UNCLASSIFIED

Inspection Report

Licence holder: Australian Antarctic Division, Polar Medicine Unit (AAD-PMU) / Licence number: S0008

Location of sources: Antarctic Bases (Casey, Davis, Macquarie Island, Mawson) and the ship Aurora Australis

/ Date/s of inspection: November 2017
Report No: R18/00231
An inspection was conducted as part of ARPANSA’s baseline inspection program. For the purposes of this inspection, the inspector did not enter the licence holder’s premises; instead the inspection was conducted using documents, photographs, and records sent by the licence holder, and further clarification via phone or email as necessary.
The purpose of the inspection was to assess compliance with the Australian Radiation Protection and Nuclear Safety Act 1998 (the Act), the Australian Radiation Protection and Nuclear Safety Regulations 1999 (the Regulations), and conditions of Source Licence S0008.
The scope of the inspection included an assessment of the performance of AAD-PMU’s medical facilities at its Antarctic bases (Casey, Davis, Macquarie Island and Mawson) and the ship Aurora Australis against the Source Performance Objectives and Criteria.

Background

AAD-PMU, part of the Department of Environment and Energy, is authorised to deal with controlled apparatus under section 33 of the Act.
AAD-PMU uses mobile medical and dental X-ray equipment to provide medical and dental care at Casey, Davis and Mawson stations on Antarctica, the subantarctic station at Macquarie Island, and the supply ship Aurora Australis. The Antarctic stations and the ship are isolated from usual medical facilities due to Antarctica's remoteness. Each station and ship therefore requires on-site Antarctic medical practitioners (AMPs) who provide surgical, medical and dental care to the expeditioners. The AMPs are, in turn, supported by three full-time medical practitioners located at the AAD-PMU's headquarters in Kingston, Tasmania. Medical diagnostic and dental radiography are part of the services these AMPs provide.
AAD-PMU regularly rotates the medical and dental equipment through the stations and the ship back to its headquarters at Kingston, Tasmania. Once the equipment arrives at Kingston, AAD-PMU sends it for testing and servicing by appropriately licensed personnel from the equipment supplier.

Observations

In general, the information provided for the baseline inspection shows the management of safety margins for the AAD-PMU was found to be satisfactory.

Performance reporting verification

AAD-PMU’s quarterly reports have been submitted to ARPANSA in a timely manner in recent years, and contained relevant information, including details of compliance with the Act and Regulations. The Chief Medical Officer, who also assumes the role of Radiation Safety Officer (RSO), coordinates information for quarterly reports. The RSO also coordinates other documentation required

Training

All personnel who operate the X-ray equipment are required to undertake training relevant to the equipment’s use before being permitted to carry out medical or dental radiography. Only these trained personnel are permitted to carry out the regular quality assurance (QA) checks on the equipment. During the inspection of February 2017, ARPANSA inspectors verified the training records for each of the AMPs authorised to use the equipment.

Radiation protection

AAD-PMU management demonstrated a commitment to radiation protection by establishing a policy to facilitate the safe and effective use of radiation at the various bases and the ship. This was supported by a comprehensive set of guidelines and procedures, Medical Diagnostic X-ray Safety Management (SM) and Medical Diagnostic X-ray Radiation Protection (RP) to achieve and maintain best practice and compliance with radiation legislation and ARPANSA licence conditions. Version 1.3 of the RP was assessed during the inspection of February 2017. Version 2 of the SM (29/6/2017) was provided and assessed as part of this einspection. The next review for the SM document is scheduled for 29 June 2020, 3 years after its last review.
AAD-PMU provided documentary evidence that each X-ray unit was tested in accordance with Tasmanian requirements by a licensed tester upon rotation of the equipment back to Kingston. Copies of maintenance records for equipment, where relevant, were also provided for review.
Photographic evidence was provided to show that X-ray rooms at each of the stations and the ship were fitted with appropriate warning signs and lights both at the entrance to the room and on the equipment. AAD-PMU also provided photographic evidence of each logbook showing details of the use of the equipment such as the diagnostic procedure carried out, QA checks, the date and the person carrying out the procedure.
The need for diagnostic procedures, both medical and dental, was assessed on-site and assistance sought from the Chief Medical Officer if necessary. Lead aprons were provided to the patient for all dental procedures. Arrangements are in place for interpretation of the images by radiologists at the Royal Hobart Hospital or dentists at the Royal Dental Hospital (Melbourne).
AAD-PMU has nominated radiology staff at the Royal Hobart Hospital as qualified experts for the purpose of the medical code (Radiation Protection Series No 14).

Findings

The licence holder was found to be in compliance with the requirements of the Act, the Regulations, and licence conditions.

No written response to this report is required

This report will be published on the ARPANSA website


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