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CHAPTER-5

HOSPITAL ADMINISTRATION & SERVICE ROUTINE

1. Definition of hospital: According to WHO (World health organization) Hospital
can be defined as an internal part of the society, the function of which is to provide for the
population a complete health care both curative and preventive and whose out patient services
reach out to the family in its home environment.
2. Aim of the hospital: The aim of the hospital is to provide adequate care &
treatment to patients within the limits of present day medical knowledge of organizing human
activity effectively within appropriate organizational resources.
3. Classification of hospital: Hospital can be classified as follows:
a. According to the patient care.
(1) General hospital e.g. District hospital.
(2) Specialized hospital e.g. Medical college hospital, TB hospital, BIRDEM,
ICDDRB.
b. According to ownship & control.
(1) Government hospital.
(2) Semi- Government hospital.
(3) Private / NGO hospital.
4. Functions of the hospital: The main functions of the hospital are the following:
a. Restorative or curative: Diagnosis, Treatment, rehabilitation and emergency care.
b. Prevention of diseases: Management of pregnancy and child health care,
EPI, control of communicable and non-communicable diseases.
c. Education & research: Education and training of medical Students, Nurses
and paramedics etc.
d. Professional support: Professional support to medical practitioners at
stipulated cost.
e. Part of primary health care: Provide support primary health care.

RECEPTION OF THE PATIENT IN M I ROOM & VARIOUS WARDS/ DEPTS

1. The detailed procedure to receive a patient is appended below:

a. Out patient department: OPD includes M I Room, staff surgeon & various
specialist departments. On arrival of sick personnel following procedure should be
followed by the rating / Medical assistant on duty:
(1) On arrival of a case in M I Room: Medical assistant will receive his
prescribed sick parade book and enter his service particulars e.g. Name, Rank,
Official number, Age, ship/establishment & date etc in the sick report register.
(2) Duty MA will record the BP, TPR of the patient and endorse into the
report book
(3) Patient should be made comfortable /to be seated in the waiting room.
(4) Necessary arrangement should be made to see the patient by MOIC/DMO
ASP and must be within 01 hour, but in case of emergency patient it should be
informed to duty doctor without any delay.
(5) After attending by MO, duty MA will ensure the patient to collect
medicine and will complete the necessary medical documentation for e.g.
Investigation, admission or referred forms and the patient for his subsequent part
of the treatment.
(6) In case of emergency patient duty medical personnel will resuscitate the
patient till the medical officer attends the case.
(7) Generally routine cases are reported in staff surgeon & OPD’s (Incase of
officer). So duty medical personnel of the concerned department will ensure the
action stated in sub para (I) to (VI)
b. Indoor cases: Generally admitted cases or the patient kept on observation
use to come into the wards.

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(1) On arrival in the ward duty MA will receive the patient cordially.
HOSPITAL HAZARDS
1. Nosocomial infection/Hospital acquired infection.
2. Side effects of medicine.
3. Transfusion /Infusion hazards.
4. Hazards in OT (e.g. Gas explosion, Electrocution, Infected instruments, Cardiac arrest,
soon after intubation).
5. Radiation hazards in X-ray department.
6. Exchange of babies due to identification problem of babies.
7. Fire hazards. etc

SICK PARADE PROCEDURE

1. When any body falls in sick he will report to his division for sick parade.
2. Then he will report to regulating office with his personal sick parade book.
3. Duty PO (R) will check and entry his name on daily sick parade book F (MD)-7.
4. OOD will check, verify and sign on the sick parade book.
5. Then they will report to sick bay/M I Room.
6. M I Room staff will check their TPR & BP and enter individual’s particulars in F (MD)-5
(out door treatment card).
7. MO will examine the individual and give necessary treatment & remarks/disposal.
8. Then they will collect medicine and sick parade book and report again to their division.
9. The sick person will take medicine & make sick report until cured/get remarks M & D.
MEDICAL DISPOSAL / REMARKS
1. Att ‘A’: Fitt for all duties (To attend sick parade until get remark M & D).
2. Att ‘B’: Light duty (Excuse PT, Parade, Games, Division, and all hard duties)
3. Att ‘C’: Excuse all duties (Can not proceed ashore and make continue sick parade
until get remark M & D).
4. M & D: Medicine and Duty (Not to attend sick parade for the same complaint).
5. M & D (Red ink): Indicates malingerer. Disciplinary action to be taken against such
person. This remark may be given only by a Medical Officer.
6. Detained: Kept under observation for 48 hours only. It is to be decided in that period
whether he is to be admitted or discharged. Usually detention is
required for short course of treatment.

ADMISSION PROCEDURE
1. When a person is unable to be treated as an out door patient, then MO will admit him.
2. He will report to hospital M I Room for admission.
3. M I Room staff or duty MA will check his TPR & BP and fill up the following forms
such as F(MD-65, F(MD)- 12 etc.
4. Then they should enter his name and particular to A & D book i.e. F (MD)-8 and allocate
a specific A & D number.
5. If the patient is a defence person then signal to be given to the patient’s unit.
6. During working hours case sheet will be written by MOI/C of the ward and during non
working hours case sheet will be written by DMO.
7. Patient would be provided the hospital linen from the linen store & along with case sheet
he will report to the allocated Ward.
8. On receiving the patient in the ward he will be provided a hospital bed.
9. Case history, treatment, investigation & diet to be provided by MOI/C of the word.
10. Patient’s particulars are to be entered in the word A & D book and treatment book.
11. Prescribed treatment and investigations are to be carried out by the duty staff of the ward.
12. Patient will remain in the ward till cured/discharged.

DISCHARGE PROCEDURE
1. MOI/C of the ward will select the case for discharge and write down ‘fit for discharge’ in
the case sheet of the patient 24 hours in advance.
2. Then patient to be informed about discharge for his personal preparation.
3. Discharge slip F (MD)-15 to be prepared in four copies for service personnel & three
copies for civilian & families.
4. Correct diagnosis and nomenclature of the disease to be written on the case sheet and
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clinical chart as applicable.

