ORGANISATION AND FUNCTIONS

Port-Health-Cochin-Services

PORT HEALTH ORGANISATION, WILLINGDON ISLAND, INDIRA GANDHI ROAD, COCHIN , PIN – 682009

 

Head of the Organisation : Port Health Officer, Cochin

VISION , MISSION AND KEY OBJECTIVES

This organisation is a ‘Public Authority’ established for the detailed execution of the Policies of the Government of India with the status of a ‘Subordinate Office’ to Directorate General of Health Services under Ministry of Health and Family Welfare, Nirman Bhavan, New Delhi. This Public Authority functions with the funds provided by the Government of India.

The Port Health Organisation, Cochin was established on 12th December 1942  to ensure prevention of entry of Quarantinable diseases (Diseases subjected to International Health Regulations) into the country under Indian Port Health Rules 1955. PHO, Cochin is a designated and approved Port for issue of ‘ Ship Sanitation Control Exemption Certificate, Ship Sanitation Control Certificate and Ship Sanitation Extension Certificate to Ships’

India, a Member State of World Health Organisation has adopted the International Health Regulations with some “Reservations”. The objective of ‘International Health Regulations’ is to ensure the maximum security against the international spread of communicable disease with a minimum interference with world traffic. The “Reservations of India” to these Regulations is towards ‘Prevention of entry of Yellow Fever into India. As per these Regulations a Member State has to maintain as many of the Sanitary Ports and Airports as practicable with organized medical and health service with adequate staff, equipment, premises etc.

Cochin Port is an all-weather natural port. Among all the Indian Ports, Cochin is located closest to the international routes, being only 11 nautical miles from the Gulf to Singapore route and 70 nautical miles from the Suez Canal – Far East route. Cochin seaport is one of the major sea port designated by World Health Organisation as International Sanitary Port in the western Coastline of the Indian subcontinent.

Cochin seaport is one of the major sea port designated by World Health Organisation as International Sanitary Port in the western Coastline of the Indian subcontinent.

 

FUNCTIONS AND DUTIES

 

FUNCTIONS OF PORT HEALTH OFFICER, PORT HEALTH ORGANISATION, COCHIN.

 

SURVEILLANCE OF QUARANTAINABLE DISEASES AND PUBLIC HEALTH EMERGENCY OF INTERNATIONAL CONCERN (PHEIC)

I)    Precautionary Measures Against Quarantainable Diseases

a) Yellow Fever (Precautionary measures taken for Yellow Fever)

  1. Control of Mosquito-Aedes egypti within 400 meters of the Port Area.
  2. Ships coming from Yellow Fever affected areas within 30 days to be limited by pratique.
  3. Check for Yellow Fever Vaccination certificates of crews and passengers coming from Yellow Fever affected areas
  4. Vaccination of crews and passengers for Yellow Fever.

b) Plague (Precautionary measures taken for Plague)

  1. All ships foreign/coastal must have a valid Ship Sanitation Exemption/ Control Certificate.
  2. Issual of Ship Sanitation Exemption/ Control Certificate.

c) Cholera (Precautionary measures taken for Cholera)

  1. Water, if suspect is bacteriologically and chemically analysed.
  2. Anti-fly measures and proper sanitation of the ship is checked
  3. Water is tested for residual chlorine.
  4. Ships water tanks are checked and asked to be cleaned and cement coated and dated.

II)    ISSUE PRATIQUE

  1. No ships are to be permitted to berth without pratique.
  2. Standard  Quarantine  Message  to  be  sent  by  all ships coming from foreign ports and free pratique is granted.
  3. Check pratique certificate, if coming from other Indian Ports.

III)    Dis-embarkation of crew on medical grounds/ Radio-medical Aid to seafarers at High seas.

At times, medical advice is sought by seafarers at high seas in case of illness or injury. Port Health Officer gives them the necessary instructions regarding treatment and hospitalisation as the case may be on receipt of such messages.

IV)     Medical examination of crew

The medical examination of pre-entrants as well as crew/ seamen is done as and when required.

V)     Health & Sanitary Inspection of the vessels

Inspection for Health and Sanitary conditions on board the ships is mainly directed to ascertain the sanitary and hygienic standard of ships and to take remedial measures when deficiency is noted. This inspection is usually done on arrival of ship. This enables the Master of a ship to rectify the defects noticed during inspection before sailing.

