While the subject of documentation and record keeping often goes undiscussed or explored, it is an administrative reality that everyone is familiar with. Let’s be honest – documentation, filing, records, and miscellanies admin tasks aren’t always the most exciting parts of jobs, conversations, or our days. However, when it comes down to it, there is extreme importance on documentation and compliance within various governing bodies and organizations. The concept and action of documentation ensures that standards are being met and that all communication is clear and uncomplicated.
Why Documentation?
First off, documentation has incredible importance not only in maintaining the smooth running of operations and communications, but also in compliance. State and federal regulations for both ground and air transportation have certain standards that medical companies, organizations, providers, and institutions need to keep up with in order to maintain compliance.
There is a base level of documentation and standards required in order for an organization to be running smoothly. Failure to report and document information threatens the integrity and safety of those involved. This can affect individuals specifically as well as the company or organization as a whole. Losing trust or compliance with governing bodies can also be detrimental and result in revoked licenses or certifications as well as destroying industry reputation.
Government Bodies and Requirements
As a medical logistics and transportation program, our clientele ranges from those more in the transportation business, to researchers, to medical products, to suppliers, providers, and medical and emergency facilities. Therefore, compliance requirements can vary depending on the client and products being transported or worked with. However, there is value in understanding why documentation is required and the purpose of compliance in any case or situation.
FAA: The Federal Aviation Administration uses compliance as a means of identifying any safety issues and deviations from standards to apply corrective actions and measures as quickly as possible.
DOT: The Department of Transportation utilizes compliance to maintain and develop safe transport of vehicles, cargo, shipping containers, etc. Meeting and exceeding the standards DOT has surrounding safety-sensitive issues results in compliance.
NRC: The United States Nuclear Regulatory Commission gives licenses and certifications based on compliance and requirements met. Failure to meet compliance results in revoked licenses and suspensions from the commission.
TSA: the Transportation Security Administration also highlights safety as a huge reason for extensive compliance requirements. In situations such as providing on-board couriers and air transportation, these compliances are essential. Without them, there’s not a chance that air transport will even be an option.
DHS: the Department of Homeland Security emphasizes, you guessed it, the safety and security of all parties involved in transportation processes. No surprises here!
IATA: International Air Transport Association has an incredible number of partnerships with governments, airports, transportation companies, etc. Therefore, their main goal with compliance is to ensure that all bodies have the essential information needed.
A common thread in looking through all of these governing bodies’ compliance statements and standards is the issues of safety and communication. Documentation and upkeep are essential in maintaining these compliance standards, and therefore maintaining the integrity of organizations and the safety of all parties involved in operations.
Compliance and Its Importance
Essentially, all organizations must maintain regulatory compliance. This is a set of procedures and regulations that support the governing body’s requirements. Most compliance within the medical transportation world is aimed at supporting high-quality transportation, safety, and data security. The transportation world, specifically medical transportation, involves a high number of logistics to maintain the integrity of products being transported as well as patient safety if patients are being transported. Therefore, a lot of thought and safety checks are involved in these processes. All of these need to be documented and recorded to ensure that all operations are running smoothly. The governing bodies that are overseeing some of these processes and transports need this information as well to ensure that safety and security standards are being met. Failure in compliance can result in several serious consequences ranging from financial effects and fines to destroyed reputations.
Medi-Ops Makes it Easier
One of the priorities of Medi-Ops is innovative and future-forward thinking. Because of this, our custom software allows us to maintain documentation requirements for our clients without them having to record documentation of their own. One less task and worry for our clients means that we are not only taking care of medical logistics needs but taking that extra step where clients can truly know that every aspect and detail – from big orders and transportation needs down to documentation – is being taken care of. This allows them to focus on the crucial medical work they are completing without having to spend extra time on admin tasks.
The technology and software that allow Medi-Ops to maintain documentation are the same systems that provide transparency and tracking of shipments. Clients are easily able to track and see shipments in real-time, knowing that every detail and requirement is being taken care of.
All in all, the reality of documentation importance can’t be dismissed – from both a practical standpoint to a compliance standard. That’s why Medi-Ops cares enough to develop technology to further support clients in this aspect of medical fieldwork. No detail is too small to develop future-forward and innovative ways to approach and address it.