5. Date of discharge also to be written on all documents.
6. Correct diagnosis and date of discharge to be written in the ward A & D book.
7. Monthly diet sheet to be closed for the discharge patient & daily diet sheet to be omitted
for the same patient.
8. If there is any advice or treatment for the patient. It is to be written on the back side of the
discharge slip & also signed by the MOI/C of the ward.
9. All documents are to be arranged in sequence as follows:
a. F(MD)-15.
b. F(MD)-10.
c. F(MD)-65.
d. Entitlement certificate for civilian personnel & Families.
e. F(MD)-6.
f. F(MD)-12.
g. X-ray report & other investigation reports.
10. All discharge patients are to be properly dressed & sent to W/M Office with all
documents in the morning on the day of discharge for CO’s parade.
11. After CO’s parade the patient are returned to ward and one copy of discharge slip to be sent in
the M I Room to entry the correct diagnosis & date of discharge in the hospital A & D book.
12. The discharged patient will have lunch in the ward & will collect discharge slip from M I
Room & they will report directly to their own unit or as instructed.
13. Duty ROG will make a signal for the discharged service person.

DISPOSAL OF A BROUGHT IN DEAD CASE

1. Identification: Identification of the dead body by an Officer, JCO or Sailor of his unit.
2. Confirmation: Confirmation of the death by various examinations. The following
things should be included in the physical examination of the dead body-
a. Colour of skin - Pale.
b. Body temperature - Subnormal (below 96°F)
c. Blood pressure - absence
d. Pulse rate - absence
e. Heart sound - absence
f. Pupil - Fixed, dilated and not reacted to light
g. ECG- Flat.
h. Rigor mortis
j. Presence or absence of sing of violence.
k. Examination of the natural orifices of the body.
3. Documentation: An entry has to be made in the A & D Book in red ink in a separate
serial. A brief history of the case to be written by MOI/C M I Room or DMO.
4. Information: Immediate information to the CO of the hospital, NPM/Local police,
Pathologist, Next of kin and Ward Master of the Hospital.
5. Signal: Immediate signal to -
a. CO unit of the deceased (action)
b. NHQ (Info)
c. Area commander (Info)
d. NPM/ Local police.
6. Preservation of the dead body: Preservation of the dead body in the mortuary for
postmortem. Then hand over the deed body after all formalities duly completed.
7. Preparation of certificate/ documents
a. Death certificate (4 copy for service personnel)
b. Post mortem willing/ not willing certificate.
c. Road permission certificate.
d. Handing/ Taking over certificate.
On complication of all formalities, the dead body to be handed over to the next of kin
with all supporting certificate & Case sheet to be deposited to the ward master office for
further action.
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MEDICAL CATEGORIES AND THEIR DUTIES:

Medical Physical fitness Fitness for duty

category
A-1 1. Capable of hard physical labour
(AYE) considering age.
A-2 1. Capable of physical labour considering
(AYE) age.
2. Limited physical ailment which remains
controlled by regular intake of medicine or
may be fully cured by treatment.
3. Medical category to be reviewed by
Medical board once in a year.
B 1. Capable of physical labour but
(BEE) incapable of hard physical labour.
2. Physical incapability which in under
treatment or controlled by regular intake of
medicine.
C Capable only for light physical labour.
(CEE) Presence of remarkable physical
incapability and sign & complication of
infectious disease. May be fit for
operational service in course of time.
D When admitted in hospital or on leave on
(DEE) medical certificate and under consideration
of disposal of final medical category.
E Even, incapable of bearing light physical
(EEE) labour and incapable of performing
military duty.
1. Fit for all duties in any where in any
condition.
2. Fit to serve in all types of
ships/establishments.
3. Fit for all types of courses, trainings,
symposium, FAT (Factory Acceptance
Test), PSI (Pre-Shipment Inspection),
appointment in embassy in home and
abroad and UN mission.
1. Fit for service in all types of
Ships/Establishments.
2. Fit for all types of courses, trainings,
symposium, FAT, PSI, appointment in
embassy in home and abroad except hard
laborious courses.
3. Fit for foreign mission (subject to the
physical fitness required for that particular
mission).
1. Fit for all professional activities in shore
establishments.
2. Unfit to serve in all types of ships &
crafts.
3. Unfit for course & service in abroad and
UN mission.
4. Fit for visit abroad for short termed
symposium, PSI, FAT etc.
5. Fit for professional course in home
(except hard laborious courses).
6. Fit for sea training/sea passage not
exceeding 10 days.
1. Fit for performing own professional
duties in shore establishments.
2. Unfit to serve in all types of ships.
3. Unfit for all types of courses in home &
abroad and UN mission.
Unfit for all types of duties.
Permanently unfit for any sorts of military
duty.

DUTIES OF MEDICAL CATEGORY ‘B (BEE) & C (CEE) PERSONNEL

1. Medical category B (BEE) & C (CEE) personnel are not fit to serve on board
commissioned ships and crafts.
2. Category B (BEE) & C (CEE) personnel are unfit for all types of courses in home &
abroad and UN mission.
3. Medical category B (BEE) personnel can avail sea training/sea passage (not exceeding 10
days) on board such ships and crafts at the discretion of the medical authority.
4. Medical categories B (BEE) & C (CEE) personnel are generally fit to attend PT, parade,
weekly division etc including night duty but for the especial physical disability personnel
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authority of concerning establishment/installation can exempt the personnel from the above
activities at the discretion of concerning Specialist/Medical Officer.
PUNISHMENT

1. Definition: Punishment is a term, which means to rectify a person from doing crime
and set example for others. There are two types of punishment. They are as follows-

a. Summary trial punishment.

b. Court martial tribunal.

2. Summary trail punishment: Summary trial punishment will be given by the

Commanding Officer and his delegated person. There are 13 in number summary trial
punishment.

No-1 - Imprisonment for a period not exceeding three months.

No-2 - Dismissal from Naval service.
No-3 - Detention for a period not exceeding three months.
No-4 - Dis-ranking.
No-5 - Reduction from standard conduct (AB rate).
No-6 - Solitary confinement for a period not exceeding 14 days.
No-7 - Deprivation of GCB (Good Conduct Badge).
No-8 - Reprimand by the Commanding Officer.
No-9 - Extra work and drill for a period not exceeding 14 days.
No-10 - Stoppage of leave for a period not exceeding 30 days.
No-11 - Mulcts of pay for improper absence.
No-12 - Extra work or drill for not more then two hours a day for a period not
exceeding 07 days.
No-13 - Admonition.

