Circular No. 03/2015/TT-BYT on the reporting regime for HIV/AIDS prevention and control activities

CIRCULAR

Regulations on Reporting Activities for HIV/AIDS Prevention and Control

_________________

Pursuant to the Law on Prevention and Control of Infection with Human Immunodeficiency Virus (HIV) and Acquired Immune Deficiency Syndrome (AIDS) dated June 29, 2006;

Based on the Law on Statistics dated June 17, 2003;

Based on Decree No. 63/2012/NĐ-CP dated August 31, 2012 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Health;           

1. Positive HIV test results may only be notified when such results have been confirmed by a laboratory that has been authorized by the competent authority to conduct confirmatory testing for HIV-positive cases as stipulated in Decree No. 75/2016/NĐ-CP dated July 1, 2016 of the Government on conditions for conducting HIV tests and Decree No. 155/2018/NĐ-CP dated November 12, 2018 of the Government amending and supplementing certain provisions related to investment and business conditions under the management of the Ministry of Health.

The Minister of Health issues this Circular to regulate the reporting system for HIV/AIDS prevention and control activities.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

Article 1. This Circular specifies the format, method, content, procedures, forms, and responsibilities for reporting HIV/AIDS prevention and control activities.

Article 2. This Circular applies to organizations, agencies, and units implementing HIV/AIDS prevention and control activities (hereinafter referred to as entities implementing HIV/AIDS prevention and control activities) falling under any of the following categories:

a) Information, education, and communication on HIV/AIDS prevention and control;

b) Harm reduction interventions in HIV prevention;

c) Treatment, care, and prevention of HIV transmission, including antiretroviral therapy; tuberculosis prevention and treatment; mother-to-child HIV transmission prevention;

d) HIV testing, including screening, diagnostic, and early infant diagnosis for children under 18 months old.

Article 2. Principles of Reporting

Clause 1. Reported information must be truthful, accurate, complete, and timely.

Clause 2. The content of reports must comply with requirements, procedures, authority levels, and forms issued together with this Circular.

Clause 3. Ensure that data sources are fully compiled without overlap at each level of management.

Clause 4. Ensure confidentiality of information related to HIV-infected individuals during the reporting process and secure access accounts for electronic reporting systems of the HIV/AIDS prevention program (hereinafter referred to as online reporting).

Article 3. Forms of Reporting

Clause 1. Regular reports include quarterly and annual reports.

Clause 2. Ad hoc reports.

Article 4. Methods of Reporting

Clause 1. Written reports.

Clause 2. Online reporting.

Chapter II

REPORTING REGIME

Article 5. Content of Reports

Clause 1. Regular reports:

Point a) Commune Health Stations (hereinafter referred to as commune) compile and submit quarterly reports according to Appendix 1 issued with this Circular;

Point b) County Health Centers or County Preventive Health Centers, District Health Centers, City Health Centers, and Provincial Health Centers (hereinafter referred to as county-level HIV/AIDS prevention and control centers) compile and submit quarterly reports according to Appendix 2 and annual reports according to Appendix 3 issued with this Circular;

Point c) Provincial HIV/AIDS Prevention and Control Centers, Central Cities' HIV/AIDS Prevention and Control Centers, and Offices of the Provincial AIDS Control Committees (hereinafter referred to as provincial HIV/AIDS prevention and control centers) compile and submit quarterly reports according to Appendix 4 and annual reports according to Appendix 5 issued with this Circular;

Clause 2. Ad hoc reports: the content of reports must clearly state the incident, time, location, development situation, consequences, and measures taken for any sudden issues within the unit's jurisdiction. In cases of reports requested by superiors, the content must be comprehensive and in accordance with the required content.

Article 6. Time for compiling data for regular reports and ad hoc reports

1. Periodic Reports:

a) Data for the first quarter shall be compiled from January 1 to March 31 each year;

b) Data for the second quarter shall be compiled from April 1 to June 30 each year;

c) Data for the third quarter shall be compiled from July 1 to September 30 each year;

d) Data for the fourth quarter shall be compiled from October 1 to December 31 each year;

e) Annual data shall be compiled from January 1 to December 31 each year.

