The detailed case log is the core of the document. Each entry must be listed chronologically and include the following :
Generally, the DHA requires a logbook covering your . If you are a recent graduate from a residency or fellowship program, you must provide your entire training logbook certified by your training institution. 3. Digital Formatting Guidelines
: The logbook must cover at least the last 2 to 3 years of clinical practice.
It tracks your progression from an assistant to an independent primary surgeon.
Are you applying for a or Consultant license, as the required years of experience may vary? FAQs - Dubai Health Authority surgical logbook template for dha
| | Field Name | Description & DHA Requirement | |-------------|----------------|------------------------------------| | 1 | Date of Procedure | DD/MM/YYYY format. No gaps in chronology longer than 3 months without explanation. | | 2 | Patient Identifier | Anonymized (e.g., MRN: 12345 or Initials: A.B.). Never include full name or passport number due to privacy laws (DHA Health Data Protection Regulation). | | 3 | Patient Age & Gender | Age in years (or months for pediatrics) and M/F/Other. Essential for risk adjustment. | | 4 | Preoperative Diagnosis | ICD-10 code + brief text. Example: K35.80 – Acute appendicitis . | | 5 | Procedure Name | Exact, standardized terminology (preferably CPT or SNOMED CT). Avoid slang. Example: Laparoscopic cholecystectomy – not “lap chole.” | | 6 | CPT/Procedure Code | Current Procedural Terminology (CPT) or local DHA-approved coding system. | | 7 | Laterality | Left / Right / Bilateral / N/A. Crucial for orthopedics, ophthalmology, ENT. | | 8 | Urgency | Elective / Emergency / Urgent. Differentiates planned from high-acuity cases. | | 9 | ASA Class | American Society of Anesthesiologists Physical Status (1 to 6). Mandatory for risk stratification. | | 10 | Role of Surgeon | Chief Surgeon (primary operator) / Co-surgeon / Supervising Consultant / Teaching Assistant / First Assist . DHA distinguishes these strictly. | | 11 | Supervising Consultant (if trainee) | Full name and DHA license number of the responsible senior. For independent practitioners, write “Independent.” | | 12 | Surgical Approach | Open / Laparoscopic / Robotic / Endoscopic / Percutaneous. | | 13 | Anesthesia Type | General / Regional / Local with sedation / MAC (Monitored Anesthesia Care). | | 14 | Operative Time | Skin-to-skin or incision-to-closure time (minutes). Helps assess efficiency and complexity. | | 15 | Blood Loss | Estimated (mL). For major procedures, document as <500, 500-1000, >1000 mL. | | 16 | Intraoperative Complications | Yes/No – if yes, describe (e.g., bowel injury, bleeding requiring transfusion). | | 17 | Postoperative Complications | Clavien-Dindo grade (I to V) + description within 30 days. Zero complications must be stated as “None.” | | 18 | Length of Stay | Total hospital days post-surgery. | | 19 | Discharge Status | Home / Rehabilitation / Other hospital / Death. | | 20 | Reoperation within 30 days? | Yes/No – if yes, reason (e.g., bleeding, wound dehiscence). | | 21 | Hospital/Facility Name | Where procedure was performed (DHA-licensed facility). | | 22 | Verification Signature | Digital or wet signature of the surgeon. For trainees, countersignature of supervising consultant is required every 10-20 cases. |
This header immediately identifies the applicant and the scope of the logbook. It should be prominently displayed on the first page.
Leading hospitals in Dubai (e.g., American Hospital Dubai, Mediclinic, King’s College Hospital London) mandate integration of logbook data with electronic medical records (EMRs) such as Cerner or Epic, where operative notes are automatically fed into a logbook module. For private practitioners, a well-structured Excel template with macros is acceptable, provided it is printed and signed at regular intervals.
Entries should be listed chronologically. Surgical Logbook Template (Recommended Structure) The detailed case log is the core of the document
The DHA does not mandate a single software, but the following formats are universally accepted:
(e.g., General Surgery, Orthopedics, Ophthalmology) Reporting Period: From [DD/MM/YYYY] to [DD/MM/YYYY]
The logbook must demonstrate exposure to a variety of cases relevant to your specialty.
: Your full name (as per passport), professional title, the name of the hospital, and the specific department. Procedure Details Date of Procedure : Exact dates to show continuous practice. Name of Procedure Are you applying for a or Consultant license,
Note: While required for the application, the logbook itself does not typically need to be verified by Dataflow. Common Pitfalls to Avoid Misalignment
of clinical experience. Some guidelines suggest keeping a record of the last three years to be safe. Typed only . Handwritten logbooks are strictly not accepted. Verification : Every page or summary must be signed and stamped
Confirmation that your surgical skills are current, typically focusing on the last 2 to 5 years.
Listing all operations and procedures performed or assisted.
A logbook without a Medical Director's stamp is the most common reason for rejection.
The DHA strictly evaluates your level of responsibility in the operating theater. You must categorize your role for every surgery as one of the following: