Our 5 top tips for organising your medical maintenance plans

- Have your inventory catalogues the way it is laid out onboard, not in an A-Z type list. Sounds simple doesn’t it but believe us when we tell you that most people will have it either in an A-Z or following the Flag State list of medical stores. What this means is that when it comes to finding what you need, it won’t be straightforward.
- Use the supplier's unique code reference and item description in your inventory management tool….BUT….add a column that allows you to enter a description that makes sense to you. For example:

3. When cataloguing items like the AED or Oxygen cylinder, have a column for the consumables that will need to be with it so that when it comes to the stock check you know what is supposed to be kept with that particular item.
4. Make sure your Controlled Drugs (Narcotics) are stored and accounted for legally. Not sure how this should be then you can find more details in the MSN 1905 - Ships Medical Stores Amendment 2 and also here - or just get in touch, we are very happy to assist.
5. Set up alerts to remind you of what needs checking and when. We use these all the time as the ships that we look after have different schedules and it helps keep us on top of what needs doing when so as not to return a non-compliance on checks and controls.

A couple of things that we have picked up during routine audits of a ships medical maintenance plan show that these errors are occurring:
- The person conducting the checks and controls doesn’t always know what they are looking for. To mitigate this spend a bit of time looking up these items so that you have a visual idea of what to look for.
- Spreadsheets are the most common way of managing your medical kit but often there is very little version control over these and it can be hard to find the most up to date checks and controls. I can’t tell you how often I sit twiddling my thumbs waiting for them to find the latest version and then for it to be out of date. - an easy fix this one. Have strict version controls over the document and ensure that you hand it over to your back to back as part of the routine handover process. And when an auditor wants to see them make sure that you have it ready in advance!
- The Controlled Drugs register hasn’t been set up correctly. I have seen many of these registers with all the CD’s on the same page as a list. This is not how it should be done. Each medication should have its own page so that when you carry out your checks and controls you have plenty of rows to annotate this.
As always, we are here to help so get in touch if you want some guidance or advice. We don’t charge for an email or a quick call so don’t worry about that!
Please note that when you do your STCW Proficiency in Medical Care all of the above should be covered.
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