2. Ad hoc reports: Data for ad hoc reports shall be compiled according to specific requirements regarding the time for compiling data for each report.

Article 7. Procedure for Regular Reporting

1. Within the latest three working days following the completion of data compilation as stipulated in Clause 1, Article 6 of this Circular, agencies under the People's Committee at the commune level and units, departments, and organizations at the commune level that implement HIV/AIDS prevention and control activities as stipulated in Clause 2, Article 1 of this Circular shall submit their reports to the Commune Health Station.

2. Within the latest five working days following the completion of data compilation as stipulated in Clause 1, Article 6 of this Circular, the following units must submit their reports to the focal point unit for HIV/AIDS prevention and control at the district level:

3. Units Receiving and Consolidating Reports: The district health center is responsible for receiving and consolidating reports in accordance with the provisions of Point b of Clause 1 of this Article.

b) Agencies under the People's Committee at the district level and units, departments, and organizations at the district level that implement HIV/AIDS prevention and control activities.

3. Within the latest ten working days following the completion of data compilation as stipulated in Clause 1, Article 6 of this Circular, the following units must submit their reports to the Provincial Center for HIV/AIDS Prevention and Control:

a) The focal point unit for HIV/AIDS prevention and control at the district level must submit online reports to the Provincial Center for HIV/AIDS Prevention and Control. In cases where online reporting cannot be implemented, reports must be submitted in writing;

b) Agencies under the People's Committee at the provincial level and units, departments, and organizations at the provincial level that implement HIV/AIDS prevention and control activities;

c) Facilities directly under the Ministry of Health and other ministries and sectors with offices located within the province that implement HIV/AIDS prevention and control activities;

d) Other organizations, agencies, and units except those that have already reported as prescribed in Clauses 1 and 2 of this Article.

4. Within the latest fifteen working days following the completion of data compilation as stipulated in Clause 1, Article 6 of this Circular, the Provincial Center for HIV/AIDS Prevention and Control must submit online reports to the National AIDS Control Center and the Central Institute of Hygiene and Epidemiology or the West Central Institute of Hygiene and Epidemiology or the Pasteur Institute Nha Trang or the Ho Chi Minh City Pasteur Institute (hereinafter referred to as regional institutes).

Article 8Procedure for Ad Hoc Reporting

The time for submitting ad hoc reports shall be carried out according to the requirements of superiors or issues needing reporting by the facility. In urgent cases, reports may be sent via fax, telegram, or email but the original must be sent through official correspondence within 72 hours.

Chapter III

IMPLEMENTATION

Article 9. Responsibilities of the National AIDS Control Center - Ministry of Health

1. Directing and coordinating with regional institutes to organize training and support for local units in implementing the provisions of this Circular.

2. Establishing, maintaining, and managing the database of the online reporting system and being the sole entity authorized to grant access rights, search, and retrieve data from the online reporting system.

3. Guiding, directing, supervising, and evaluating the implementation of this Circular nationwide.

4. Collecting, summarizing, and analyzing data on HIV/AIDS prevention and control activities nationwide on a quarterly, annual, five-year, and ten-year basis.

Article 10. Responsibilities of the Regional Institute

1. Advise the Department of HIV/AIDS Prevention and Control on technical matters related to statistical reporting activities for HIV/AIDS prevention and control.

2. Guide and urge provinces within the assigned regional area to implement statistical reporting activities for HIV/AIDS prevention and control according to the provisions of this Circular as directed by the Minister of Health.

3. Review, respond to data, and support provinces in ensuring the quality of data through review processes.

4. Aggregate, analyze data, and report on the results of HIV/AIDS prevention and control activities within the assigned regional area quarterly and annually.

5. Aggregate and recommend amendments and supplements to address issues arising from the reporting of HIV/AIDS prevention and control work during the implementation of this Circular's provisions.

6. Inspect, monitor, and evaluate the results of statistical reporting activities for HIV/AIDS prevention and control within the assigned regional area.

Article 11. Responsibilities of the Provincial Department of Health

1. Direct and organize the implementation of this Circular within the province.

2. Assign the Provincial Center for HIV/AIDS Prevention and Control as the lead unit in implementing reporting on HIV/AIDS prevention and control activities within the province.