NOTE 1 to 4 are major punishment.

5 to 13 are minor punishment.
1 to 7 are warrant punishment.
8 to 13 are non warrant punishment.

VARIOUS BOOKS AND RECORDS USED IN HOSPITAL (M I ROOM)

1. All classes of A & D book (For Army, Navy and Air force )

a. A & D Book- A - Officer.

b. A & D Book- B - Cadet
c. A & D Book- C -Sailors.
d. A & D Book- F -AFNS
e. A & D Book- G -Officer’s wife.
f. A & D Book- H –Officer’s Children.
g. A & D Book- K -Sailor’s wife
h. A & D Book- L -Sailor’s children
i. A & D Book- P -Civ with family.& Rtd personnel
j. CNE A & D Book.

2. Signal book.
3. SIL & DIL register.
4. DMO report book.
5. Night ward master’s report book.
6. Sanitary diary book
7. Rare blood group register
8. Treatment book (Officer, service, civil, families & CNE).
9. Quarterly medical inspections register.

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10. Over weight register.

11. I O R Register.
12. Monthly medical inspection ( Food handlers)
13. Category Register.
14. Breakage & loss statement book.
15. Permanent Register.
16. Consumable ledger.
17. Diver’s medical inspection book.
18. Specialist on call book.
19. VD Register. etc.
20. Transfer in/ out register.

INVALID OUT OF SERVICE (SAILORS)

1. When any specialist considers that a person is suffering from such a disease for which
the individual is unfit to perform service activities either in category ‘A’ ‘B’ or ‘C’ then he
recommends the case to be invalided out of service Med cat E (EEE) and advised to initiate
BAFM-1231 ( for medical case or BAFA – 867 ( for surgical case). The following procedure is
to be followed for invalidment out of service.
a. Column 1 to 3 of BAFM-1231 to be filled up in 5 copies and signature to be taken
from MOI/C of the case.
b. After taking signature, all the 05 copies of mentioned form are to be sent to the
individuals unit with covering letter for filled up by the CO ( Column 4 to 7) duly signed.
c. After signature CO will return these forms to hospital along with F(MD)-2 recruiting
copy BAFY-1948, 05 copies on which column 1-7 will be filled up by CO.
d. On receiving BAFM-1231, F(MD)-2 and BAFY-1948 from individual’s unit.
Summary of the case will be written by MOI/C and final opinion by concerning specialist
to be typed on a sheet and to be pasted on page NO-5 of BAFY-1948 which will be
signed by MOI/C ward and countersigned by the CO of the hospital.
e. After that the patient to be present in front of medical board and the board will give
opinion on page 6 & 7 of BAFY-1948 and put signature in the respective column of all
the copies.
f. Thumb finger’s impressions of left hand to be taken in case of below JCO on
specific page no by a member of the board and it are to be attached by him.
g. After that 04 copies of each of BAFM-1231 and BAFY-1948 along with F (MD)-
2 and all med. documents are to be forwarded to NHQ (Med dte) for approval by the
DMS (N) with a covering letter.
h. One copy of each BAFM-1231 and BAFY-1948 is to be kept as office copy for
record.
j. After approval by the DMS (N) the copies to be distributed as under

(1) DA- 01 Copy 1231 + 01 copy 1948.

(2) Unit- 01 Copy 1231 + 01 copy 1948.
c (3) DP Cell- 01 Copy 1231 + 01 copy 1948.
d (4) MRS- 01 Copy 1231 + 01 copy 1948.

DUTIES OF WARD MASTER

1. Ward master officer: The following definition of the duties of an officer of the ward
master branch is given as a general guide, but the SMO serving in the ship or establishment is at
liberty to employ the officer here in referred to or other duties suitable to his rank. The following
duties are to be performed by a ward master officer.

a. He is responsible for the administration, discipline, regulation and welfare of the

medical staff and should normally act as their divisional officer.
b. In addition to general duties selected ward master officer is to be appointed to
perform instructional and specialist duties.
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c. A ward master officer is to carryout medical administrative and secretarial duties

under the commanding officer, Naval hospital or other Medical Officer. He is to ensure
that the regulations for the medical department of the establishment are properly carried
out and is act all times to keep himself informed of the orders generally inforce here in
( NB- according to hospital standing order)
d.
(1) He will ensure that required no of medical assistants are detailed in the
wards and departments. He will also ensure that the patients are admitted
according to the entitlement of the hospital
(2) He will supervise the proper distribution of food to the patient.
(3) He will arrange the discharge parade of the patient to the commanding
officer and ensure that all the medical documents have been placed accordingly
after proper filled up.
(4) He will take care for such that the patient may get his discharge certificate
and he will arrange ticket for the transferred patient.
(5) He will ensure the proper admission of the CNE patient.
(6) He will prepare the morning bed state of the hospital and submit it to the
CO.
(7) He will ensure that the handing /taking over of the ward/ department are
done properly.
(8) He will ensure about the disinfection and collect of the patient’s linen.
(9) He will take advice about the nursing care of the patients in absence of
matron.

e. When appointed as Lt Cdr (W/M) or Lt (W/M) in the naval hospital.

(1) He is to ensure that the correct procedure with regard to request men and
defaulters is carried out and is to bring these men before the CO Navy hospital as
may be necessary.
(2) He is responsible to the CO, Naval hospital For the fire organization of the
hospital, arrangements for funerals and inquests, and for presenting the patient at
medical boards.
(3) He is to ensure that divisional ward master conduct their routine duties with
regularity and attention, ensuring that there is no interference with the orders
given by Medical Officers representing all complaints made through the Medical
Officer when they are submitted to the Commanding Officer Naval hospital for
decision.
(4) He will accompany with the commanding officer naval hospital during all
round’s of the hospital.
(5) He is to be assisted in these duties by such ward master S/Lt as may be
appointed to the establishment.
(6) The above instructions are to be followed by a promoted officer ( Ward
master) in the absence of Lt (W/M) or Lt Cdr (W/M)
(7) A ward master officer will also follow other instructions and orders on
medical duties issued by NHQ, DMS (N) and the standing orders of the ship/
Establishment to which he is appointed.

