CHAPTER 13 ADMINISTRATION
INTRODUCTION
Although most of the corpsman’s duties are performed in a clinical environment, you may be assigned to a clerical position, aboard ship, or with the Fleet Marine Force where a knowledge of administrative procedures and reports is a must.
Handling, correcting, and using official directives and publications are important administrative duties. The efficiency of your office depends upon the condition of its publications and directives, how well you know them, and the timely submission of accurate reports.
You will use Navy directives and publications increasingly as you learn your job. They are the references you turn to for information. The better you know your publications and directives, the quicker you will find the information you need.
As you progress in rate and assume greater responsibilities, you will be required to maintain the activity’s Medical Department Journal, various logs, records, and directives. Additionally, you may be required to draft, type, and file correspondence.
Many tasks concerning pay and personnel are now performed by computers.
These computers scan vast amounts of material in less time and with far more accuracy than people can. The effectiveness of this system depends on how well you prepare, process, and transmit optical character recognition (OCR) documents. This chapter covers medical reports, logs, and records commonly used by the Navy Medical Department. It also instructs you on the maintenance and disposal of instructions and notices, preparation of correspondence, and filing procedures. The last portion of this chapter is an introduction to OCR documents.
REPORTING REQUIREMENTS
As a member of the Medical Department, whether in a clinic, on a ship or working sick call, part of your duties may include the maintenance of various logs and the preparation of reports that are required by higher authority as specified in the Manual of the Medical Department (MANMED), chapter 23 and NAVMEDCOMINST 5210.1. COMNAVMEDCOM has distributed numerous forms to facilitate reporting, recordkeeping, and administrative efficiency throughout the Medical Department. Specific instructions for management of reports and forms is covered in NAVMEDCOMINST 5210.1.
MEDICAL DEPARTMENT JOURNAL
Each medical department activity afloat is required to keep a journal in which will be entered a complete, concise, chronological record of events of importance or historical value concerning the Medical Department, other than medical histories of individuals. It lists personnel entered onto or deleted from the binnacle or sicklist; reports of personnel casualties, injuries, and/or deaths; inspection of fresh provisions; lectures given to nonmedical personnel and stretcher bearers; inspections of medical equipment, battle dressing stations, first-aid gun bags, and stretchers; receipt of medical supplies; and all other occasions of significance. The journal is signed daily by the medical officer, when assigned, or the Medical Department Representative (MDR). The journal is a permanent record and is retired in accordance with SECNAVINST 5212.5 series.
REPORTS TO THE OFFICER OF THE DECK OR DAY (OOD)
In addition to being entered into the Medical Department Journal, injuries or death of personnel; damage, destruction, or loss of Medical Department property; and any other important occurrences are reported by the senior representative of the medical activity to the OOD or other proper official for entry into the log or journal of the command or activity.
Patients in serious condition are reported to the commanding officer or the OOD, together with the necessary information for notification of the next of kin.
SICK CALL TREATMENT LOG
A daily Sick Call Treatment Log is maintained for each ship or station. The log contains the