VI)    Inspection of Medicine Chest on board the vessels

Inspection of Medicine Chest on ships is carried out to ensure that sufficient stock of medicines and medical appliances are kept on board, which might be essential for ailing seafarers, particularly at high seas as per the schedule prescribed in International Medical Guide for ships (WHO). The certificate issued is valid for 1 year.

VII)     Grant of Radio Pratique to the Ships

Master desiring Radio-Free Pratique has to send a pratique message giving all information as required under the Indian Port Health Rules 1955 within the stipulated time before arrival. If the wireless message is complete and have negative answers to all the  health  questions, the ships are  granted Radio Pratique  from the time of its arrival at the  outer-roads  and  the fact will be  intimated  to the concerned  steamer  agents,  who  in  turn  will  communicate  to  the  Master of the vessel.

VIII)     Inspection of ships for issue of Ship Sanitation Control Exemption Certificate / Ship Sanitation Control Certificate

This Inspection is carried out under the provisions of Indian Port Health Rules 1955/International Health Regulations (2005). When the Ship Sanitation Exemption Certificate or their extension has expired or about to be expired, a thorough inspection of ships is carried out when the ship is empty or has little cargo. The ship sanitation exemption/ control certificate is then issued, which remains valid for 6 months. An extension of one month is granted if for any reason the ship sanitation inspection cannot be carried out. Tankers and Containerised vessels can be inspected when fully loaded or with water ballast.

IX)     Issual of Health Clearance certificate for Clearance of Human Remains brought from Abroad or Death on board.

Human remains coming from abroad are cleared after verifying the death certificates and embalming certificates and clearance certificates certifying that the human remains is free from Quarantainable diseases is issued to relatives to take the dead body. Similarly health clearance certificate for death on board the ship are issued.

X)      Vaccination against Yellow Fever

Yellow Fever Vaccination is given on Wednesdays and Fridays except holidays at a nominal fee of 300 rupees. Passengers should report by 9 AM. Passport or copy of the passport should be brought. Yellow fever exemption certificate is also issued. Duplicate yellow fever vaccination certificate is also issued.

XI)     Issual of Central FSSAI Licence to food Business operators operating in Cochin Seaport.

Port Health Organisation, Cochin is the designated officer for FSSAI in Cochin seaport for food outlets inside the   wharves.

XII)     Health and sanitary inspection of port area.

Vector surveillance of Cochin Port – for control of Rats, Flies and Mosquito –Aedes egypti within 400 meter periphery of Cochin Port. Port Health Organisaiton, Cochin supervises the sanitary works undertaken by Cochin Port Trust sanitary wing.

XIII)      Any other tasks assigned by the Ministry.

ORGANISATION CHART

 

 

POWERS AND DUTIES OF OFFICERS 

  1. Designation : PORT HEALTH OFFICER : Powers:

Administrative :

* Head of the office with statutory and administrative powers designated as Head of Department under Delegation of Financial Powers Rules, 1978.
* Appointing and Disciplinary Authority for certain Group C posts
* Controlling Officer for officers and all non-gazetted staff.

Financial :

* Drawing and Disbursing Officer for the establishment.
* Statutory powers delegated under Delegation of Financial Powers Rules, 1978
* Other Financial Powers delegated by Head of Department

Others

* A regulatory authority established under the Indian Ports Act, 1908 as ‘Health Officer of Port’ with the following powers:

– with respect to any vessel, the powers conferred on a Shipping-Master by the Indian Merchant Shipping Act, 1859 (1 to 1859), section 71;
– Power to enter on board any vessel and medically examine all or any of the seaman or apprentices on board  the vessel;
– Power to require and enforce the production of the log-book and other books, papers or documents which he thinksnecessary for the purpose of enquiring into the health and medical condition of the persons on board the vessel;
– Power to call before him and question for any such purpose all or any of those persons and to require true answers to any questions which he thinks fit to ask;
– Power to require any person questioned to make and subscribe a declaration of the truth of the statements made by him.
– Under the Food safety and standard Act, 2006 and Food Safety and Standards (Food Products Standards and Food Additives) Regulation, 2011, Port Health Officer functions as Designated Authority and Local Health Authority for Areas under Cochin Port Jurisdiction.

