Clinic Inventory Specialist

Job Description

Job Description

Description:

POSITION SUMMARY: The Inventory Specialist is responsible for the comprehensive management, coordination, tracking, and oversight of medical supplies, vaccines, clinical equipment, and related inventory across multiple IHA occupational health clinic locations supporting the U.S. Department of Energy (DOE) Hanford contract.

This position ensures that inventory operations are conducted in accordance with applicable DOE Hanford contractual requirements, IHA policies and procedures, Business and Contracts Department requirements, procurement standards, manufacturer recommendations, and applicable regulatory and accreditation requirements, including AAAHC accreditation standards.

The Inventory Specialist works closely with clinic leadership, clinical staff, Business and Contracts, vendors, and other stakeholders to maintain adequate inventory levels, ensure equipment readiness, support uninterrupted clinic operations, and anticipate future supply and equipment needs.

Requirements:

Essential Duties and Responsibilities: Inventory Management

• Manage medical, clinical, administrative, and operational inventory across multiple IHA clinic locations.
• Maintain accurate inventory records, par levels, receiving documentation, distribution records, and reconciliation processes.
• Monitor inventory utilization and identify trends to anticipate future supply requirements.
• Establish and maintain appropriate minimum and maximum inventory levels based on clinic volume, operational needs, lead times, and emergency preparedness requirements.
• Conduct routine physical inventory counts and reconcile discrepancies.
• Identify expired, damaged, recalled, obsolete, or excess inventory and coordinate appropriate disposition in accordance with IHA and DOE Hanford requirements.
• Coordinate the movement and allocation of supplies between clinic locations.
• Maintain organized, standardized, and properly labeled inventory storage areas.
• Assist clinic leadership with inventory planning associated with clinic expansions, relocations, new services, workforce changes, and special projects.
• Maintain appropriate documentation and records to support audits, inspections, AAAHC accreditation activities, and contractual requirements.

AAAHC Accreditation Support

• Maintain familiarity with applicable Accreditation Association for Ambulatory Health Care (AAAHC) standards related to inventory, medication and vaccine storage, medical equipment, preventive maintenance, calibration, infection prevention, environment of care, and patient safety.
• Support clinic readiness for AAAHC surveys by maintaining organized, accurate, and readily retrievable inventory and equipment documentation.
• Assist leadership with identifying and correcting inventory, storage, equipment, or documentation concerns that may affect AAAHC compliance.
• Maintain equipment calibration, preventive maintenance, service, and repair records in a manner that supports AAAHC accreditation requirements.
• Assist with internal audits, tracer activities, corrective action plans, and accreditation preparation as assigned.
• Maintain awareness of changes to applicable AAAHC standards and work with leadership to incorporate updated requirements into inventory and equipment-management processes.

DOE Hanford Contract and Procurement Compliance

• Perform inventory management activities in accordance with the applicable DOE Hanford contract, IHA contractual obligations, and internal IHA policies and procedures.
• Follow all purchasing, procurement, approval, documentation, and vendor requirements established by IHA's Business and Contracts Department.
• Work collaboratively with Business and Contracts to obtain quotes, purchase supplies and equipment, coordinate vendor requirements, and maintain required procurement documentation.
• Ensure purchases are appropriately justified, approved, documented, and traceable.
• Prepare written business and medical/operational justifications for inventory items, supplies, and equipment purchases when required.
• Prepare detailed written justifications for equipment or inventory purchases exceeding $5,000, consistent with applicable DOE Hanford and IHA procurement requirements.
• Obtain and compare vendor quotes when required and assist leadership in evaluating cost, operational need, equipment compatibility, lifecycle costs, and replacement options.
• Maintain documentation necessary to demonstrate appropriate stewardship of government-contracted resources.

Medical Equipment Management

• Maintain an accurate inventory of medical equipment across all assigned clinic locations.
• Track equipment by manufacturer, model, serial number, asset number, location, service status, calibration requirements, and preventive maintenance schedule.
• Monitor calibration and preventive maintenance due dates and coordinate required services before expiration.
• Ensure equipment is maintained in accordance with manufacturer recommendations, IHA policies, regulatory requirements, and applicable AAAHC accreditation standards.
• Coordinate with vendors and service providers for calibration, preventive maintenance, repairs, inspections, and technical support.
• Track equipment that is removed from service and ensure appropriate labeling and documentation.
• Coordinate equipment repairs and follow repair status through completion.
• Work with leadership and Business and Contracts when equipment requires replacement rather than repair.
• Obtain quotes and supporting documentation for replacement equipment.
• Anticipate equipment replacement needs based on age, service history, repair frequency, manufacturer support, operational requirements, and expected useful life.
• Maintain calibration certificates, preventive maintenance records, repair records, service documentation, and related equipment files.
• Assist with acceptance and implementation of newly purchased medical equipment.

