polos and layering garments, and black scrub pants.
• The Kitchen Support Collection includes royal blue branded button-down shirts and polos, and black utility pants.
• The Cook’s Collection includes branded chef coats, tops, chef pants and caps.

Will administrative supervisory roles, such as managers, be eligible for the new apparel?

No. Staff in nonclinical supervisory, non-patient-facing roles across the system are not eligible for the apparel. Individuals in these supervisory roles should wear business professional attire as outlined in the NM dress code policy.

How does NM determine my apparel allowance?

Your allowance is based on your employment status (full-time, part-time and casual/flex). You may use your allowance to order any combination of pieces. Allowance values are reviewed periodically and may change over time.

What is my apparel allowance?

Employees who are new to the NM Apparel Program and in eligible support services roles will receive the following allowance for the launch:

Where do I find my apparel allowance?

Your allowance will display in the top right-hand corner of the webstore once you register and log in.

What happens to the allowance in my account if I don’t use it all?

Your allowance will expire on August 18 at 11:59 pm. Any unused allowance will be lost after August 18 and cannot be reinstated.

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

Yes. You can order additional pieces at any time using a personal credit card.

Is there anywhere to try on apparel before purchasing?

You are strongly encouraged to register for and attend a fit session to determine which items you prefer for look and fit. Use the following link to sign up for an appointment time: nmapparelfitting.as.me.

Do I clock into Kronos to attend a fit session?

Attendance at a fit session is recommended but not required. If you are able to attend a session during your shift, you will be paid for your time. If you attend outside of a scheduled shift, you will not be paid for your time and should not clock in.

How do I determine my size if I cannot attend a fit session?

The webstore has detailed fit guides and videos to help you select the appropriate size. NM provides newly eligible employees the opportunity to exchange their first order for free within 30 days of purchase if they are not satisfied with the fit. Employees are responsible for shipping costs after their first free exchange.

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. The vendor cannot ship to P.O. boxes or NM facilities. Take care when adding your address to your order, as addresses are not audited and will print on the shipping label exactly as they are entered on your order.

How long will it take to receive my new apparel?

Orders will be processed once the last fit session has concluded and employees will start receiving their apparel at the end of July. Orders placed on the webstore typically arrive in seven to 10 business days. Please note that additional fulfillment time may be needed during the launch when the volume of orders will likely be high.

Are there requirements for what to wear underneath NM nonclinical layering garments?

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

Can I wear apparel that is not ordered from the NM apparel webstore?

No. You must wear the provided uniforms from the online store. Given sizing constraints of professional trousers and utility pants, some nonclinical positions allow for personal pants or skirts to be used.

Within support services, only those within kitchen support have this option. Kitchen support staff must select either the black pants provided through the NM apparel webstore or wear similar black pants that meet the NM dress code policy, NMHC HR 04.0033. If they purchase these items outside of the apparel program, they will be at your expense. Jeans, leggings and shorts are not permitted. The guiding principle of the program is to help patients identify staff by their apparel. Staff must adhere to the program in order to achieve our Patients First goal.

What if I can’t find my size on the website?

Contact Mission Linen at nmapparel@missionlinen.com or call their Customer Support Team at 833.525.3784 for further assistance. Some select styles may need to be custom made and require additional production and fulfillment time.

How should I care for my new apparel?

For best results, wash your uniforms in cold water with non-bleach detergent. The cold water will help the colors stay vibrant longer. After washing, hang your apparel to air dry or place it in the dryer on a warm temperature. Once dry, immediately hang to avoid wrinkles. Do not bleach your apparel.

I need a medical/religious/cultural accommodation to the apparel program. What should I do?

Please email Mission Linen Supply at nmapparel@missionlinen.com if you need an accommodation beyond the items on the webstore.

I’m having quality issues with my apparel. What should I do?

For quality concerns, please email Mission Linen Supply at nmapparel@missionlinen.com or call their Customer Support Team at 833.525.3784. Mission Linen Supply will request the employee send a photo of their damaged apparel for further inspection.

My apparel was recently lost/stolen. What should I do?

NM is not responsible for replacing lost or stolen apparel. If your order has not been delivered, please email Mission Linen Supply directly at nmapparel@missionlinen.com or call their Customer Support Team at 833.525.3784.

I contacted Mission Linen Supply and left a voicemail and/or sent an email. How soon will I hear back?

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

Webstore Information

Where do I purchase my apparel?

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

What information is required for employees to access the webstore?

New hires and current employees will receive a welcome email to their nm.org email account from our vendor, Mission Linen Supply, once they are added to the program. This email will prompt you to activate your apparel profile and set up your password.

•              Username: nm123456 (your employee ID)

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

If you are having trouble logging in, please call the Customer Support Team at 833.525.3784.

Returns/Exchanges

Can I return my apparel?

While returns and refunds are not accepted, employees are able to exchange most garments so long as the garment has not been worn, stained, washed or damaged, and is in the original garment bag with identification information intact.

Who pays for return shipping costs?

As a courtesy, NM provides new employees to the program the opportunity to exchange their first order for free within 30 days of purchase, if unsatisfied with the fit. All employees are responsible for return shipping costs after their first free exchange.

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

Apparel can be exchanged so long as the garment has not been worn, stained, washed or damaged, is in the original garment bag with original tags still intact, and is returned within 30 days from the date of the shipment.

Exchanges may be made up to 30 days after the date of shipment 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, please email Mission Linen Supply at

nmapparel@missionlinen.com or call their Customer Support Team at 833.525.3784.

Appendix

Approved Education Credential List

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.