LOGS, REGISTERS AND INVENTORIES FOR MEDICAL USE

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1 SQEMS WORKING INSTRUCTION WIN-SAF-22 1 of 6 References: OP-SAF SCOPE To establish logs and registers to be used on board for recording the health conditions, the medical treatment and the distribution of medicines to the Seafarers. 2. RESPONSIBILITY Master To periodically check that all the logs, the inventory and the registers are updated; To personally keep the drug register updated. Deputy Medical officer To keep logs, inventory (not including drugs) and registers duly updated. Office To provide for the supply of logs and registers when required. Company Superintendent/Auditor To check the log/register during their visits/audits. 3. GENERAL The medical logs, registers and inventories are to be kept on board with the utmost care. The medical activity on board should duly and clearly registered, filed in and be kept ready for any eventual and future investigations in order to monitor and show the action taken for the patient and the use and consumption of medicines. Such log/inventory/register should be always duly updated and at disposal of any internal and external inspections. The log can become element of witness in case of official investigations and supporting document in case of legal disputes. 3. ACTION In order to monitor and record the medical activity on board, the Company (and/or Flag administration in some cases) will supply relevant logs and registers that the Officer in charge will have to fill in and update accordingly, inserting the activity.. Exception is for the DRUG REGISTER, with entries done by Master only and kept in Master s safe. Prepared by: Reviewed by: Approved by: Crew Policy Manager Fleet Director General Manager Distribution: to all managed vessels

2 2 of Logs Logs to be kept on board should be following: Official Deck Log Book : it must be kept by Master, with entries of all the events; MEDICAL LOG BOOK : it must be kept by the (delegated) Deputy Medical Officer, with entries of all crew illness/injuries with treatment applied and medicines used/distributed; SHIP S MEDICINE INVENTORY : it must be kept by the delegated Deputy Medical Officer, with the inventory of all medicines kept on board excluded drugs. The inventory is to be kept by an electronic Excel file containing at least following information: Shelf/Position, Medicine Type/Description, Code n (for medicines required by TABELLA C), Packaging Unit, Minimum stock (for medicines required by TABELLA C), Stock present on board, Stock expiration dates, Date of last general inventory. A basic model of inventory file is provided by the Company: a template of same is below attached. The file can be customized to satisfy any eventual additional need of the ship.. A general inventory of medicines on board must be done at least once a year. The date of the last general inventory must be reported into electronic file. SHIP S MEDICINES LOAD & UNLOAD REGISTER it must be kept by Deputy Medical Officer, filled in with the record of every loading and unloading of all kind of medicines (except drugs) quantity to ship s stock. All medicines handling must be recorded regardless of reason (E.G. - Disposal of expired medicine, use for treatment, ). The register is mandatory for Italian Flag Vessels according with D.M. 25 Maggio 1988, N 279; according with Company policy, all vessels (Italian & Non Italian Flag) are required to keep the register up to date: Italian Flag Vessel must use the register to record also medicine listed into mandatory list - Tabella C. DRUG REGISTER : it must be kept by Master, showing the kind, quantity, consumption, lifting (with receipt) and authorized destruction of any kind of drug on board. For Italian Flag Vessels the only official drug register is the Registro di carico e scarico degli stupefacenti e sostanze psicotrope duly stamped by the port medical doctor of the vessel s port of registry. It must contain the narcotics as indicated by the governing Tabella C only. Further instructions for handling cab be found within the booklet. Other drugs or considered as such to be kept stored separately and declared by the narcotic list as requested by foreign authorities. For Italian Flag Vessels only: this register should be endorsed by the Italian Port Health Authority every year. DIARRHEA LOG BOOK : kept by the Deputy Medical Officer. Filling in the entries when occurred. All logs should be kept on board for at least three years. 4. FOR ITALIAN FLAG VESSELS ONLY 4.1 Registro Degli Infortuni (Register Of Accidents) Decreto Ministero dei Trasporti e della Navigazione Tutte le navi Italiane, in ottemperanza al D.L. 27 Luglio 1999, no. 271, devono avere, in aggiunta alla compilazione del Formato denuncia d infortunio e richiesta di visita medica Mod. 14 N:. A) Registro Degli Infortuni (Register of Accident) Rilasciato dal Ministero dei Trasporti, deve essere vidimato dal Compartimento d Iscrizione della nave. Nel registro degli Infortuni, devono essere registrati tutti gli infortuni di bordo (come compilare il registro, e spiegato nella gazzetta Ufficiale no. 146) AA) Scheda Rilevazione Infortuni (Allegato B, Rifer. Art. 3) Rilasciata dal Ministero dei Trasporti, deve essere compilata (a fine statistico) per ogni infortunio a bordo. La scheda originale deve essere inviata al Compartimento d iscrizione della nave e copia conservata a bordo per almeno tre anni. Inoltre, per ottemperare al D.M. 25 Maggio 1998, no. 279, tutte le navi italiane, devono avere: B) Registro degli Stupefacenti ( DRUG REGISTER ) Tutte le navi adibite a navigazione internazionale lunga o breve devono avere un apposito registro di carico e scarico dei presidi etichettati come stupefacenti. C) Tabella C

3 3 of 6 Tutte le navi adibite a navigazione internazionale lunga o breve devono avere a bordo una quantità di medicinali stabilita dalla Tabella C, inserita nel Registro di carico e scarico( Ship s Medicines Load & Unload Register ). Tale quantità è aumentata - per alcuni medicinali - per le navi petroliere ed è evidenziata sempre nel sopra citato Registro. CC) Registrazioni A bordo delle unità che, ai sensi del decreto, debbano essere dotate dei medicinali elencati nella tabella C, sarà tenuto apposito registro di carico e scarico dei farmaci in generale (Ship s Medicines Load & Unload Register); 4.2 Modulistica per richiesta visita medica Un sufficiente numero di Modulari Sanità, emessi dal Ministero della Sanità (Mod. 14 N; Mod. Mal. 1 ex Mod. 1 N or Mod. 20 N - ) dovranno essere presenti a bordo in numero sufficiente. Detti modulari dovranno essere compilati come previsto per l uso indicato. Alcuni di questi modulari potranno richieder (Mod. Mal 1) numerazione e timbratura da parte dell Autorità. Copia di detti Modulari dovranno essere conservati nel raccoglitore File no Crew Health. 5. RECORDING Any casualty/event reported to the Medical Officer should be recorded as per the specific case in the dedicated log. Master, who should always well know the Medical activity on board (please refer to WIN-SAF-01), will record the event also in the official Deck Log Book. The recording should be accurate and entries should be done immediately, after the event occurred, avoiding any misunderstanding or forgetfulness. References WIN-SAF-23 Hospital, Medicine and Drugs management

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