Vaccine Inventory Management

• Coordinate and manage vaccine inventory across assigned IHA clinic locations.
• Maintain accurate records of vaccines received, distributed, administered, transferred, wasted, returned, and remaining in stock.
• Monitor vaccine lot numbers and expiration dates.
• Rotate stock appropriately to minimize vaccine waste.
• Maintain appropriate vaccine inventory levels based on anticipated clinic demand and seasonal requirements.
• Coordinate vaccine allocation between clinic locations and mobile or special-event clinics as applicable.
• Assist with vaccine inventory reconciliation and discrepancy investigation.
• Coordinate vaccine ordering in accordance with IHA procurement requirements.
• Maintain documentation necessary for vaccine inventory audits, reconciliation, and accreditation review.
• Work collaboratively with nursing, clinical leadership, and other appropriate personnel regarding vaccine availability, shortages, recalls, expiration dates, and operational needs.
• Assist with preparation and inventory support for seasonal influenza clinics and other vaccination initiatives.

Multi-Clinic Operational Support

• Maintain awareness of inventory and equipment needs across all assigned clinic locations.
• Anticipate shortages or operational risks before they negatively affect patient care or clinic workflow.
• Proactively redistribute supplies or equipment between locations when appropriate.
• Communicate promptly with leadership regarding shortages, equipment failures, delayed shipments, backorders, or other concerns that could affect clinic operations.
• Support clinic openings, expansions, relocations, remodels, temporary clinics, and special projects involving inventory or equipment.
• Coordinate inventory and equipment needs so that multiple clinics are able to operate efficiently and seamlessly.
• Maintain flexibility to respond to changing operational priorities and urgent clinic needs.

Courier and Distribution Responsibilities

• Safely transport and courier supplies, equipment, documents, and other approved materials between IHA clinic locations as operationally necessary.
• Maintain appropriate chain of custody, documentation, and handling requirements when transporting supplies or equipment.
• Ensure temperature-sensitive or otherwise specially handled materials are transported according to applicable requirements.
• Maintain a valid driver's license and ability to travel between assigned clinic locations as required.

Collaboration and Communication

• Work closely with clinic leadership on inventory, equipment, expansion, accreditation, and operational improvement projects.
• Collaborate with clinical staff to identify supply and equipment requirements.
• Work directly with the IHA Business and Contracts Department regarding procurement processes and contractual requirements.
• Communicate with vendors regarding quotes, orders, repairs, maintenance, replacement equipment, and service agreements.
• Provide leadership with timely updates regarding inventory status, equipment needs, procurement issues, and anticipated operational risks.
• Participate in meetings, inventory reviews, audits, AAAHC accreditation preparation, and other projects as assigned.

Minimum Qualifications:

• High School Diploma.
• Minimum of three (3) years of inventory management experience required.
• Experience managing inventory across multiple locations strongly preferred.
• Experience in healthcare, occupational medicine, medical supply, clinical operations, or a related environment preferred.
• Familiarity with government contracting, federal procurement environments, or DOE-related contracting requirements strongly preferred.
• Experience with medical equipment management, asset tracking, calibration, preventive maintenance, or vendor coordination preferred.
• Familiarity with AAAHC accreditation standards and ambulatory healthcare compliance requirements preferred.

Knowledge, Skills, and Abilities

• Working knowledge of or ability to become proficient in AAAHC accreditation standards applicable to inventory, equipment, medication/vaccine storage, infection prevention, and environment of care.
• Strong attention to detail and commitment to accurate documentation.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities, locations, deadlines, and projects simultaneously.
• Ability to anticipate operational needs and execute appropriate actions in a timely manner.
• Strong problem-solving and critical-thinking skills.
• Ability to identify potential inventory or equipment issues before they disrupt clinic operations.
• Ability to work independently while maintaining effective communication with leadership.
• Ability to work collaboratively with clinical staff, leadership, vendors, Business and Contracts, and other departments.
• Strong written communication skills, including the ability to prepare clear procurement and equipment justifications.
• Ability to interpret and follow policies, procedures, contractual requirements, procurement requirements, accreditation standards, and manufacturer guidance.
• Ability to maintain organized records suitable for audits, inspections, and accreditation reviews.
• Ability to maintain confidentiality and appropriately handle sensitive business and clinical information.
• Strong computer skills and ability to work with spreadsheets, inventory systems, asset-management systems, email, and other business software.
• Ability to adapt to changing clinic priorities and operational requirements.
• Demonstrated ability to support multiple clinic locations while maintaining consistent inventory standards and uninterrupted workflow.

TYPICAL PHYSICAL DEMANDS & WORK ENVIRONMENT: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands:

• The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. May require sitting or standing for long periods of time. Requires manual dexterity sufficient to operate a keyboard, operate a calculator, telephone, and such other office equipment as necessary. Normal range of vision and hearing. It is necessary to create and view on computer screens for long periods and to work in an environment which can be very stressful.
• Work will involve frequent contact with other project employees, customers, clients, representatives, and vendors. Work may be stressful at times. Interaction with others is constant and may be interruptive. Opportunities for local and domestic United States travel will occur.
• Ability to travel between multiple clinic locations as required.
• Ability to courier supplies and equipment between locations.
• Ability to receive, unpack, organize, stock, and relocate supplies.
• Ability to safely lift, carry, push, or move supplies and equipment consistent with established workplace safety requirements.
• Ability to work in clinical, storage, administrative, and warehouse-type environments as necessary.
• Ability to respond to urgent inventory or equipment needs that could affect clinic operations.