BN FROM (MEDICAL)

S.NO NO PURPOSE
1. F (MD) - 1 MEDICAL EXAMINATION FOR OFFICERS
2. F (MD) –2 MEDICAL EXAMINATION FOR SAILORS
3. F (MD) –3 DENTAL HISTORY CARD
4. F (MD) –4 MEDICAL HISTORY ENVELOPE.
5. F (MD) –5 OUT DOOR TREATMENT CARD/OUT DOOR PRESCRIPTION.
6. F (MD) –6 REFERRED FORM FOR ADMISSION/EXAMINATION BY SPECIALIST.
7. F (MD) –7 SICK/MEDICAL INSPECTION REPORT (SICK PARADE BOOK) BOOK.
8. F (MD) –8 ADMISSION AND DISCHARGE BOOK.
9. F (MD) –9 INCOMING AND OUT GOING REGISTER.
10. F (MD) –10 CLINICAL CHART.
11. F (MD) –11 CASE SHEET.
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12. F (MD) –12 CASE SHEET (CONTINUATION)

13. F (MD) –13 IDENTITY CARD FOR MEDICAL STAFF AND CIVILIAN.
S.NO NO PURPOSE
14. F (MD) –14 IDENTITY CARD FOR PERSONNEL SPECIALLY TRAINED AND
TEMPORARY ACTING AS MEDICAL ORDERLY OR STRETCHER
BEARERS
15. F (MD) –15 DISCHARGE SLIP.
16. F (MD) –16 REQUEST FOR X-RAY /LABORATORY EXAMINATION.
17. F (MD) –17 HOSPITAL CASE SHEET AND RECORD CARD EXTRACT.
18. F (MD) –18 REPORT ON CASES REFERRED FOR PSYCHIATRIC EXAMINATION.
19. F(MD)–19A LABEL OF BLOOD BANK FOR BLOOD GROUP ‘O’
20. F(MD)–19B LABEL OF BLOOD BANK FOR BLOOD GROUP ‘A’
21. F(MD)–19C LABEL OF BLOOD BANK FOR BLOOD GROUP ‘B’
22. F(MD)–19D LABEL OF BLOOD BANK FOR BLOOD GROUP ‘AB’
23. F (MD) –20 FRACTIONAL TEST MEAL ( FTM)
24. F (MD) –21 BLOOD SUGAR CURVES.
25. F (MD) –22 REQUEST FOR HISTOPATHOLOGICAL EXAMINATION.
26. F (MD) –23 REQUEST FOR BLOOD TRANSFUSION.
27. F (MD) –24 BLOOD ADMINISTRATION AND OBSERVATION RECORD.
28. F (MD) –25 RADIOTHERAPY HISTORY SHEET.
29. F (MD) –26 RADIOTHERAPY DAILY TREATMENT CARD.
30. F (MD) –27 RADIOTHERAPY TREATMENT PLANNING CHART.
31. F (MD) –28 M M R CARD.
32. F (MD) –29 RADIATION DOSE RECORD.
33. F (MD) –30 PROCEEDING OF MEDICAL BOARD FOR OFFICERS CADETS
MEMBER OF NURSING SERVICE JCO’S AND SAILORS FOR GRANT
OF SICK LEAVE AND RE-CATEGORIZATION.
34. F (MD) –31 CERTIFICATE BY MEDICAL BOARD.
35. F (MD) –32 PROCEEDING OF MEDICAL BOARD (GENERAL)
36. F (MD) –33 MEDICAL CERTIFICATE FOR CIVILIAN PAID FROM DEFENCE
SERVICE ESTIMATE.
37. F (MD) –34 REPORT ON CASES (OTHER THAN THOSE DUE TO INJURIES)
WHICH HAVE ENDED FATALLY OR ARE PROPOSED FOR
INVALIDING.
38. F (MD) –35 MEDICAL EXAMINATION FOR RELEASE, DISCHARGE. TRANSFER
TO RESERVE.
39. F (MD) –36 MEDICAL BOARD REPORT FOR COMMUTATION OF MILITARY
PENSION.
40. F (MD) –37 AUDIOGRAM.
41. F (MD) –38 PARAMETER CHART.
42. F (MD) –39 VENERAL DISEASE SURVEILLANCE TREATMENT CARD (VD
CARD).
43. F (MD) –40 CERTIFICATE OF IDENTITY RETIRED OFFICERS AND THEIR
FAMILIES.
44. F (MD) –41 CERTIFICATE FOR ADMISSION OF ENTITLED CIVILIANS.
45. F (MD) –42 CERTIFICATE FOR ADMISSION OF FAMILIES OF SERVICE AND
CIVILIAN PERSONNEL ENTITLED CATEGORIES ONLY.
46. F (MD) –43 DAILY SICK LIST.
47. F (MD) –44 DAILY BED STATE OF WARD.
48. F (MD) –45 DAILY BED STATE OF HOSPITAL.
49. F (MD) –46 ACR EXAMINATION OFFICERS/JCO’S/SAILOR’S
50. F (MD) –47 AVERAGE DAILY OCCUPIED BED STATE.
51. F (MD) –48 RECRUITMENT STATEMENT OF MEDICAL REJECTION.
52. F (MD) –49 INVALIDING MEDICAL BOARD REGISTER.
53. F (MD) –50 MEDICAL STORE EXPANSE RETURN.
54. F (MD) –51 OCCUPATIONAL HEALTH REPORT.
55. F (MD) –52 INFECTIOUS DISEASE NOTIFICATION FORM.
56. F (MD) –53 NOMINAL ROLL OF CASES OF MORE THAN 50 DAYS (ADMITTED
IN HOSPITAL)
57. F (MD) –54 X-RAY COVER.
58. F (MD) –55 MEDICAL DOCUMENTS RECORD COVER.
59. F (MD) –56 MONTHLY MEDICAL RETURN.
60. F(MD)–56A MONTHLY MEDICAL STATISTIC RETURN.
61. F (MD) –57 M M R QUARTERLY RETURN.
62. F (MD) –58 QUARTERLY MEDICAL RETURN.
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63. F (MD) –59 QUARTERLY SURGICAL RETURN.

