Physical Demands
Initiative & Accountability
Company Overview:
As West Michigan’s only privately owned retina practice, Retina Specialists of Michigan is a rapidly growing retina-only medical practice with an expanding team of 10 physicians and 100 employees committed to making a meaningful impact on the lives of those we serve. Our mission is anchored by five core values that guide our daily work and future growth: show respect, do the right thing, aim for excellence, be curious, and elevate each other.
Position Overview:
The Inventory Specialist is responsible for the management of medical and operational inventory across all RSM locations, including ophthalmic drugs, medical supplies, and office resources. This role drives operational efficiency and cost control by overseeing inventory tracking, reconciliation, and forecasting, while ensuring compliance with safety, HIPAA, and Drug Management policies. Partnering with clinical, administrative, and finance teams, the Inventory Specialist implements standardized processes, identifies cost-saving opportunities, and ensures timely availability of supplies to support high-quality patient care and smooth clinic operations.
This role operates within the Entrepreneurial Operating System (EOS) framework, with defined seat expectations that promote accountability, collaboration, and alignment with RSM’s goals.
Responsibilities and Duties:
- · Maintaining accurate, real-time tracking of all medical supplies and ophthalmic drugs used in clinic
- · Ensure proper storage, labeling, and rotation of medications in compliance with Drug Management Policy and safety protocols.
- · Monitor usage trends and adjust stock levels accordingly to prevent shortages or overstock
- · Communicate with vendors and clinical leads to maintain consistent, timely restocking of critical supplies
- · Maintain MSDS (Material Safety Data Sheets) and ensure compliance with OSHA and HIPAA standards
- · Track and reorder general operational supplies (paper, toner, pens, etc.) for all locations.
- · Maintain an organized and clearly labeled central supply area for non-clinical items.
- · Collaborate with administrative staff to ensure stock for front desk, billing, admin, and physician offices.
- · Implement inventory control systems to track usage and reduce unnecessary waste or duplication (including expiration dates).
- · Ensure accurate temperature control monitoring for all refrigerated medications, including daily log verification, alarm response protocols, and corrective action documentation in the event of temperature excursions.
- · Oversee proper fridge/cold-pack procedures for medication storage and transport (including satellite office shipments), ensuring packing methods align with manufacturer and Drug Management Policy standards to maintain cold-chain integrity.
- · Perform daily reconciliation in RetinaOS to track inventory movement, especially for ophthalmic drugs (Avastin, Eylea, Vabysmo, Ozurdex, etc.)
- · Document all received, used, wasted, or transferred medication accurately in RetinaOS.
- · Ensure drug expiration dates are tracked and removed per policy before reaching end-of-use
- · Work with finance and management to review monthly and quarterly inventory spending and identify cost-saving opportunities.
- · Compare vendor pricing, negotiate bulk ordering, and suggest cost-effective alternatives where clinically appropriate
- · Coordinate educational drug representative and vendor luncheons and dinners.
- · Generate reports to track inventory turnover, drug waste, and budget adherence.
- · Assist in forecasting inventory needs based on historical usage and seasonal patient volume trends.
- · Develop and implement standardized inventory levels and par lists for each location.
- · Prepare and package necessary drug and office supplies for transport to satellite offices.
- · Coordinate with Pod Leaders (Lead Techs) and Clinical Supervisors to evaluate supply usage and anticipate restocking needs.
- · Conduct routine audits of medical and operational inventory to ensure consistency and prevent supply interruptions.
- · Assist in the development and maintenance of an inventory management system that supports RSM's Finance team across multiple asset categories, including drugs, IT equipment, cameras, and other related items.
- · Oversee and manage inventory-related expenses by collaborating with the Finance team to monitor spending, conduct regular budget reviews, and identify opportunities for cost savings.
- · Administration of printing operations, ensuring efficiency, accountability, and proper resource allocation within the organization.
- · Maintain compliance with RSM policies and procedures, including departmental protocols, HIPAA privacy and security standards, and OSHA safety regulations.
- · Actively participate in key performance indicator (KPI), key behavior indicator (KBI), and SMART Goals initiatives aligned with EOS seat expectations.
- · Attend staff and educational meetings as required.
- · Respond to email communications in a timely and professional manner.
- · Perform other duties as assigned.
Key Skills & Qualifications:
Professional & Interpersonal Skills
- · Display consistent professionalism and a cooperative, team-focused attitude.
- · Demonstrate empathy, energy, and flexibility in interactions with patients and staff.
- · Foster a positive workplace culture in alignment with RSM’s core values:Show Respect, Do the Right Thing, Aim for Excellence, Be Curious, Elevate Each Other.
.Communication & Organizational Skills
- · Possess strong, active listening, and time management skills.
- · Prioritize tasks effectively while managing multiple responsibilities.
- · Communicate clearly and professionally, including timely email responsiveness.
Initiative & Accountability
- · Demonstrate personal ownership of role responsibilities and practice image.
- · Take initiative in accomplishing goals and solving problems.
- · Offer creative, solution-oriented thinking with strong follow-through.
- · Demonstrate the ability to respond to changing demands while maintaining a positive and solution-oriented attitude.
Minimum Education/Certification Requirements
- · Minimum Education: High School Diploma or GED required; Associate's Degree in Business Administration, Healthcare Administration, Supply Chain Management, or related field preferred but not required with sufficient experience.
- · Preferred Education: Bachelor's Degree in Business Administration, Healthcare Administration, Supply Chain/Logistics Management, or a related field.
Minimum Background Requirements
- · Minimum: 2–4 years of experience in inventory management, supply chain, pharmacy operations, or healthcare administrative support (medical office, retina/ophthalmology practice, hospital, or pharmacy setting strongly preferred)
- · Preferred: Prior experience handling controlled or high-cost medications/specialty drugs (e.g., biologics, injectables)
- · Experience with EHR/EMR or inventory management systems (RetinaOS experience is a significant plus, but comparable systems like Compass, Verséa, or similar ophthalmology/medical inventory platforms)
- · Experience coordinating multi-location inventory.
- · Prior experience in ophthalmology preferred.
Physical Demands
Mobility & Physical Activity
- · Ability to stand and walk for extended periods.
- · Ability to push patients in wheelchairs and assist with mobility needs.
Dexterity & Computer Use
- · Hold arms at shoulder height when required.
- · View and type computer data efficiently.
- · Communicate effectively via telephone and electronic systems.
In accordance with the Americans with Disabilities Act (ADA), reasonable accommodations will be made for qualified individuals to perform essential duties. Employees are responsible for informing management of any accommodation needs.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Ophthalmology: 2 years (Preferred)
- Medical Inventory : 3 years (Preferred)
- Inventory: 2 years (Required)
Work Location: In person
