Medical & Crew Registrar Manual


Medical & Crew Registrar Manual

“I am the good shepherd; I know my sheep and my sheep know me— just as the Father knows me and I know the Father—and I lay down my life for the sheep.” 

-John 10:14-15 

Registrar/Ship Staff/Base Leaders

The Ships Registrar, Ship Staff and Base Leaders all work very closely together. It is a mutual effort to recruit, process applications, make phone calls, etc.

We try to have all formal communication come directly from the Ship Registrar ( Arrival Details, etc) and more of a relational relationship being built between the ship staff and applicants.

Email templates

Located in the Medical Registrar Google Drive as well as the Email Templates Drop Down Bar is a folder called “Email Templates." We have specific templates we use for the following:

  • Medical Enquiry
  • Crew Enquiry
  • Follow Up Email
  • Acceptance Email
  • Arrival Details
  • Fundraising Ideas
  • Vaccination Explained

Please select the appropriate email template to be inserted into the body of the email you are sending. The templates are meant to assist you and help you to work more efficiently as well as communicate clearly. 

If an enquiry or applicant asks specific questions in their email feel free to add to the template. The template is not meant to limit your communication, but to assist you so you are not re-typing the same email over and over. Feel free to add in additional paragraphs where you answer individuals questions, get a specific word or verse for them, tell them a bit about your missions experience, etc.

You may also remove sections of the templates if they are not applicable to an applicant. Example: You may remove the paragraph regarding marine volunteer information from the “Application Received” for medical volunteers as they do not require the marine experience form.

back to top


Located in the [email protected] Google Drive is a folder called “Pre-Arrival Attachments.”  These attachments are for applicants or enquiries prior to them arriving in PNG.

  • Health Forms
  • Medical License Applications
  • Information Packets
  • Indemnity Insurance
  • Customs Letter

back to top

Enquiry Received

When you receive a new medical enquiry please forward the email to [email protected]

If the enquiry has provided their phone number please create a task for “medical volunteers” to call them right away to answer their questions as well as to pray for them and encourage them.

If they have provided their address please have Sharon in reception send them a post card.

When you receive a new crew enquiry please create a “Lead” for them then send them the “Crew Volunteer Enquiry” email template. Then create a follow up task for yourself to contact them again in 1 weeks time.  Also create a follow up task for “DPA” to call them.

back to top


General Volunteer Information

back to top


Vaccination Policy

YWAM Ships requires all physically able incoming staff, volunteers and trainees to have up to date vaccinations. Our heart behind this policy is the belief that God has called us to reach the most isolated people in the South Pacific Islands, utilizing ships to bring much needed medical care and supplies. 

In many rural areas of the globe certain diseases are still quite rampant. An example would be that every day world wide there are about 400 deaths just from Measles alone. One of the ministries we do when we go into rural areas is provide basic health care training, deliver medical supplies as well as administer vaccinations.  

Pregnant women, new borns, those with compromised immune systems and the elderly are very at risk and highly susceptible to preventable diseases. These are quite often the individuals we are serving and ministering to. We believe as potential health care providers it is our calling to protect those who are unable to guard themselves against illness.

This is not a YWAM International policy, but a policy of YWAM Ships Kona. 

Our list of the minimum vaccinations we require are:

Measles, Mumps, Rubella, Tetanus, Diphtheria, Pertussis, Hep A and Hep B and Polio

We highly encourage individuals to take Malaria medication for the duration of the outreach.

We do understand that there are varying beliefs regarding vaccinations, please feel free to encourage trainees to take some time and prayerfully consider joining with us. Alternatively if they feel called elsewhere we are able to transfer their application to a YWAM location of their choice that does not have this requirement.

Arrival Information

back to top

Medical License Application

All medical professionals who practice medicine in PNG needs a valid PNG medical license. We gather the applicants information and submit the application to YWAM Townsville who then lodges them in person.

Unordinary Applications

back to top