Tag Archive for: Log Books

What most operators don’t realise is that there is a requirement to have a Medical Log Book onboard your vessel to record medical information including the dispensing of drugs.

The NSCV Part C7A H8 specifies that all vessels shall carry and record the use of all medicines, first aid and medical incidents in a Medical Log Book and record the stock movements for Controlled Drugs in a Controlled Drug Register.

To date AMSA have not been pushing Medical Log Books other than on larger vessels but I’m guessing that this is another area that is going to surface in the near future, especially on passenger and charter vessels!

If you operate passenger or charter vessels you should consider getting a Medical Log Book in place sooner rather than later.

Other vessels that should be getting one together are commercial fishing vessels and vessels engaged in construction or towage and in particular those that undertake long voyages.

Medical Supplies: Things to consider

When considering your requirements for medical supplies you need to take into account the tables specified in C7A. Now there are more flexible rules for first aid supplies on DCV’s.

The owner/master of a domestic commercial vessel (DCV) operating in operational area C, C Restricted, D or E may undertake a risk assessment of their vessel and operation and determine the appropriate type and quantity of First Aid supplies that are to be carried on board the vessel for that operation.

Please note that the first aid kit must also comply with the Work Health and Safety Code of Practice. If necessary, assistance may be sought from an appropriately experienced pharmaceutical provider or First Aid provider/supplier in order to do so.

Based on your risk assessment you may apply for and Equivalent Solution. A few questions that you need to take into account when conducting your risk assessment…

  • Is your operation considered high risk in the WHS code of practice?
  • Do you have crew with current First Aid qualifications onboard ALL the time?
  • Are you operating more than two hours from medical assistance?
  • Based on your operations are persons on board likely to encounter specific hazards e.g., burns, stings, cuts and abrasions, etc.?

These are just a few of the things you need to take into account when undertaking your risk assessment. If you need help with completing a risk assessment for your First Aid requirements don’t hesitate to contact Shorlink or request First Aid Risk Assessment sheet.

What’s required in a Medical Log Book

There are specific requirements for a Medical Log Book which include:

  • Date
  • Time
  • Patient
  • Condition
  • Treatment

If you carry Controlled Drugs your Controlled Drugs Register should include:

  • Supply
  • Use
  • Disposal
  • Loss
  • Theft

While all of this may seem a bit daunting it’s really not too bad if you have the right layout in your log book and register.

First Aid Kits and Medical Cabinets

There are also a number of other considerations in relation to First Aid Kits and Medical Cabinets which includes…

  • Location
  • Construction and provisions
  • Labelling and identification
  • Construction and illumination for Medical Cabinets
  • Maintenance for Medical Cabinets

Shorlink’s Recommendation

The one thing that we see so often is OUT OF DATE First Aid certificates which means that person may not be up to date with the latest First Aid knowledge and skills. We strongly recommend that you ensure your First Aid is current.

 

 

For vessels with more than two crew we recommend at least one other crew member has current First Aid training. This takes the pressure off the Master in the event of an incident where injuries are sustained.

 


Tip

If you think you can have a case for an Equivalent Solution then do a risk assessment on your operations or if you need assistance in doing one then contact our office. We can assess your situation and develop a risk assessment for you.

Need a Medical Log book then look no further as Shorlink has them available and they meet all the legal requirements.Medical Stores Log Book

 

As a commercial operator we’ve all had to deal with vessel inspections by marine agencies including AMSA, Fisheries and the Water Police.

While on most occasions you get through them without too much hassle there are times when we wonder what the hell some of these officers are talking about.

I think most of us have gotten disturbed at times and even downright angry at some of the things we get thrown at us.

I can say that in most cases the officers are not displaying any form of prejudice against you as a person. Unfortunately, I have to admit to being witness to an officer going out of his way to make life hard for an operator they believed should not be on the water!

Ordinary situations can be hard enough but when you have to deal with that sort of behaviour, its hard to keep your calm.

What’s important to remember is that the person undertaking the inspection is only doing their job and they are only human after all!

One of the biggest issues to deal with is consistency. What we’ve seen happen is an inspection being undertaken in one port and being given the “all good” then going to another port only to be told all these things are wrong.

The worst one is with SMS manuals, where officers out their twist on what they think should be in your SMS.

AMSA have an SMS Assessment check list that lays out what they need to ensure is in your SMS. That’s what they should be sticking too!

So… how do we deal with onboard inspections?   

Dealing with onboard inspections at any time can cause stress, especially when you feel things are not going so well, so below I’ve listed how I recommend ALL Owners, Masters and Crew Members to respond.

During an onboard inspection I always recommend all persons involved to remain calm and respect the officers conducting the inspection, even if you disagree with their decisions.

Actions and reactions

  • Keep calm at all times
  • Don’t blow your stack no matter what
  • If you disagree with something ask them for an explanation
  • If something is found to be non-compliant or unsafe ask to be shown what it is and have them explain to you if you’re uncertain
  • If you feel the officer has been unjust or wrong in some way don’t argue about it. Let them know your concerns and ask for clarification
  • If you’re issued with a Report of Inspection with defects listed, make sure you have anything you don’t understand explained to you
  • Being issued with an order to return to port or tying up the vessel up for any reason accept it, don’t argue with the officer and follow the direction then deal with whatever was the cause
  • If you feel any decision is wrong, first follow the instructions then you can report it to AMSA but ensure you are clear about the issue have all the facts together to support your case. Be clear and concise!
  • In relation to SMS Manuals be aware that officers are viewing them to ensure they have all the required information relevant to your vessel and its operations. They are not meant to go through procedures and issue instructions about them. They may make suggestions but remember for DCV’s there is no actual approval system in place.