64. F (MD) –60 QUARTERLY VD RETURN.
S.NO NO PURPOSE
65. F (MD) –61 QUARTERLY VACCIN AND SERA RETURN.
66. F (MD) –62 X-RAY REGISTER.
67. F (MD) –63 CONECNT FORM TO GO UNDER OPERATION UNDER ANY KINDS
OF ANAESTHESIA (GA).
68. F (MD) –64 ECG COVER.
69. F (MD) –65 ADMISSION SLIP.
70. F (MD) –66 SAILORS FAMILY TREATMENT CARD/BOOK
71. F (MD) –67 VACCINATION AND INOCULATION CARD BN OFFICERS &
SAILORS

FROM FOR NAVAL STORE

S.NO NO PURPOSE
1. F (NS)- 20 DEMAND ON THE ACCOUNT OFFICER FOR NAVAL STORE.
2. F (NS)-21 SURVEY REPORT.
3. F (NS)-22/ (S-549) DEMAND/SUPPLY/RECEIPT NOTE FOR OCCASIONAL
SUPPLIES.
4. F (NS)-24/ (S-1091) RETURN NOTE FOR NAVAL STORES TO THE ACCOUNTING
OFFICER.
5. F (NS)-25/ (S-1092) TEMPORARY LOAN BOOK.
6. F (NS)-26/ (S-1099) PERMANENT LOAN LIST FOLIOS.
7. F (NS)-34. GATE PASS.

FORMS FOR SECRETARIAT

S.NO NO PURPOSE
1. F (PA)- 2 NO DEMAND CERTIFICATE.
2. F (PA)-4 LAST PAY CERTIFICATE –SAILORS.
3. F (PA)-4A INDIVIDUAL PERSONAL ACCOUNT- SAILORS.
4. F (PA)-12 PAY GUIDE CARD (CPO/SAILORS)
5. F (PA)-17 NAVAL PAY AND IDENTITY BOOK-SAILORS.
6. F (PA)-23 GENERAL INFORMATION (GENFORMS)
7. F (PA)-38 MLR CARD.
8. F (PA)-47 PENSION BOOK
9. F (SP)-1 FORM FOR ENROLMENT IN BANGLADESH NAVY (SAILOR)
10. F (SP)-2 FORM OF RE-ENGAGEMENT – SAILORS.
11. F (SP)-4 CONDUCT SHEET.
12. F (SP)-10 RECOMMENDATION FOR ACCELERATED ADVANCEMENT/HALF
YEARLY RECOMMENDATION.
13. F (SP)-27 OCCASIONAL RETURN OF GCB’S.
14. F (SP)-29 ADVANCEMENT FORM FOR SAILOR’S
15. F (SP)-39 MARRIED ACCOMMODATION CARD.
16. F (SP)-43 DIVISIONAL RECORD CARD.

ARMY FORMS USED IN NAVY

S.NO NO PURPOSE
1. AFA- 2 SURVEY BOARD PROCEEDING FORM.
2. AFA-498 LOSS STATEMENT FORM
3. BAFA-867 REPORT ON ACCIDENTAL AND SELF INFLICTED INJURY
(INJURY REPORT FORM)
4. BAFM-1231 CASE REPORT
5. BAFM-1266 DAILY DIET REQUISITION FORM.
6. BAFM-1282 MONTHLY DIET SHEET.
7. BAFM-393 (PART-I) DEATH CERTIFICATE.
8. BAFM-393 (PART-II) ALTRIBUTABILITY CERTIFICATE
9. BAFM-1216 MEDICAL STORE INDENT AND ISSUE VOUCHER.
10. BAFM-2096 RECEIPT ISSUE AND EXPANSE VOUCHER.
11. BAFZ-3073 MEDICAL BOARD PROCEEDING FOR OFFICER, MCPO’S,
CPO’S, PO’S, & SAILORS FOR LONG TERM TREATMENT.
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PREPARATION OF INJURY REPORTS

1. To prepare the injury report the following are to be carried out.

a. When a person sustained any injury due to an accident/ War/ Self inflected. He
will report to sick bay/ Hospital
b. The Medical Officer will examine the case and advise to initiate injury report.
c. Then BAFA- 867 (Injury report form) is to be prepared in 04 copies in which
individual’s particulars, place, date and time of accident are to be mentioned and signed
by the individual.
d. The Medical Officer who first attends the case will give nature of the injury.
Location and severity of injury and signed.
e. In the third column of the injury report individual and witness short statement are
to be attached and the statement should be counter signed by DO.
f. In the 4th column of injury report the CO will certify that the injury which is
occurred in the organized game/war/accident or self inflected and signed.
g. On receiving all the copies from the CO then it is to be dispatched to area
commander’s approval.
h. After obtaining approval from the area commander the copies are to be sent to
DMS (N) for information and distribution.

2. Distribution of the injury report form

a. 01 Copy for Office copy

b. 01 Copy for D/A
c. 01 Copy for MRS.
d. 01 Copy for SRB/ACR files of individual.

PROCEDURE OF SURVEY BOARD

1. The constitution of the board will depend on the type of the stores being surveyed.
Permission to be obtained from NHQ, DMS (N). For holding a survey board except
electromedical equipment, which required permission from DGMS. So Medical directorate
forms a survey board consisting one president and two members and informed the units
regarding president, members and date of survey board. If required information to be given to
other units in the area regarding survey boards.
2. Before the survey board proceedings all unserviceable items to be listed and signed by
MOI/C or EXO in case of ships carrying no Medical Officer on the date of survey board all
unserviceable items along with list are to be brought before the board.
3. After examination by the board all the items are marked by the board, the items to be kept
Group wise as follows.

a. Group A – Thrown over board, to be destroyed in front of the board. Generally

books, rubber goods, glassware, expiry dated medicine etc.
b. Group B – Unserviceable due to fair, wear and tear (All surgical instruments) to
be returned to AFMSD on completion of survey as metal scrap on regular issue voucher.
c. Group C – All electromedical equipment to survey such equipments a BLR Class
V certificate is required which is given by EME workshop & concerned Specialist of the
surveyed items. One EME Re-presentative must be a member of the survey board

4. After given remark by the board AFA-2 in quadruplicate are prepared and placed before
the board for signature along with the list remarked by them.
1. After obtained signature by the board the proceeding to be countersigned by the CO of
the unit and then sent to NHQ for approval by the DMS (N) and for electromedical equipment
approval to be obtained from DGMS.
2. After obtaining signature surveyed items to be charged off from the ledger and group A
to be destroyed infront of the board Group B to be broken beyond recognition and converted into
metal scrap and to be sent to salvage depot AFMSD on issue voucher with a copy of survey

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board proceeding. The salvage depot will receive the items and one copy will sent to unit after
allotting RV no and the unit will keep this copy as record.

