Medical examiner approval from DG shipping to conduct medical examination of seafarers

Overview:

Obtaining DG Shipping approval for doctors to perform medical check-ups on seafarers is a critical step in ensuring the safety of those who work at sea.

There are international guidelines from organizations like the World Health Organization (WHO) and the International Labour Office (ILO) that help set standards for these medical check-ups. These rules make sure that doctors understand the unique health needs of seafarers.

In India, the Merchant Shipping (Medical Examination) Rules 2000 follow these international guidelines. Under these rules, the Director General of Shipping authorizes doctors to carry out medical examinations of seafarers.

This approval process is important to make sure that the doctors doing these medical check-ups meet the right standards. This overview explains the main steps and requirements for getting DG Shipping approval, all with the goal of making seafarers’ medical check-ups safer and better.

Requirements for Doctors to Obtain Approval from DG Shipping

Medical doctors seeking approval from DG Shipping to conduct medical examinations for seafarers must meet specific eligibility criteria. These criteria encompass age, qualifications, infrastructure, and the presence of qualified medical staff. Here is a breakdown of the key requirements and the process for doctors to obtain approval:

1. Minimum Age: Doctors’ age should not exceed 65 years from the date of submission of the application. Medical Examiners who reach the age of 65 and wish to renew their approval may apply to the Directorate. Renewal up to the age of 70 may be considered under certain circumstances, subject to the production of a fitness certificate from approved central, state, or local municipal authorities.
2. Minimum Qualification: Doctors must hold a minimum qualification of an MBBS degree recognized by the Medical Council of the Central or State Government and be licensed physicians.
3. Infrastructure and Facilities: Doctors must have their own clinic or hospital equipped with essential infrastructure. This includes a designated waiting area for seafarers, an examination room, a testing laboratory, and facilities for collecting blood and urine samples. 
4. Testing Laboratory: Doctors must have a testing laboratory approved by NABL/NABH (National Accreditation Board for Testing and Calibration Laboratories/National Accreditation Board for Hospitals and Healthcare Providers), or they may collaborate with NABL/NABH-approved laboratories.
5. Ownership/Lease Documentation: Documentary evidence of land documents (ownership or lease) for the clinic, along with recent photographs of the clinic, must be provided during initial approval or renewal.
6. Qualified Medical Staff: In addition to meeting the infrastructure requirements, the medical facility should have qualified medical staff who can assist in conducting examinations and tests as needed. This ensures an efficient and accurate assessment of seafarers’ health.

Processing fee for obtaining DG shipping approval:

Payment of Rs. 25,000 is mandatory for the initial approval process and Rs. 10,000 for renewal, both of which are non-refundable fees payable to DG Shipping. Additionally, a one-day training fee, typically around Rs. 15,000, is charged by a Marine Training Institute (MTI). Furthermore, there is a fee of INR 2,000 for updating the address or contact details on the DG Shipping medical profile

Process for Doctors to Obtain Approval from DG Shipping

The process for doctors and medical centers to obtain approval from the Directorate General of Shipping (DG Shipping) in India to conduct medical examinations of seafarers is a multi-step process that ensures that they meet the necessary standards and requirements. Here is a detailed explanation of each step.

1. Training: All doctors who wish to be approved as medical examiners of seafarers by the Directorate General of Shipping (DG Shipping) are required to undergo a one-day familiarization course on the medical examination of seafarers. The course is conducted by DG-approved maritime training institutes and covers the following topics:

• The Merchant Shipping Act
• The Medical Examination Rules
• The medical fitness requirements for seafarers
• The procedures for conducting a medical examination of seafarers
• The living and working conditions of seafarers

The purpose of the course is to ensure that all approved medical examiners have the knowledge and skills necessary to conduct medical examinations of seafarers in a safe and professional manner. The course also helps to bring about uniformity in the conduct of medical examinations of seafarers by approved medical examiners.

2. Application Form: The application typically includes a prescribed application form provided by DG Shipping. This form will require the applicant to provide detailed information about their qualifications, experience, and other relevant details.

3. Document Verification: Once the application is submitted, DG Shipping officials review the provided documents and information. This involves a thorough examination of the applicant’s qualifications, licenses, and any other relevant credentials.

4. Facility Inspection: For medical centers, DG Shipping may conduct an on-site inspection of the facility where medical examinations of seafarers will take place. This inspection is to ensure that the facility meets the necessary standards and has the required equipment and resources.

5. Diagnostic Laboratory Evaluation: If applicable, DG Shipping officials may inspect the diagnostic laboratory within the medical center to verify that it meets the required standards for conducting medical tests and examinations.

6. Evaluation of Medical Staff: DG Shipping evaluates the qualifications of the medical staff associated with the medical center. This includes verifying that the doctors and healthcare professionals meet the educational and professional requirements set forth in the regulations.

7. Training and Experience: The assessment includes a review of the medical staff’s training and experience in general and occupational medicine or maritime occupational medicine. DG Shipping ensures that staff members have the necessary knowledge to conduct seafarer medical examinations.

8. Approval Decision: Based on the successful completion of the above steps, DG Shipping will make a decision regarding the approval of the doctor or medical center. If all requirements are met and the facility is deemed suitable, DG Shipping will grant approval for impaneled medical examiners. The approved medical examiner or center will then be included on the panel of DG Shipping’s approved medical examiners, and their contact details will be made available on the DG Shipping website.

This rigorous DG shipping approval process for medical examiners is designed to ensure that seafarers receive high-quality medical examinations from qualified and competent medical professionals. It also helps maintain the safety and well-being of seafarers, which is crucial for the safe operation of ships and the protection of the marine environment.

Time duration for the process

The entire process of getting approval from DG Shipping for doctors may take around 2 months.

The validity period of the DG Shipping approval for doctors

Approval will be valid for 5 years from the date of completion of the Medical Familiarization course, or until the expiration of the Medical Council registration, or until the medical examiner reaches the age of 65, whichever comes first.

Regulatory Compliance DG for the approved medical examiner

DG shipping approved doctor must ensure the following compliances:

• Update online records: After obtaining approval from DG Shipping, the doctor is provided with a user ID and password. The doctor is required to update the medical examination report on the DG site for every seafarer’s medical examination.
• Minimum Number of Tests: Renewal of Medical Examiner Approval will be considered if the examiner has conducted at least 25 medical tests for seafarers in one year in metro cities and 15 tests in non-metro cities.
• Feedback System: A closed-loop feedback system must be established to ensure that feedback received is used for continual improvement.

In what situations is DG Shipping approval revoked?

Approval for medical examiners conducting seafarer’s medical examinations may be withdrawn due to specific non-compliances, which can be categorized as procedural lapses or serious lapses:

Procedural Lapses:

1. Non-Submission of Returns: Failing to submit the required reports and returns to the Directorate General of Shipping in a timely manner
2. Non-Reporting of Change of Address: Not informing the Directorate about a change of address that differs from the one approved and displayed on the official website.
3. Issuance of an Incomplete Medical Certificate: Providing a medical certificate that lacks all the necessary information.
4. Not Maintaining Relevant Publications or DGS Notices: Neglecting to keep up-to-date with publications and notices pertaining to medical examinations issued by the Directorate General of Shipping

Serious Lapses:

1. Issuance of a Medical Certificate Without Conducting a Medical Examination: Providing a medical certificate to a seafarer without conducting a proper medical examination.
2. Issuance of a Medical Certificate Signed by an Unauthorized or Non-Signatory Person: Allowing a person who is not authorized or designated to sign on behalf of the DG Shipping’s approved medical examiners to do so.
3. Issuance of a Medical Certificate to Unfit Seafarers: Providing a medical certificate to a seafarer who is medically unfit.
4. Issuance of an Unfit Certificate to Fit Seafarers: Declaring a fit seafarer as medically unfit in the medical certificate.

While some of these issues may be procedural in nature, others are more severe and reflect an unprofessional attitude, potentially violating the code of conduct specified in the relevant section of the Medical Council Act.

To address these non-compliances, DG Shipping may issue a show cause notice to concerned medical examiners when procedural lapses are observed.

While a single procedural lapse may not result in immediate adverse consequences, repeated or multiple lapses could lead to the suspension or cancellation of approval.

Serious lapses may result in immediate suspension, cancellation, and possible penal action under the provisions of the Merchant Shipping Act, 1958.

These measures are in place to ensure the integrity of seafarer medical examinations and uphold professional standards within the maritime industry.

How can a DG-approved doctor update a medical fitness certificate on the DG Shipping website?

To update a medical fitness certificate on the DG Shipping website, DG-approved doctors should follow these steps:

1. Visit DG Shipping Website: Visit DG shipping website and click on E-Governance section.

2. Access the DG Shipping Website: Using their provided user ID and password, doctors can log in to the E-Governance section of the DG Shipping website.

3. Click “Medical Fitness.” After logging in, doctors should navigate to the section or portal designated for updating medical fitness certificates. This section may be labeled “Medical Fitness“.

4. Issue Fitness Certificate: Doctors should click on the button labeled “Issue Fitness Certificate” available in the top left corner.

5. Enter Seafarer Information: Upon clicking on “Issue fitness certificate”, you will be asked to enter the Indos number of the seafarers, Upon entering the Indos number, you need to click on “Get seafarers details“, and seafarers details will auto-populate for you to see and confirm.

Doctors should enter the required information for the seafarer whose medical fitness certificate needs updating. This information includes the medical certificate number and the validity of the certificate.

6. Review and Confirm: Prior to clicking the ‘ADD’ button, doctors should meticulously review all entered information to guarantee accuracy. Once the ‘ADD’ button is clicked, the data will be submitted to DG Shipping’s records, and any modifications will not be possible after submission.

7. Confirmation: After successful submission, doctors may be able to see the details below the ADD button.

It’s important for DG-approved doctors to ensure that all updates are accurate and comply with the relevant regulations and guidelines for seafarer medical examinations. Additionally, they should adhere to any specific procedures or requirements outlined by DG Shipping.