Functions and Duties

SURVEILLANCE OF QUARANTAINABLE DISEASES AND PUBLIC HEALTH EMERGENCY OF INTERNATIONAL CONCERN (Ebola Virus Disease, MERS-CoV, Zika Virus Disease, H1N1 and any other diseases notified by the Ministry of Health and Family Welfare)

I)    Precautionary Measures Against Quarantainable Diseases

a) Yellow Fever

b) Plague

c) Cholera

II)    ISSUE PRATIQUE

III)    Dis-embarkation of crew on medical grounds/ Radio-medical Aid to seafarers at High seas.

IV)     Medical examination of crew

V)     Health & Sanitary Inspection of the vessels

VI)    Inspection of Medicine Chest on board the vessels

VII)     Grant of Radio Pratique to the Ships

VIII)     Inspection of ships for issue of Ship Sanitation Control Exemption Certificate / Ship Sanitation
Control Certificate

IX)     Issual of Health Clearance certificate for Clearance of Human Remains brought from Abroad or
Death on board.

X)      Vaccination against Yellow Fever

XI)     Issual of Central FSSAI Licence to food Business operators operating in Cochin Seaport.

XII)     Health and sanitary inspection of port area.

XIII)      Any other tasks assigned by the Ministry.

 

2. Designation : Deputy Port Health Officer

SURVEILLANCE OF QUARANTAINABLE DISEASES AND PUBLIC HEALTH EMERGENCY OF INTERNATIONAL CONCERN (Ebola Virus Disease, MERS-CoV, Zika Virus Disease, H1N1 and any other diseases notified by the Ministry of Health and Family Welfare)

I)    Precautionary Measures Against Quarantainable Diseases

a) Yellow Fever

b) Plague

c) Cholera

II)    ISSUE PRATIQUE

III)    Dis-embarkation of crew on medical grounds/ Radio-medical Aid to seafarers at High seas.

IV)     Medical examination of crew

V)     Health & Sanitary Inspection of the vessels

VI)    Inspection of Medicine Chest on board the vessels

VII)     Grant of Radio Pratique to the Ships

VIII)     Inspection of ships for issue of Ship Sanitation Control Exemption Certificate / Ship Sanitation
Control Certificate

IX)     Issual of Health Clearance certificate for Clearance of Human Remains brought from Abroad or
Death on board.

X)      Vaccination against Yellow Fever

XI)     Issual of Central FSSAI Licence to food Business operators operating in Cochin Seaport.

XII)     Health and sanitary inspection of port area.

XIII)      Any other tasks assigned by the Port Health Officer.

 

POWER AND DUTIES OF EMPLOYEES

  1. Designation : Health Inspector :

Powers : Subordinate Staff : No independent powers

Duties

  • Assisting Port Health Officer during onboard inspection of ships, and fumigation of infected or suspected ships arriving from Yellow Fever infected area.
  • Periodical sanitary supervision for keeping the port premises and port area free from mosquitoes in their larval and adult stages.
  • Inspection of catering establishments in Port Area as a Food Inspector.
  • Supervision of Group C and Group D Staff deputed for Field Work.

(i) Primary Responsibility

  • Inspection and clearance of conveyances,
  • surveillance/quarantine of passengers and crew members,
  • clearance of human remains,
  • to ensure safe general sanitation condition,
  • provision of safe food,
  • provision of safe drinking water,
  • Vector control at POE.
  • Prioritize clearance of patients on medical tourism and to assist in shifting to designated hospitals
    (ii) Special Need Based activities
  •  In the absence of staff nurse care/ vaccination of the quarantine passengers at quarantine centre.
  • Food safety Duties
    (iii)Activities During Emergencies
    • To provide emergency medical aid,
  • gathering necessary information from shipping agents,
  • provide assistance to medical officers, arranging logistics,
  • disinfection of baggage and conveyances
  • Demonstration of various procedural activities during training.
    (iv)Other Duties
  • Various other need based duties as assigned from time to time by the Port Health Officer
  • 2. Designation : U.D.C :

Powers : Subordinate Staff : No independent Powers.

Duties

  • A ministerial dealing assistant for works related to house keeping anf clerical work involved in substantive functions.

3 . Designation : L.D.C :

Powers : Subordinate Staff : No independent Powers.