7. Group C – also to be sent to AFMSD on issue voucher (dup) with a copy survey board
proceeding and one copy will retain to the unit after allotting RV number.

8. A replacement indent is to be prepared and dispatch to NHQ for sanction by DMS (N)
and onward transmission to AFMSD for supply for electromedical equipment sanctioning
authority is DGMS.

PREPARATION OF DAILY SICK LIST

1. Sick list should contain the following information.

a. Particulars of the cases remaining in hospital / sick bay with date of admission.
b. Particulars of the cases newly admitted in hospital/ sick bay.
c. Particulars of the cases detained in sick bay.
d. Total number of sick parade.
e. Total number of Att ‘C’
f. Total number of Att ‘B’
g. Particulars of discharged patients from sick bay/ hospital.
h. Transfer of patients from one hospital to another to be shown in the column of
remarks.

2. Submission of sick list.

a. Orginal – To the executive Officer

b. Duplicte – To the regulating Officer.
c. Triplicate – Office record.

SRB

1. SRB: Sailor’s Service Record Book. This book is prepared by the drafting authority
office on enrolment of sailors, and all particulars of service of an individual are recorded there in
confidential except section (1, 2, 3, 6, 9 &10)

2. Instruction Cut of corner for disgraceful discharge and note the fact on bottom of
section 1 (one)

3. Sections of SRB There are 13 sections in SRB. Those are as follows:

Section – 1: Particulars of the individual, description of

engagement/reengagement.
Section – 2: Record of sailors movement, mark run, mark absent. When ‘R’ is
removed, it must be written in this section (with authority i.e. GXS).
Section – 3: Record of leave with authority.
Section – 4: Promotion, disranking, change of branch – Recommendation - F
(SP)-10 Examination passed/failed also HET, LET, SST etc. to be noted in this
section .
Section – 5: Madels, Honour and award/deprivation of GCB and punishment.

Section – 6: Annual assessment of character and efficiency by the captain.

Section – 7. DO’s remarks.
Section – 8: General remarks including family particulars, blood group, PFT
etc.
Section – 9: Clothing history sheet.
Section – 10: Record of annual mustering of documents of sec-11.
Section – 11: Miscellaneous documents. (Kept in SRB’s pocket)
Section – 12: Record of annual inspection of SRB by DO.
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Section – 13. Signature of the audit authority.

4. DO’s remarks: Following are the occasion of DO’s remarks-

a. When sailors serve 12 months in the ship/ establishment.

b. On change of division.
c. On transfer of sailor/discharge from the service.
d. On change of DO.
e. Before higher rate examination.
f. On completion of PO course

5. Grading of DO’s Remarks:

a. Excellent QjvL¡l 10-9. Point.

b. High Ešj 8-7 -''-
c. Good jdÉj 6-5 -''-
d. Weak c§hÑm 4-3 -''-
e. Poor A¢a c§hÑm 2-1 -''-

6. DO’s Assessment Factors

a. Initiative - EcɡN (L) z

b. Power of command- A¢de¡uL®aÄl rja¡ (M) z
c. Professional ability- fn¡Na cra¡- (N) z
d. Turn out/Bearing- Q¡mQme/p¡S-p‹¡- (O) z
e. Games & Sports- Mm¡d¤m¡- (P) z
f. Other remarks/Activities- AeÉ¡eÉ j¿¹hÉ - (Q) z

7. How to write the notation in SRB

a. Draft -DR
b. Draft for course in Bangladesh -DRC.
c. Draft for course in abroad -DRCA.
d. Draft for realize order -DDR.
e. Death -DD.
f. Desertion/Run -R

8. Character Assessment
Character Efficiency
a. V.G (Very Good) -Superior (Super)
b. V.G * (very good star) -Satisfactory.
c. Good -Moderate
d. Fair -Inferior.
e. Indifferent - -
f. Bad - -

9. Occasion of assessment

a. 31st December
b. Run.
c. Discharge.
d. Draft.
e. To the age of 17 years for boy (on completion of 17 years)
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10. Efficiency Assessment

a. Super – 80% professional efficiency.

b. Sat – Average professional efficiency.
c. Mod – Less professional efficiency.
d. Inferior – Indifferent manner

11. Documents & section- II (SRB Pocket)

a. Conduct sheet.
b. Medical history sheet.
c. Dental card.
d. Pay guide card.
e. Clothing card.
f. Oath certificate
g. Life insurance declaration
h. Concession voucher certificate.

ACCOUNT

1. Definition: Accounts is the written statement of income and expenditure of any fund.

2. Types of accounts.
a. Public fund.
b. Non public fund.

3. Public fund: Public fund is the fund of money which is accumulated through the public
sources of government. It is the account of money which is drown from the budget
allotment of the govt. The account is maintained under direct supervision of the
commanding officer of the unit.
The account is auditable. The account return is send to SFC (Navy) annually.

4. Various public funds:

a. Cash assignment/ Main cash: Money is spent for the pay and allowances of
officers and sailors.
b. Contingency fund: Money spent to purchase the items vides FO 27/69.
c. Local purchase of Medicine: Money is spent to purchase medicines which are not
available in medical store but required for the patients by specialist doctors.
d. ETG: (Educational Training Grant) – 25 taka per sailor /month, U/T Officer – 65
taka each officer/month.
e. ATG: (Annual Training Grant) vide FO-03/83.
f. ACES Fund: Amenity comfort entertainment sports fund.
g. Gunnery improvement fund.
h. Gunnery proficiency fund.
i. TAS improvement fund.
j. MT repair fund.

5. Non public fund: Non public fund of money which is accumulated through the non
public sources of unit. The sources are the profit through canteen organization, diary
farm, automobile organization, cinema organization and land lease organization etc. The
account is maintained under CO’s supervision. The commanding officer is the sole
custodian of the fund. The money from this fund is utilized for the welfare and betterment
of the ships company. The account is auditable by the unit. The account return is send to
the NHQ quarterly.