If you follow the above your onboard inspections will go much easier, no matter what the outcome is!


Shorlink’s Recommendation

My number one recommendation is to follow the guideline above but if you feel there is a problem with any notices given during an inspection the I strongly recommend you contact our office for advice immediately.

We have the experience and knowledge in dealing with these matters and can make life easier for you. If you have an inspection scheduled and would like assistance in dealing with it then you can arrange for us to be onboard during the inspection (based upon availability).


Tip

Safety Management Systems (SMS) are one of the biggest issues with vessel owners and operators at present due to AMSA’s increase monitoring of them.

For those who aren’t clients, my tip is to have us undertake a FREE assessment of your SMS so we can point you in the right direction. Feel free to send us a copy to sms@shorlink.com and we would be happy to assess and advise!

If you’ve received a MO504 SMS Assessment and there are items listed as “not met” then our tip is to send them to us if you’re unsure about what’s required ASAP.

Dear subscriber and in particular Shorlink clients,

This message has important information to ensure your Safety Management System (SMS) is up to date and remains compliant!

If you have changed any contact details that are listed in your SMS including:

  • Owner or owners
  • Emergency Contact
  • Designated Person (DP) or persons

You must update your SMS accordingly if not already done so.

We recently had a situation where we received a call from a vessel where they were in trouble and unable to contact any of the numbers listed in the SMS manual.

On top of that there had been a change of staff within the company and the details in the SMS were not updated as required to ensure the SMS remained compliant.

Contact details includes:

  • Name or names
  • Address
  • Phone number
  • Mobile number
  • Email

Specific Requirements

Emergency Contact

The Emergency Contact is the person who is listed in the SMS as the Emergency Contact and is primarily responsible for the operation of the business.

A person who is listed as the emergency contact in the SMS must be available at a minimum during the company’s normal business hours.

Designated Person

A Designated Person is someone listed in the SMS as the person who has the responsibility of monitoring the safety and pollution prevention of the vessel.

It is a legal requirement that if you are listed as a Designated Person in the vessels SMS you MUST be contactable 24 hours a day, 7 days a week at all times to respond to emergency situations should they arise.

If your SMS does not have the current contact details, especially of the DP then it is not compliant and in the event of an incident you leave yourself exposed to legal action.

For all Shorlink clients, if there has been any changes please notify us immediately so as we can update your SMS accordingly to ensure you remain compliant.


Shorlink’s Recommendation

Review the contact details of all persons listed in your SMS to ensure they are up to date and correct.

This not only includes emergency and designated person details but also owner’s details.

If you need assistance with the Designated Person section in your SMS (Section 4 of Marine Order 504) then feel free to contact us here at Shorlink for assistance.

Don’t simply put it on your to do list as a failure to update this critical information in your SMS leaves you exposed in the event of a marine incident!

While conducting onboard training and auditing log books it’s become apparent that Master’s either don’t know what they are required to record in the deck log or simply just don’t care.

Marine Order 504 clearly specifies what must be recorded in your log book. Failing to record the required information may leave you exposed in the event of an incident.

Your vessels Log Book  is one of the first things an investigator will look at when investigating an incident.

If the required information is not in the log then you may have serious trouble defending yourself so make sure you record what’s required!

What MO 504 specifies as must be recorded?

The Master must ensure the following details are recorded in the vessels Log Book:

  1. Any illness or injury of persons onboard;
  2. Any marine incident, other incident or accident involving the vessel or its equipment;
  3. Any assistance rendered to another vessel;
  4. Any unusual occurrence or incident;
  5. All communications/messages sent or received for an emergency;
  6. Any operation of the vessel for recreational purposes.

What we recommend as additional information?

  1. Time of departure and arrival;
  2. Time of any passenger briefing where passengers are carried;
  3. New crew inductions and training;
  4. Time of induction of any other persons onboard. This may be contractors, technicians, observers or any other person;
  5. Proposed destination or course;
  6. Summary of weather conditions on departure;
  7. Position at regular intervals;
  8. Any major changes in weather conditions;
  9. Bunkering if not recorded elsewhere;
  10. Dispensing of medical supplies if not recorded elsewhere
  11. Ongoing emergency training;
  12. Any safety issues

While all this sounds like a lot of writing it only takes a few seconds once you get the hang of it.

By keeping a detailed Log Book, you are effectively providing a layer of protection for yourself when an incident occurs.

Many Masters say to me that they’re too busy to do this, but my response is a few seconds every couple of hours can save you days or even months in court defending yourself!


Shorlink’s Recommendation

Our primary recommendation is to ensure you record all of the requirements of MO 504 and we strongly recommend recording all new crew inductions, your position at regular intervals, any noticeable changes in weather and passenger inductions where applicable.

These few items are going to be a big help in the event of a marine incident and possibly time and money in legal costs.


Tip

Our number one recommendations is to get in the habit of keeping your Log Book up to date at all times because you never know when you may need it.


Log Books Deck Log Book

Vessel Log Books are a necessity but there are so many variations out there in size, format and levels of complexity. This is why we developed our Log Book in an easy-to-use format with only the necessary requirements to make recording your information easy. So many of our clients and non-clients have switched to our easy-to-use Log Book, why don’t you?