Circular No. 38/2019/TT-BYT stipulates on the regular reporting system within the scope of management under the Ministry of Health.

 

CIRCULAR

Regulations on periodic reporting within the scope of management under the Ministry of Health

Pursuant to the Government's Decree No. 75/2017/NĐ-CP dated June 20, 2017 stipulating the functions, tasks, powers, and organizational structure of the Ministry of Health;

Pursuant to Decree No. 09/2019/NĐ-CP dated January 24, 2019 of the Government stipulating the reporting regime for administrative agencies;

At the proposal of the Director of the Office of the Ministry of Health,

The Minister of Health issues this Circular to stipulate the periodic reporting regime within the scope of management under the Ministry of Health.

Article 1. Scope of Regulation and Applicability

1. This Circular specifies in detail the components of the periodic reporting regime within the scope of management under the Ministry of Health and the amendment, supplementation, replacement, or abolition of reporting regimes issued by the Ministry of Health to comply with the provisions of Decree No. 09/2019/NĐ-CP dated January 24, 2019 of the Government stipulating the reporting regime for administrative agencies (hereinafter referred to as Decree No. 09/2019/NĐ-CP).

2. This Circular does not regulate the following contents:

a) Reporting regime for statistical purposes as prescribed by laws on statistics;

b) Confidential reporting regimes as prescribed by laws on state secrets;

c) Reporting regime within the internal organization of the Ministry of Health.

3. This Circular applies to agencies, organizations, and individuals related to the issuance and implementation of the periodic reporting regime within the scope of management under the Ministry of Health.

Article 2. General requirements for the components of the periodic reporting regime

The components of the periodic reporting regime must comply with the general provisions set out in Clauses 1, 2, 3, 4, 5, 6, 7, 8, and 9 of Article 7 and meet the corresponding requirements stipulated in Article 8 of Decree No. 09/2019/NