Inventory management in an ophthalmic ambulatory surgery center (ASC) used to be about readiness: having the right supplies on hand at the time of surgery. But the landscape is changing. Margins are tighter, case volumes are increasing, and supply costs are under constant scrutiny. What was once a routine operational task now carries real financial and strategic weight.
Today, inventory management sits at the intersection of clinical care and business performance. It affects efficiency, spending, vendor negotiations, and growth potential. For many ASCs, it represents one of the most immediate (and often overlooked) opportunities to improve both operations and the bottom line. Here, I will discuss how 3 ASCs have benefited from using inventory management systems.
Traditional Methods of Inventory Management
Despite the importance of inventory management, many centers still rely on manual processes that have changed little over time. For example, at LoneStar Ambulatory Surgery Center in Grapevine, Texas, director of nursing Lexi Rubal, DNP, RN, CPHQ, oversees materials management using a mix of tools: physical counts of stock, spreadsheets to track vendor pricing, whiteboards and sticky notes to signal low inventory, and colored stickers to mark items nearing expiration.
According to Rubal, although these methods work, they are time-consuming and prone to error. Staff must monitor stock levels, track expiration dates, and place orders by hand—tasks that demand significant time and attention.
Another challenge, she noted, is tracking actual usage. Without a reliable way to record supplies used during each procedure, case costing often defaults to surgeon preference cards rather than actual consumption. This can lead to overestimating or underestimating costs and makes spotting trends or controlling spending difficult.
“We’re able to manage inventory effectively thanks to strong internal communication and a very detail-oriented, cost-conscious materials manager,” Ms. Rubal noted. “But it does take a considerable amount of staff time.”
Technology to the Rescue
ASCs are increasingly turning to inventory plat-forms that replace manual processes with data-driven systems. Although some electronic medical record (EMR) software includes inventory functionality, many organizations prefer standalone platforms to avoid disrupting clinical workflows. These facilitate the overall goal of delivering the same core benefits: improved visibility, tighter control, and greater efficiency.
Chris Herald, clinic and surgery center director at Clarus Eye Centre in Lacey, Washington, oversees a single ASC and uses MIRA+ (Mednet), a cloud-based inventory management system. Meanwhile, Peggy Shewmaker, supply chain director at Unifeye Vision Partners, which operates 19 ASCs in 4 states, relies on Envi (Provista) materials-management software for ordering, enterprise-wide inventory control, and customizable reporting and analytics.
These platforms take the guesswork out of supply tracking. With real-time visibility, staff always know what’s on hand. Par levels can be customized for each facility based on how frequently items are used, while surgeon preference cards track exactly what’s needed for each procedure. As cases are completed, the system automatically deducts the items listed on the preference card, ensuring inventory is accurate. Less commonly used supplies can be added as needed, giving staff flexibility without losing control. And when stock drops below the set par levels, the software can automatically generate purchase orders and send them to vendors, always keeping the necessary supplies on hand.
The benefits extend far beyond simple inventory tracking; these systems boost efficiency and strengthen compliance at every step. Three-way matching reconciles purchase orders, receipts, and invoices, reducing errors. Approval workflows ensure purchases are reviewed before finalization. Expiration alerts help prevent waste; vendor integrations simplify ordering; and integrated accounting software cuts down on manual entry and speeds up reconciliation—turning what used to be a labor-intensive process into a streamlined, reliable system.
Spotting the Gaps
Before adopting inventory software, both Mr. Herald and Ms. Shewmaker saw costly inefficiencies. At Clarus Eye Centre, Mr. Herald recalled a system built on guesswork. Surgical technicians, already focused on patient care, handled inventory as a secondary task—and few fully understood the financial impact.
“Stocking was mostly ‘guesstimation,’” he explained. “There wasn’t any rhyme or reason. When supplies ran out, teams would place bulk orders, and by the next year, multiple boxes would often sit expired on the shelves.”
Ms. Shewmaker experienced a similar scenario at Unifeye. “Managers were eyeballing the supply shelves,” she said. “Sometimes, we’d underorder and face an emergency. Other times, we’d overorder and supplies would just sit there unused.”
Modern inventory platforms can help close these gaps. With perpetual tracking, standardized par levels, and real-time visibility, ASC staff can clearly see their stock—making it easier to anticipate demand, reduce waste, and keep operations running efficiently.
Savings That Speak for Themselves
For Mr. Herald and Ms. Shewmaker, implementing inventory software wasn’t just about improving workflow—it also needed to make financial sense. Mr. Herald focused on reducing waste as the starting point. By analyzing pharmaceutical waste alone, he initially projected $35,000 in annual savings—but the first year’s results far exceeded expectations.
“We saved $170,000 in our first year using MIRA+,” he said. Beyond the cost savings, the software transformed operations. Over 8 years, his organization doubled its cataract volume without adding purchasing staff. “The software made our team so efficient, they could manage twice the volume of supply orders in less time,” Mr. Herald explained. “As our volume grew, we didn’t need to hire extra people, which was a huge savings—just one staff member costs more than the software each year.”
Ms. Shewmaker has seen similar results across Unifeye Vision Partners’ larger network. By implementing perpetual inventory and standardized par levels across 19 centers, she said her team reduced enterprise-wide supply spending by roughly 10%. Automated ordering has replaced much of the repetitive manual work, freeing managers to focus on oversight and strategic decisions rather than chasing orders or correcting errors.
Keep It Simple and Flexible
Even with all the advanced features modern inventory systems offer, both Mr. Herald and Ms. Shewmaker emphasized one thing above all: simplicity. In the fast-paced world of ophthalmic surgery, tools need to streamline workflows, not complicate them.
Ms. Shewmaker described Envi as “balanced and approach-able. It's not too big, not too small, just nimble and easy to work with,” highlighting how usability drives adoption across multiple centers.
Mr. Herald echoed this, noting that with MIRA+, routine tasks like scanning supplies or managing orders take only minutes, freeing staff to focus on patient care. He also likes MIRA+’s intuitive design. “Multiple tabs can remain open for items, vendors, and purchase orders, making it easy to navigate between tasks efficiently,” he said.
Flexibility is another key factor. Ms. Shewmaker rolled out Envi in phases, demonstrating that centers don’t have to adopt every feature at once—they can scale implementation to their needs. Mr. Herald added that MIRA+ stood out because “it is flexible, and if we suggest improvements that make operations more efficient, the team at MIRA+ makes it happen.”
Data as Strategy
Modern inventory systems do more than track supplies—they turn data into a strategic tool. Detailed reporting helps organizations monitor usage, control costs, and communicate financial impact to leadership.
Mr. Herald said he uses these data to strengthen vendor negotiations. With anonymized reports from the MIRA+ platform, he lets vendors see what he is currently paying without revealing which suppliers he works with—using both the data and aggregated volume to secure better pricing.
Ms. Shewmaker takes the same approach. “There’s a lot to be said for putting all of your eggs in one major distributor [basket] and driving costs down through aggregated volume,” she said. “Then you don’t have to shop around because you’ve negotiated a strong contract upfront.”
Choosing the Right Solution
Selecting the right inventory management software is about more than demos and marketing promises—it’s about real-world performance. Mr. Herald urges buyers to observe systems in action, ideally through users who aren’t selling the product. “See if the proof is in the pudding,” he said, stressing that software must work seamlessly within your own workflows.
Mr. Herald also emphasized the importance of partners who seek to understand operational needs rather than to impose rigid systems. “They asked more questions on how we were trying to use it instead of telling us how to use it.”
Ms. Shewmaker highlighted Envi's robust reporting, accurate item masters, and tools like EDI 832 integrations, which automatically update vendor pricing in real time. “It keeps the item master accurate at all times, without human intervention, eliminating errors and freeing staff from manual updates,” she explained.
The takeaway from both experts is simple: A system that doesn’t fit your needs can cost more than you realize. Choosing a system that aligns with your workflows, offers dependable support, and adapts to your operations isn’t just smart—it’s essential.
When selected and implemented thoughtfully, inventory management software becomes more than just a back-office tool. It becomes a real strategic advantage—helping streamline operations, reduce waste, and improve overall financial performance. Simply put, the right system doesn’t just keep track of inventory; it helps you make smarter, more efficient decisions every day. OASC
