Strong inventory management is a team effort built on clearly defined roles, structured processes, and supportive relationships—both inside and outside the practice. Vendor relationships, purchasing systems, and team communication all play critical roles in controlling costs and maintaining consistent stock levels.
Recommended Inventory Roles in Small–Medium Practices
Successful programs begin with accurate job descriptions and shared expectations. Key roles include:
Vendor Lead (Inventory Manager, Technician, or Practice Manager)
Manages vendor relationships
Reviews counts, stock levels, and pricing
Compiles order lists and submits for approval
Places orders after DVM/Owner approval
Tracks backorders, substitutions, and discrepancies
DVM / Practice Owner
Reviews compiled order lists
Approves purchases
Advises on clinical need and product selection
Group Purchasing Organization (GPO)
Maintains vendor contracts
Supports price negotiation and benchmarking
Provides guidance on maximizing savings and incentives
Local Reps / Distributors
Assist with stockouts, shipping issues, and product support
Provide up-to-date promotions, rebates, and education
Serve as rapid-response contacts for supply emergencies
Group Purchasing Organizations
GPOs offer independent practices the ability to purchase at scale, often securing pricing and terms far better than a single hospital can negotiate independently. While not every agreement will be the perfect fit, a well-aligned GPO partnership can significantly reduce COGS and simplify vendor management. Clinics should still evaluate local pricing, service levels, and product fit to ensure agreements support their needs.
Working at the Local Level
Local distributor and manufacturer reps remain invaluable partners. Maintaining strong relationships ensures:
Rapid support during stockouts or emergencies
Training access for clinical and technical teams
Insight into rebates, promotions, and contract opportunities
Distribution Providers
Every practice should establish both a primary and secondary distributor. This protects the hospital during backorders and allows cost comparison. Remember: manufacturer rebates often apply even when ordering through a distributor.
