Project Background
The UK Maritime and Coastguard Agency (MCA) ensures every seafarer on UK ships and yachts are healthy and medically fit for work through statutory examinations. Seafarers must hold an ENG1 or ML5 certificate, with 230 MCA-approved doctors conducting around 55,000 ENG1 exams annually. Cases of ‘not fit’ or ‘fit with limitations’ are reviewed by MCA ENG Referees, while ML5 certificates are issued by a GP and involve referrals to MCA-approved assessors for medical conditions, totalling about 600 annually.
The MCA's Medical Administration Team (MAT) manages this entire process including the recruitment, management, and auditing of ENG-approved doctors, referees, and ML5 assessors.
The Challenge
Prior to the project, the MCA's medical examination process relied on a fragmented system where doctor’s data was stored in a Microsoft Access database, supported by various spreadsheets and document templates. Medical data and certificate logs were completed on paper and retained by the doctors, leading to inefficiencies and limited oversight.
The Solution
To address these issues, we partnered with the MCA to develop a new digital system to enhance the efficiency of managing seafarers' medical fitness certifications. PDMS collaborated with the MAT to develop a central system known as ADIS. This new digital solution streamlines the process, enhances efficiency for the MAT and approved doctors, improves management information, and significantly reduces the potential for fraud.
Project Delivery
Adopting an Agile framework, we embarked on this transformation with a detailed Discovery phase, mapping out all user interactions to tailor our digital solutions precisely. Our methodical approach, using Azure DevOps for scrum management, ensured that each functionality was meticulously designed and aligned with user needs.
The technical architecture features dual .NET core web applications, designed to ensure user-friendly access for both the MAT and doctors. State-of-the-art security measures, including modern authentication protocols and cloud hosting, provide a foundation of trust and reliability. We collaborated with the MCA’s Architectural Review Board and Information Assurance team to meet their policy standards, and the system passed third-party security testing.
The Results
The ADIS system modernises and streamlines the management of seafarer health data, providing:
- A comprehensive management system for all doctor and company information, enhancing connectivity and governance.
- An advanced platform for ongoing doctor training and certification updates, promoting continuous professional development.
- A dynamic resource for publishing FAQs and newsletters, keeping all stakeholders informed and engaged.
- Robust auditing tools and streamlined event management capabilities, including seminars and professional conduct reviews.
- A fully digital process for creating and managing medical certificates, significantly improving efficiency and accuracy.
- Enhanced public access to doctor listings and analytical reports through cutting-edge data tools, fostering transparency and trust.
The Benefits
This digital transformation has set a new standard in maritime medical certification. Elimination of paper-based records has not only enhanced environmental sustainability but also significantly boosted operational efficiency. Real-time data access and automated reporting capabilities allow for unprecedented oversight and proactive management. The system’s intuitive design ensures that all necessary procedural steps are effortlessly maintained, with a dashboard that offers instant insights into compliance and task completion. Remote access capabilities for doctors to consult training materials and seek expert advice from the Chief Medical Adviser, ensuring uniformity and high standards across the board.
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