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6. Various Non public funds

a. Ships fund.
b. Sports fund.
c. Welfare fund.
d. Canteen fund.
e. Mess fund.
f. CNE fund etc.
g. BN Cinema hall fund.
LEADERSHIP

1. Definition: Leader ship can be defined as an art of science or gift by which a person is
enabled and privileged to direct the thoughts plans and actions of other in such a manner as to
obtain and command their obedience, their confidence, their respect and their loyal co-operation.
Simply stated leadership is the art of accomplishing the Navy’s mission through people.
or.
Leadership is an art and science by which a man can command a group of people,
subordinate or an organization in a good manner.

2. There are mainly three types of Leadership:

a. Autocratic Leadership.
b. Democratic Leadership.
c. Free rein Leadership.

a. Autocratic Leadership: In this leadership leader gives decision by himself without

taking any opinion of his people. i.e. Military leadership is autocratic leadership. Best
example of autocratic leader is Adlop Hetler.

b. Democratic Leadership: In this leadership the leader takes opinion from his people
or subordinate and he gives the final decision. Best example is Abraham Linkon the great
leader.

c. Free rein Leadership: In this leadership the leader and his disciplines take
decision commonly on discussion about any matter. Here the leader totally free to his
subordinates. Best example in Sockratic, Pelato etc.
3. Leadership factors:
a. The leader.
b. The followers.
c. Communication.
d. Situation.
4. Leadership traits: Leader knows his job. He establishes objectives and plans for their
accomplishment. A leader also knows him. Strives for self improvement and takes responsibility
for his actions regardless of their outcome. He is consistent but not inflexible. He can adapt his
leadership and maximize its effectiveness in any given situation.

5. The major leadership traits are:

a. Integrity. l. Enthusiasm.
b. Dependability. m. Creativity.
c. Co-operation. n. Decisiveness.
d. Loyality. p. Endurance.
e. Un-selfishness. q. Self discipline.
f. Sense of humor. r. Courage (moral and physical)
g. Tactfulness.
h. Ability to write well.
i. Ability to speak effectively.
j. Initiative.
k. Judgment.

6. Minimum quality of a leader.

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a. Self-confidence.
b. Knowledge.
c. Enthusiasm.
d. The ability to express themselves forcefully and clearly.
e. The moral courage to eliminate in competent subordinates.
f. The willingness to do some thing without any cause.

7. Principles of leadership

a. Know your job through knowledge.

b. Know yourself and seek self improvement.
c. Know your men & look after their welfare.
d. Set on example through your works.
e. Ensure that the task is understood, supervised and accomplished.
f. Train your men as a team.
g. Make sound and timely decisions.
h. Keep your sub-ordinates informed.
i. Take responsibility of your action.
j. Seek responsibility & take responsibility of your actions.
k. Apply your command in accordance with your capability.
l. Encourage subordinates to offer suggestions and constructive criticism.

DUTIES AND PRIVILEGES OF PETTY OFFICERS

0991- 1. Petty Officers make material contribution to the discipline, efficiency and the
morale of the service by the manner of the performance of their duties. They must have good
professional competence to be able to accept responsibilities. They should set an example of
good discipline by obeying the order of their superiors with clarity and cheerfulness that they
expect from their own subordinates.
2. It is the duty of petty officers of all branches to ensure that order and regularity are
preserved in their vicinity among those men, of whatever branch and whenever on duty or not ,
who hold the rank junior to them.
3. They are to be granted every reasonable privilege. They are to be made to feel that
confidence is placed in them and are to be treated with the consideration due to the position of
trust. To this end following rules are to be observed:

a. The prefix petty officers or the corresponding prefix for non-seaman sailors is to
be used by all ranks, when addressing or speaking of them.
b. They are to fallen separately from their subordinates and are to be closed by
themselves for instruction on all occasions.
c. They are to be mustered in and out of the ship with special reason, and they are
not to undergo personal search by the regulating staff unless the Commanding Officer or
the Executive Officer, for a special reason in a particular case, orders otherwise.
d. They are exempted from kit muster.
e. They are to be messed and accommodated separately from other sailors.
f. They are to be shown separately in the acquaintance rolls, normal lists and other
documents and returns submitted from time to time.

HOSPITAL ENTITLEMENT

1. Officers of Bangladesh Armed Forces.

2. Families of Armed forces officers.
3. AFNS officers and their families.
4. JCOs and others of Bangladesh Armed Forces.
5. Families of JCOs and others of Bangladesh Armed Forces.
6. MODC and their families.

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7. Civilian, Officers class-I, Class-II & Class-III employees paid from (DSE) defence
service estimates serving under service HQ.
8. Permanent/Temporary inferior government (class-IV) servant paid from D.S.E, all
temporary & casual inferior employees irrespective of the fact. Whenever they are in
receipts of monthly or daily rates of pay.
9. Families of the civilian class –I, Class-II officer and class-III employees paid from D S E
serving under service HQ.
10. Cadet of
a. Bangladesh military academy.
b. Naval academy.
c. Air force academy.
d. AFMI (Nursing)
11. Cadet colleges.
a. Cadets.
b. Principal, Faculty members, Account officers & their families.
12. Foreign officers and their families of command & staff college, Mirpur.
13. Religious teachers of Bangladesh Armed Forces and their families.
14. Disability pensioners (Military personnel)
15. Military officer pensioners (excluding disability pensioners and those disability
pensioners who may require treatment for a disease other than for which disability
pension has been awarded) and their families.
16. Families of deceased Armed Forces officer who were killed in action or died as result of
wound injuries sustained in action including war of liberation.
17. Families of deceased JCOs, ORS and equivalent ranks of Navy & Airforce who were
killed in war of liberation 1971.
18. Pensioner JCOs & others and equivalent rank of Navy & Air force.
19. Officers and staff of Ministry of Defence including staff of the financial adviser attached
to MOD & their families.
20. Batman/ Servant of officers.
21. BOF personnel and their families. (Gazipur)
22. Civilian candidates while undergoing examination for selection in the commission rank
through ISSB.

ENTITLEMENT TO DENTAL TREATMENT

1. Officer including Nursing Officers, JCOs, ORs, NCS (E), Cadets, Recruits of Armed
Forces and their families.
2. Religious teacher of Bangladesh Armed forces and their families.
3. Cadet colleges: Principal faculty member, Account officer and their families.
4. Gazetted and non-Gazetted employees of MOD and Financial adviser attached to MOD.

ENTITLED TO ARTIFICIAL LIMBS AND OTHER SURGICAL APPLIANCES

1. Officers.
2. JCOs and
3. ORs of Armed Forces.

ENTITLED TO PROVISION OF SPECTACLES

1. Armed Forces officers (including Armed Forces Nursing Officers).

2. JCOs and
3. ORs

HOSPITAL STOPPAGE
1. Service personnel

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S.NO Category Perday

1. Officer 2.50
2. Officers’ family & children above 12 years 2.50
3. Officers’ children under 12 years 1.25
4. Nursing officer. 1.00
5. Honorary officer 1.00
6. MCPO’s family & children above 12 years 2.00
7. MCPO’s children under 12 years. 1.00
8. CPO’s family and children above 12 years 1.50
9. CPO’s children under 12 years 0.75
10. PO’s/Ldg’s family & children above 12 years 0.19
11. PO’s/Ldg’s children under 12 years. 0.10
12. AB/OD family & children above 12 years 0.12
13. AB/OD children under 12 years 0.06

2. Civilian personnel

S.NO Category Perda

y
1. Officer (Class I, II) self 6.00
2. Officers’ family & children above 12 years (Class-I, II) 6.00
3. Officers’ Children under 12 years (Class-I, II) 3.00
4. Class – III employees (Self) 3.00
5. Family & children above 12 years (class – III) 3.00
6. Children under 12 years ( Class – III) 1.50
7. Class IV employees (Self) 0.75
8. Bonafied servant (Officer) 0.75
9. Sick attendant 2.50
10. Retd Officer and their families 2.50
11. Retd MCPO, CPO, PO, Ldg & below (Will depend on their monthly income)

CNE (CIVILIAN NON ENTITLE)

1. The following personnel are entitled to get treatment from Armed Forces Hospital as
CNE cases.
a. Father & Mother of service personnel.
b. Father-in-law & Mother-in-law of service personnel.
c. Civil person sustained any accident by Armed Forces vehicle will get treatment
from Armed Forces Hospital provided bed availability with the permission of Area
commander and the treatment expenditure should be procured by the person who are in
responsible for the accident.

(Note: All civil personnel will get first aid treatment from the nearest Armed Forces
Hospital during accident or any incident occur)

WARRANT OF STORES/WET SCALE/PET SCALE AND MME SCALE

1. Definition: Warrant of stores means complete allowance of stores of ships/

Establishments prepared by the warrant of stores sub-Committee approved by Naval
Headquarters with the concurrence of ministry of defence & finance.
2. Types: Warrant of stores is divided in to 2 (two) sections. Each section consists of
specified scale of stores
a. Permanent warrant of store.
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b. Consumable warrants of stores.

(1) WET scale: Means War equipment’s table scale during war
equipment’s scale of ships/ establishment is warranted separately by the warrant
of stores sub committee approved by Naval Head quarters with the concurrence of
ministry of finance
(2) PET Scale: Means peace time equipment’s table scale during peace
time, equipment’s scale of the ships/establishment warranted by the warrant of

stores sub-committee approved by the NHQ with the concurrence of ministry of finance.
(3) MME Scale: Means medical mobilization equipment scale. It is warranted
separately by the warrant of stores sub- committee by the NHQ with the concurrence of
ministry of finance.

NAVAL STORES, VICTUALLING STORES, CLOTHING STORES AND RED

CROSS/RED CRESCENT STORES

1. Naval store: Naval stores are indented from NSD on requirement basis by the store keeping
officer and maintain accounts on stock ledger group wise. He is responsible to supply items on demand
by the various departments /wards/sickbays of a unit. I/C departments/ward/sick bays raises demand on s-
156 separately for permanent and consumable stores as and when required and taken on charge in
respective departments account register which is signed by both issuing and departmental officers.

2. Victualling stores: Sufficient victualling stores are indented by victualling store from SSD
according scale laid down and he maintains accounts on stock ledgers group wise. He is responsible to
issue stores to the galleys of Ships Company and patients of various wards of hospital according to daily
strength on requisition by the officer in-charges of wards and catering officer of Ships Company of the
unit.
Ward Medical Officer raises daily requisition of diets according to daily sick list of patients
according to scale laid down by the NHQ. The requisition is handed over to the victualling officer for
supply. The daily diet of patients are entered on monthly diet sheet (BAFM-1282) and accounted.

3. Clothing stores: Unit clothing officer places demand of clothing to NSD group wise and
gets the stores supply, maintains accounts on stock ledgers. He is responsible to issue clothing to ship
company according to programme published by him time to time. He issues clothing to wards/
department of hospital places demand of clothing to clothing officer for supply and gets the same. The
items are taken on charge in account register and signed by both issuing and departmental officer.

4. Red cross stores/Red crescent stores: Red cross/Red crescent stores are supplied by the central
red cross/red crescent authority. OI/C Red Cross /Red Crescent stores are responsible to maintain account
of the stores.
OI/C various department/wards/sick bays places demand of the stores to the Red Cross/Red
Crescent stores keeping officer. The items are taken charge and the account is maintained. The account
ledger in signed by both issuing officer and OI/C department.

DENTAL FITNESS
Minimum 16 points are needed for the medical fitness (for abroad). The allocated points for teethes are as
follows:
Upper & lower central incisor (Lt) = 1 point. Central incisor
Lateral incisor
Upper & lower lateral incisor (Lt) = 1 point.
Canine
Upper & lower canine (Lt) = 1 point. 1st premolar
Upper & lower first premolar (Lt) = 2 points. 2nd premolar
Upper & lower second premolar (Lt) = 2 points. 1st molar
Upper & lower first molar (Lt) = 2 points. 2nd molar
Upper & lower second molar (Lt) = 2 points.
Upper & lower Lt side of the mouth (total) = 11 points. 3rd molar

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Same way upper & lower Rt side of the mouth (total) = 11 points.
So upper & lower Lt & Rt side of the whole mouth (total) = (11+11) = 22 points.
Note: Upper & lower third molar/wisdom teeth has no points.

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