Circular No. 13/2025/TT-BYT guides the implementation of electronic medical records issued by the Minister of Health

CIRCULAR

GUIDELINES FOR IMPLEMENTING ELECTRONIC MEDICAL RECORDS

On the basis of Law on Medical Examination and Treatment 2023;

Decree No. Decree No. 42/2025/NĐ-CP dated February 27, 2025 of the Government stipulating functions, tasks, powers, and organizational structure of the Ministry of Health;

At the proposal of the Director of the Science, Technology and Training Department, the Director of the Medical Examination and Treatment Administration, and the Director of the Traditional Medicine Management Department,

The Minister of Health issues this Circular guiding the implementation of electronic medical records.

Article 1. Principles for managing and implementing electronic medical records

1. An electronic medical record is an electronic medical record defined in Clause 17, Article 2 of the Law on Medical Examination and Treatment, established, updated, displayed, signed, stored, managed, used, and exploited through electronic means.

2. The establishment and updating of electronic medical records for patients at medical examination and treatment facilities must ensure all information as prescribed in Chapter X of Circular No. 32/2023/TT-BYT dated December 31, 2023, detailing certain provisions of the Law on Medical Examination and Treatment.

3. Connecting the information of electronic medical records with the personal identification number of Vietnamese citizens and foreigners who have been issued electronic identity accounts according to the laws on identification cards.

4. Adhering to the regulations of the laws on medical examination and treatment, data, information technology, electronic transactions, network security, cybersecurity, access to information, protection of personal data, and storage of data; regulations on management, connection, and sharing of electronic data by state agencies.

Article 2. Requirements for Information Technology in Implementing Electronic Medical Records

1. Having an information technology infrastructure at medical examination and treatment facilities, including at least workstations; network connection infrastructure; servers; data storage solutions or devices (including backup storage); information security devices and related equipment.

2. Having information technology applications in medical examination and treatment management to implement electronic medical records.

3. Meeting technical standards for information technology applications in state agencies as stipulated by the laws on information technology.

4. Being ready to restore information, data, and access capabilities on electronic medical records when necessary for reference, comparison, exploitation, and use in treatment work, inspection, audit, scientific research, and health administration.

Article 3. Provisions on Electronic Signature and Confirmation in Electronic Medical Records

Healthcare personnel, patients, or representatives of patients sign or electronically confirm relevant contents in electronic medical records in one of the following forms:

1. Using a lawful electronic signature;

2. Using biometric techniques;

3. Using other forms of electronic confirmation methods as prescribed in Clause 4, Article 22 of the Law on Electronic Transactions.

Article 4. Effective date

This Circular takes effect from July 21, 2025.

2. Implementation timeline

a) Medical examination and treatment facilities licensed as hospitals shall implement electronic medical records no later than September 30, 2025;

b) Other medical examination and treatment facilities treating inpatients, day patients, and outpatients shall implement electronic medical records and complete them no later than December 31, 2026.

3. The following documents and regulations become invalid from the date this Circular takes effect

a) Circular No. 46/2018/TT-BYT dated December 28, 2018, of the Ministry of Health on electronic medical records;

b) Section VIII of Appendix I and evaluation criteria related to electronic medical records in Circular No. 54/2017/TT-BYT dated December 29, 2017, issued by the Minister of Health on criteria for the application of information technology at medical examination and treatment facilities.

Article 5. Transitional Provisions

1. For patients who are undergoing treatment at healthcare facilities before the effective date of this Circular and are discharged or complete their outpatient treatment period after the effective date of this Circular while using paper medical records, such records shall continue to be used until discharge or completion of the outpatient treatment period, except where the healthcare facility can convert them into electronic medical records.

2. For paper medical records established prior to the effective date of this Circular: based on the actual conditions of the healthcare facility, the head of the healthcare facility shall decide on the conversion between paper documents and data messages in accordance with the provisions of Decree No. 137/2024/NĐ-CP dated October 23, 2024 of the Government regarding electronic transactions of state agencies and information systems for electronic transactions.

Article 6. Implementation Organization

1. Responsibilities of Units under the Ministry of Health

a) The Department of Science, Technology and Training shall take the lead and coordinate with relevant agencies and units to direct, urge, guide, and inspect the implementation of this Circular nationwide;

b) Departments and Bureaus under the Ministry of Health shall organize the development, update, and guidance of related professional contents to implement electronic medical records according to their assigned functions and tasks;

c) The National Health Information Center shall provide technical guidance for the implementation of electronic medical records in accordance with this Circular and other relevant legal regulations.

2. Responsibilities of Ministries, Sectors, and People's Committees of Provinces and Central Cities

a) Direct, urge, guide, and inspect the implementation of this Circular within their management authority;

b) Ensure resources for the implementation of electronic medical records in accordance with this Circular for facilities under their management (excluding private healthcare facilities).

3. Responsibilities of Healthcare Facilities

a) Organize the implementation of electronic medical records in accordance with this Circular and guidelines issued by competent authorities;

b) Develop and promulgate regulations on the establishment, updating, management, storage, use, and information security of electronic medical records, including the provisions set out in Article 3 of this Circular.

In the course of implementation, if there are difficulties or obstacles, agencies, organizations, and individuals shall promptly report to the Ministry of Health (Department of Science, Technology and Training) for consideration and resolution.