Decision No. 26/2006/QĐ-BYT on the issuance of the Reporting Regulation and Reporting Forms for HIV/AIDS Prevention and Control Activities

Pursuant to …;

Regarding the issuance of the Reporting Regulations and Reporting Forms for HIV/AIDS Prevention and Control Activities

 for HIV/AIDS prevention and control activities

_______________________

THE MINISTER OF HEALTH

Pursuant to Decree No. 49/2003/NĐ-CP dated May 15, 2003 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Health;

Pursuant to Decision No. 379/2002/QĐ-BYT dated February 8, 2002 of the Minister of Health on the issuance of the Medical Statistics Regulation;

At the proposal of the Director of the National Center for HIV/AIDS Prevention and Control,

Pursuant to …;

Article 1The Reporting Regulations and Reporting Forms for HIV/AIDS Prevention and Control Activities are hereby promulgated together with this Decision.

Article 2This Decision shall take effect 15 days from the date of publication in the Official Gazette and revoke Decision No. 681/2001/QĐ-BYT dated March 7, 2001 of the Minister of Health on the issuance of the "Regulation on Reporting System and Reporting Forms for AIDS Prevention Work in the Health Sector".

Article 3All officials: Chief of the Office, Chief Inspector, Director of the National Center for HIV/AIDS Prevention and Control, Directors of Departments under the Ministry of Health, Heads of units directly under the Ministry, Directors of Provincial Health Services, Heads of health services of relevant sectors are responsible for implementing this Decision./.

REGULATIONS

REPORT ON HIV/AIDS PREVENTION AND CONTROL ACTIVITIES
(Pursuant to Decision No. 26/2006/QĐ-BYT dated September 6, 2006 of the Minister of Health)

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

These regulations specify the format, time, reporting system, and responsibilities for implementing reports.

Article 2. Applicability

These regulations apply to all units and organizations that implement HIV/AIDS prevention and control activities throughout the country.

Article 3. Principles of Reporting

1. Reports must be conducted strictly according to the approved forms attached to this Decision, with complete seals and signatures of the heads of the reporting agencies. In urgent cases, reports may be sent via fax, telegram, or email but the original must be submitted within 24 hours through official correspondence.

2. Reports must ensure accuracy, objectivity, completeness, minimize duplication to the greatest extent possible, and be submitted at the prescribed time.

Article 4. Publication and Storage of Data

The publication and storage of data from HIV/AIDS prevention and control activity reports must comply with current legal provisions.

Chapter II

SPECIFIC REGULATIONS ON REPORTING SYSTEMS

Article 5. Format and Content of Reports

1. Forms of reports:

a) Periodic reports:

- Quarterly report;

- Semi-annual report;

- Nine-month report;

- Annual report.

c) Specialized reports.

c) Specialized report.

2. Content of the report:

a) Regular report: The content of the report shall be carried out according to Forms 1, 2, and 3 issued together with these regulations;

b) Emergency report includes: The content of the report must clearly state the incident, time, location, development situation, consequences, and intervention measures for issues that occur suddenly within the unit's jurisdiction. In cases where the report is made upon request from superiors, the content of the report must include comprehensive information as specifically required by the superiors;

c) Specialized activity report: The content of the report shall be carried out according to specific regulations of each specialized field.

Article 6. Reporting Period

1. Closing Date: The reported data shall be calculated up to the last day of the specific month as follows:

a) Quarterly report: from the first day of the first month to the last day of the third month of the quarter;

b) Semi-annual report: from January 1st to June 30th of each year;

c) Nine-month report: from January 1st to September 30th of each year;

d) Annual report: from January 1st to December 31st of each year.

2. Time limit for submitting reports:

a) Deadline for submitting regular reports:

- Within five working days from the closing date, the commune health station shall submit the regular report to the district preventive health center;

- Within fifteen working days from the closing date, the district preventive health center shall submit the quarterly report to the provincial Center for HIV/AIDS Prevention and Control (or the provincial preventive health center for provinces that have not established a provincial Center for HIV/AIDS Prevention and Control);

- Within twenty-five working days from the closing date, the provincial Center for HIV/AIDS Prevention and Control (or the provincial preventive health center for provinces that have not established a provincial Center for HIV/AIDS Prevention and Control) shall submit the report to the Regional Project Management Board (hereinafter referred to as the Regional Project Management Board). In addition, the annual summary report shall be submitted simultaneously to the Regional Project Management Board and the Ministry of Health (National AIDS Control Program Department);

