The Retina Inventory & Patient Financial Assistance Coordinator owns retina pharmaceutical inventory and patient financial assistance across all five retina locations. This position manages par levels, drug reconciliation, waste, and storage compliance on approximately $7.0 million of annual retina drug spend, and identifies, enrolls, and renews patients in manufacturer and foundation assistance programs. This is a 30-hour per week benefited position reporting to the Director of Ophthalmic Services, with dotted-line coordination to the Senior Procurement & ASC Operations Specialist and the Revenue Cycle Manager.
Core Responsibilities
- Implement and administer the Ally GPO platform across all five retina locations; serve as system owner and primary user.
- Set and maintain par levels by drug and by location using actual usage history; review and release orders weekly.
- Reconcile purchases to administrations and charges monthly at the vial level; investigate and resolve all exceptions.
- Conduct rotating physical cycle counts; monitor expiration and beyond-use dates, with particular attention to short-dated product.
- Maintain cold chain, storage, and drug supply chain traceability records at all locations.
- Log receipt and disposition of manufacturer sample drug; reconcile sample inventory monthly.
- Administer GPO contract compliance, rebate and administrative fee filing, prompt-pay terms, and invoice-to-purchase-order matching.
- Process drug recalls, returns, and damaged shipment credits.
- Screen retina patients for manufacturer copay, foundation grant, and patient assistance program eligibility; complete new enrollments including income documentation.
- Maintain a renewal calendar; complete annual re-enrollment before coverage lapses and follow up on denied, lapsing, or exhausted enrollments.
- Coordinate with Revenue Cycle on Financial assistance payment reconciliation and injection-related patient balances.
- Produce and present monthly reporting on reconciliation rate, measured waste, days on hand by location, assistance renewals, and payments as a percentage of purchases.
- Serve as the point of contact for practice managers on retina drug inventory and assistance questions.
- Adhere to all organizational policies and procedures; maintain HIPAA compliance and report concerns appropriately.
- Other duties as assigned.
Key Competencies & Expectations
- Investigative approach to data; identifies discrepancies between purchasing, clinical, and billing systems and pursues them to resolution.
- Working knowledge of J-code billing units for injectable drugs, including how unit counts differ between products.
- Intermediate to advanced Excel skills; able to reconcile large exports from more than one system.
- Effective communication with practice managers, physicians, and senior leadership; able to present operational data clearly and concisely.
- Influences inventory practice and workflow across multiple locations without direct supervisory authority.
- Self-directed; independently manages a monthly reconciliation cycle and a multi-site travel schedule.
- Discretion and professionalism handling patient financial and protected health information.
- Team-focused approach; recommends improvements to drug handling, ordering, and assistance workflows.
Minimum Qualifications
- High school diploma or GED required; associate degree or higher preferred.
- 3+ years of experience in pharmaceutical inventory control, buy-and-bill drug purchasing, or specialty pharmacy operations in a clinical setting required.
- Working knowledge of injectable drug billing and J-code units required.
- Cold chain handling, storage, and documentation experience required.
- Buy-and-bill experience in retina, oncology, rheumatology, or another infusion-based specialty strongly preferred; ModMed EMA/PM and group purchasing platform experience preferred.
- Experience with manufacturer patient assistance programs and independent foundations preferred.
- Valid driver's license, reliable transportation, and ability to travel among five metropolitan Atlanta locations required.