Duties

  • A ministerial dealing assistant for works related to house keeping anf clerical work involved in substantive functions.
  • Routine noting
  • drafting Typing of notes and letter
  • Diary dispatch
  • Preparation of statements etc

5. Designation : Peon :

Powers : Subordinate Staff : No independent Powers.

Duties

* A non-ministerial supporting staff in the office to assist higher officials in their official duties without prejudice to individual’s dignity.

 

Rules, Regulations, Instructions, Manuals and Records for Discharge of Function :

The Discharge of functions of this Authority and its employees is in accordance with the following Acts, Rules Regulations :

Acts :

1. The Indian Ports Act, 1908

The Indian Ports Act, 1908

  1. The Merchant Shipping Act, 1958

         The Merchant Shipping Act, 1958

  1. The Food Safety and Standard Act, 2006 and Rules and Regulations, 2011

          FSS Act, 2006

 

Rules :

1. The Indian Port Health Rules, 1955

The Indian Port Health Rules, 1955

  1. The Unberthed Passenger Ships Rules, 1954
  2. The Food Safety and Standard Rules and Regulations, 2011

The Food Safety and Standard Rules and Regulations, 2011

4. The Merchant shipping (Carriage of Medical Officers) Rules, 1961

The Merchant shipping (Carriage of Medical Officers) Rules, 1961

5.  The Merchant Shipping (Medicines, Medical Stores and Appliances) Rules,
1994

Merchant Shipping (Medicines, Medical Stores and Appliances) Rules, 1994

 

Regulations: 1. The International Health Regulations (2005)

IHR 2005 (Third edition)

 

Tittle and Nature of Record / Manual / Instruction

  1. Copy of Acts, Rules and Regulations administered by this CPIO.
  2. The International Journal of Public Health.
  3. Guidelines and Instructions issued by Higher Authorities.
  4. Register of Health Clearance of Ships.
  5. Register of Health Clearance of Ships Arriving from Yellow Fever Infected Area.
  6. Register of Ship Sanitation Control / Control Exemption Certificates.
  7. Register of Licence issued to Catering Establishments.
  8. Register of Analysis of Imported Food Samples.
  9. Register of Medicines Chest Certificates.
  10. Register of Dead Body Clearance.
  11. Certificates of Analysis of Imported Food Samples.
  12. Ship Sanitation Control / Control Exemption Certificates issued.
  13. Licences to Catering Establishments in Port area.
  14. Dead Body Clearance Certificates.
  15. Certificates of Health Inspection.
  16. Maritime Declaration of Health
  17. Message from ships
  18. Pratique granted File
  19. General correspondence of quarantine matters

 

Categories of Documents

Category A    : Nil

 

Category B – Keep :

  1. Copy of Acts, Rules and Regulations administered by this CPIO.
  2. The International Journal of Public Health.
  3. Guidelines and Instructions issued by Higher Authorities.

 

Category C – 5 Years

  1. Register of Health Clearance of Ships.
  2. Register of Health Clearance of Ships Arriving from Yellow Fever Infected Area.
  3. Register of Ship Sanitation Control / Control Exemption Certificates.
  4. Register of Licence issued to Catering Establishments.
  5. Register of Analysis of Imported Food Samples.
  6. Register of Medicines Chest Certificates.
  7. Register of Dead Body Clearance.
  8. Certificates of Analysis of Imported Food Samples.

 

Category C – 3Years

  1. Ship Sanitation Control / Control Exemption Certificates issued.
  2. Licences to Catering Establishments in Port area.
  3. Dead Body Clearance Certificates.
  4. Certificates of Health Inspection.

 

Category C – 1 Year :

  1. Maritime Declaration of Health
  2. Message from ships
  3. Pratique granted File
  4. General correspondence of quarantine matters

 

Board / Council / Committee

Name of the Committee :  Vishakha cell

Composition : Port Health Officer being the Chairperson and Mrs. P.V. Rani Jose and Neenu Johnson as members.

Date from which constituted :

Terms / tenure :

Power and functions :

Whether the meeting / minutes of the meeting / place of the meeting open to public :

 

Name of the Committee : Preventive Vigilance Committee

Composition : Dr. K.A. Shyamini, Port Health Officer, Dr. P.S. Ashraf, Dy. Port Health Officer and Dr. Raphael Teddy, Airport Health Officer as its members.