- Within thirty-five working days from the closing date, the Regional Project Management Board shall submit the report to the Ministry of Health (National AIDS Control Program Department);

- Within ten working days from the closing date, central institutes, hospitals, and units under the Ministry of Health, HIV/AIDS prevention and control units under various ministries, sectors, and mass organizations, and central project management boards operating in the field of HIV/AIDS prevention and control shall submit the report to the Ministry of Health (National AIDS Control Program Department).

b) Deadline for submitting urgent reports: within seventy-two hours from when an urgent issue arises. In case of reporting according to the requirements of superiors, it must be done strictly in accordance with the time required by the superiors;

c) Deadline for submitting specialized reports: carried out in accordance with specific regulations on time for each specialized field.

Chapter III

IMPLEMENTATION

 Article 7. Reporting System

1. Central Level: Ministry of Health (National AIDS Control Program Department).

2. Regional Level:

a) Northern Regional Project Management Board: National Institute of Hygiene and Epidemiology;

b) Southern Regional Project Management Board: Ho Chi Minh City Pasteur Institute;

c) Central Regional Project Management Board: Nha Trang Pasteur Institute;

d) Western Highlands Regional Project Management Board: Western Highlands Hygiene and Epidemiology Institute.

3. Provincial Level:

a) Provincial Center for HIV/AIDS Prevention and Control (or provincial preventive health center for provinces that have not established a provincial Center for HIV/AIDS Prevention and Control);

b) Central Institutes, Hospitals, and Units under the Ministry of Health;

c) HIV/AIDS Prevention and Control Units under various Ministries, Sectors, and Mass Organizations;

d) Central Project Management Boards Operating in the Field of HIV/AIDS Prevention and Control.

4. District Level: District Preventive Health Center

Article 8. Responsibilities for Implementation

1. The National AIDS Control Program Department shall be responsible for:

a) Building and directing all activities related to reporting on HIV/AIDS prevention and control activities;

b) Collecting, summarizing, and analyzing data reflecting HIV/AIDS prevention and control activities annually, every five years, and every ten years;

c) Guiding units to implement the reporting system for HIV/AIDS prevention and control activities;

d) Organizing inspections, supervision, and evaluation of the implementation of HIV/AIDS prevention and control activity reports nationwide.

2. The Regional Project Management Board shall be responsible for:

a) Collecting and processing data reflecting all HIV/AIDS prevention and control activities of the provinces in the region and at the Regional Project Management Board;

b) Providing technical guidance, compiling statistics, and reporting activities for the provinces under its jurisdiction.

3. The Provincial Center for HIV/AIDS Prevention and Control (or provincial preventive health center for provinces that have not established a provincial Center for HIV/AIDS Prevention and Control) shall be responsible for:

a) Collecting and processing data reflecting all HIV/AIDS prevention and control activities of the locality;

b) Providing technical guidance, organizing inspections and evaluations, compiling statistics, and reporting activities for the districts and units under the provincial health department.

4. Central Institutes, Hospitals, and Units under the Ministry of Health; HIV/AIDS Prevention and Control Units under various Ministries, Sectors, and Mass Organizations; Central Project Management Boards Operating in the Field of HIV/AIDS Prevention and Control shall be responsible for collecting and processing data reflecting all HIV/AIDS prevention and control activities of their unit or sector; when there is a need for detailed statistical data related to the field of HIV/AIDS prevention and control or the issuance of additional forms, record books, or organization of surveys, they must consult the opinions of the Ministry of Health (National AIDS Control Program Department) and other relevant units before submitting to the Ministry's leadership for approval and issuance.

5. District Preventive Health Center shall be responsible for collecting, processing, summarizing, and managing all data on HIV/AIDS prevention and control activities within the district.

6. Commune Health Station shall be responsible for organizing the implementation of initial recording systems and reporting on HIV/AIDS prevention and control activities as prescribed.

Article 9. Responsibilities of persons engaged in reporting work

1. The person preparing the report shall be responsible to the person in charge of reporting for the results of collecting and consolidating data within their scope of responsibility, implementing the reporting of data according to the prescribed format, and being responsible for the deadline and accuracy of the content and quality of the report before the person in charge of reporting.

2. The person in charge of reporting shall check the content and quality of the report before signing and submitting it to the head of the unit for approval and shall be responsible to the head of the unit and competent authorities for the accuracy of the data, content, quality, and deadline of the report as stipulated.

3. The head of the unit who signs and stamps the report shall be responsible to higher authorities for the deadline, content, and quality of the report.