3. Recommend amendments and supplements to address issues arising during the implementation of this Circular's provisions.

4. Coordinate with provincial departments and agencies to direct, support, and supervise the implementation of reporting on HIV/AIDS prevention and control work by relevant units within the province.

5. Inspect, monitor, and evaluate the implementation of this Circular within the province.

Article 12. Responsibilities of the Provincial Center for HIV/AIDS Prevention and Control

1. Statistically compile and update lists of organizations, agencies, and units within the province that conduct HIV/AIDS prevention and control activities as stipulated in Clause 2, Article 1 of this Circular; train, guide, and support these organizations, agencies, and units within the province to comply with reporting requirements under this Circular.

2. Implement training and guidance on the use of online reporting software and provide access accounts to the online reporting system for units under its management within the province.

3. Aggregate, review data, respond, and submit quarterly, annual, and ad hoc reports on HIV/AIDS prevention and control activities as required by this Circular.

4. Aggregate annual results of HIV/AIDS prevention and control activities, analyze, and utilize data for HIV/AIDS prevention and control efforts within the province.

5. Assist the Provincial Department of Health in inspecting, monitoring, and evaluating the implementation of statistical reporting activities for HIV/AIDS prevention and control within the province.

6. Aggregate issues arising during the implementation of this Circular to advise the Provincial Department of Health on measures to address them.

Article 13. Responsibilities of the Lead Unit for HIV/AIDS Prevention and Control at the County Level

1. Coordinate with the Center for HIV/AIDS Prevention and Control to statistically compile and update lists of organizations, agencies, and units within the county that conduct HIV/AIDS prevention and control activities as stipulated in Clause 2, Article 1 of this Circular; coordinate with the Center for HIV/AIDS Prevention and Control to guide and support these organizations, agencies, and units within the county to comply with reporting requirements under this Circular.

2. Aggregate, review data, respond, and submit quarterly, annual, and ad hoc reports on HIV/AIDS prevention and control activities as required by this Circular.

3. Aggregate annual results of HIV/AIDS prevention and control activities, analyze, and utilize data for HIV/AIDS prevention and control efforts within the county.

4. Inspect, monitor, and evaluate the implementation of reporting on HIV/AIDS prevention and control activities within the county.

Article 14. Responsibilities of Commune Health Stations

1. Organize the implementation of statistics, recording, and quarterly reporting, and ad hoc reporting on HIV/AIDS prevention and control work as prescribed in this Circular.

2. Analyze and utilize data for HIV/AIDS prevention and control activities within the commune.

Article 15. Responsibilities of Units Implementing Reports and Reporters

1. Collect, review, and implement reporting of data as prescribed in this Circular. In cases where online reporting is conducted, the reporting unit must still retain a written report with the signature of the leader and the unit's stamp.

2. The person directly preparing the report form shall be responsible to the department head regarding the content of the report.

3. The department head shall be responsible to the unit director and competent authority regarding the content of the report as prescribed.

4. The unit director shall be responsible to higher authorities regarding the content of the report.

5. In cases where there is a need to adjust reported data after the time period specified in Article 7 of this Circular, the reporting unit must submit a written report to the upper-level report consolidation unit. The written report must clearly state which data needs adjustment and the reasons for the adjustment.

Chapter IV

IMPLEMENTING PROVISIONS

Article 16. Effective Date

1. This Circular takes effect from April 29, 2015.

2. Decision No. 28/2008/QD-BYT dated August 14, 2008 of the Minister of Health on the issuance of the Regulation on Reporting and Reporting Forms for HIV/AIDS Prevention and Control Activities ceases to be effective from the date this Circular takes effect.

Article 17. Responsibility for Implementation

The Director of the Ministry’s Office, the Director of the HIV/AIDS Prevention and Control Department, the Heads of Departments, Directors of Bureaus, General Directors under the Ministry of Health, Heads of subordinate agencies and units of the Ministry, Directors of Provincial Health Services under central cities, and Heads of health agencies under ministries and sectors are responsible for implementing this Circular.

During the implementation process, if there are difficulties or obstacles, units and localities shall report to the Ministry of Health (HIV/AIDS Prevention and Control Department) for study and resolution./.