Date from which constituted :

Terms / tenure :

Power and functions :

Whether the meeting / minutes of the meeting / place of the meeting open to public :

Name of the committee : Purchase Committee

Composition :  Dr. K.A. Shyamini, Port Health Officer, Dr. P.S. Ashraf, Dy. Port Health Officer and Dr. Raphael Teddy, Airport Health Officer as its members.

Date from which constituted :

Terms / tenure :

Power and functions :

Whether the meeting / minutes of the meeting / place of the meeting open to public :

Name of the committee : Grievance Cell

Composition : Dr. K.A. Shyamini, Port Health Officer and Dr. P.S. Ashraf, Dy. Port Health Officer

Date from which constituted :

Terms / tenure :

Power and functions :

Name of the committee : Condemnation Committee

Composition :  Dr. K.A. Shyamini, Port Health Officer, Dr. P.S. Ashraf, Dy. Port Health Officer and Dr. Raphael Teddy, Airport Health Officer as its members.

Date from which constituted :

Terms / tenure :

Power and functions :

Whether the meeting / minutes of the meeting / place of the meeting open to public :

 

Directory of Officers and Employees

 

S. No. Name and Designation Telephone / E-mail
Office
1 Dr. K.A. Shyamini, CMO(SAG)

Port Health Officer

Phone : 0484 – 2666060

Fax : 0484 – 2666060

shyamini.ka@gov.in

pho.cochin-dghs@gov.in

2 Dr. P.S. Ashraf, CMO(NFSG)

Dy. Port Health Officer

Phone : 0484 – 2666060

Fax : 0484 2666060

ashrafdrps@gmail.com

pho.cochin-dghs@gov.in

3 Dr. K.P Hamza Koya, CMO(SAG)

Airport Health Officer

Phone : 0484 2611855

Fax : 0484 2611855

andakoyasag@gmail.com

4 Dr. Raphael Teddy, CMO(NFSG)

Dy. Airport Health Officer

Phone : 0484 2611855

Fax : 0484 2611855

teddyraphael@gmail.com

apho.cochin-dghs@gov.in

5 Dr. Ebrahim B.B, CMO(NFSG)

Dy. Airport Health Officer

Phone : 0484 2611855

Fax : 0484 2611855

6 Smt. Rani Jose P.V

L.D.C

Phone : 0484 2666060

pho.cochin-dghs@gov.in

7 Sri Joshi Balan

Field Worker

Phone : 0484 2666060

pho.cochin-dghs@gov.in

8 Sri M.T. Joshy

Chowkidar

Phone : 0484 2666060

pho.cochin-dghs@gov.in

 

Monthly renunmeration of Officers and Employees

Sl. No.

Name of the Post

 Group

 Scale of Pay

 Sanctioned

In position

Vacant Post, since

1

Port Health Officer, Cochin

A

Level – 14

1

1

Nil

2

Dy.Port Health Officer

A

Level – 13

1

1

Nil

3

Airport Health Officer

A

Level – 13

1

1

Nil

4

Sanitary Inspector

B

Level – 7

1

Nil

1*

(27.12.2008)

5

U.D.C.

C

Level – 7

1

Nil

1*

(30.06.2015)

6

L.D.C.

C

Level – 7

2

1

1*

(31.01.2013)

7

Peon

C

Level – 1

2

Nil

2*

8

Field Worker

C

Level – 1

2

1

1*

(31.03.2005)

9

Rat catcher

C

Level – 1

1

Nil

1*

(01.082006)

10

Chowkidar

C

Level – 1

2

1

1*

(28.11.2003)

11

Safaiwala

C

Level – 1

1

Nil

1*

(01.07.2004)

* Following posts have been filled up by contractual staffs.

System of Compensation as provided in Regulation

  1. Ex gratia lumpsum compensation

 to families of Central Government

 Civilian employees who die in harness

The families of Central Government Civilian employees, who die in harness in the performance of their bona fide official duties under various circumstances, shall be paid the following ex gratia lumpsum compensation.

 

  1. Death occurring due to accidents in the course of performance off duties  ………   र 25 lakhs
  2. Death occurring in the course of performance of duties attributable to acts of violence by terrorists, anti-social elements, etc.   ………   र 25 lakhs
  3. Death occurring during (a) enemy action in international war or border skirmishes and (b) action against militants, terrorists, extremists, ect. ……….  र 35 lakhs
  4. Death occurring while on duty in the specified high altitude, inaccessible border posts, etc., on account of natural disasters, extreme weather conditions

….…… र 35 lakhs

The compensation is intended to provide an additional insurance and security to employees, who are required to function under trying circumstances and are exposed do different kinds of risks in the performance of their duties.

Conditions governing payment of lumpsum compensation._

  1. The death of the employee concerned should have occurred in the actual performance of bona fide official duties. In other words, a casual connection should be established between the occurrence of death and Government service.
  2. Even, if an employee had died in such circumstances that a medical report could not be secured, the nexus and casual connection with Government service would need be adequately established in determining  the entitlements to the ex gratia lumpsum payment. All evidence (both direct and circumstantial) shall be taken into account and the benefit of reasonable doubt given to the claimant.
  3. The ex gratia lumpsum compensation is not admissible if the death of the employees is due to accidents while travelling on duty commercial aircraft, national or private.
  4. The ex gratia lumpsum compensation is admissible if the death of the employees is due to accidents while travelling on duty by service aircraft without prejudice to the Bond required to be executed by the employees indemnifying the Government against any claims on account of death whilke travelling by service aircraft.
  5. In the case of death of an employees while travelling on duty by Railways due to train accidents, the amount of ex gratia lumpsum compensation admissible will be reduced by the compensation, if any, received by the next of kin of the employees from the Railways.

From 1-1-2006, there will be no ceiling for grant of ex gratia lumpsum compensation paid from Sundry Government sources such as the Prime Minister’s Relief Fund, Chief Minister’s Relief Fund etc., to the families of deceased Government servants.

Ex gratia lumpsum compensation is in addition to other benefits._ 

Admissible in additional to such other benefits as may be admissible under CCS (Extraordinary Pension) Rules, or the Liberalized Pensionary Awards Scheme, CCS (Pension) Rules, 1972, General/ Contributory P.F Rules, Central Government Employees’ Group Insurance Scheme.

Sanctioning Authority._ Concerned Administrative Ministries in consultation with their Financial Advisers.

 

Public Information Officers :

The details of Public Information Officers of this Organisation is as follows :

 

  1. P.S. Ashraf                                      Office Phone            : 0484-2666060

Deputy Port Health Officer                   Fax                 : 0484-2666060

Willingdon Island,                                  E-mail             : ashrafdrps@gmail.com

Cochin                                                                               pho.cochin-dghs@gov.in

 

  1. Raphael Teddy Office Phone            : 0484 2611855

Airport Health Officer                            Fax                 : 0484 2611855

CIAL                                                         E-mail             : apho.cochin-dghs@gov.in

Nedumbassery                                                                 teddyraphael@gmail.com

 

Central Public Information Officer :

The details of Central Public Information Officer of this Organisation is as follows :

 

Dr. K.A. Shyamini                            Office Phone            : 0484-2666060

Port Health Officer                           Fax                 : 0484-2666060

Willingdon Island                             E-mail             : shyamini.ka@gov.in

Cochin                                                                         pho.cochin-dghs@gov.in

Name of the Employees against whom Disciplinary action has been proposed / taken 

i) Pending for Minor penalty or major penalty proceedings : NIL

ii) Finalised for minor penalty or major penalty proceedings : NIL

 

Programmes to advance understanding of RTI

  • Educational programmes : Nil
  • Effort to encourage public authority to participate in this programme : Nil
  • Training of CPIO and APIO : Nil
  • Update and publish guidelines on RTI by public authority concern : Yes

RTI act 2005

 

Transfer policies and transfer orders

Transfer policy of Medical Officers, Group B and few categories of Group C employees is as per the Transfer policy of DGHS, New Delhi.

Transfer order of Dr. Raphael Teddy, CMO (NFSG) from CHS, Trivandrum

Transfer order of Sri A.K. Mitra, DUC from APHO, Kolkata

Transfer order of Dr. P.S. Ashraf, CMO (NFSG) from Indira Gandhi Hospital, Kavaratti

Transfer order of Dr. Ebrahim B.B, CMO (NFSG), from CHS, Trivandrum

Transfer order of Dr. K.P Hamzakoya, CMO(SAG) from NCDC, Calicut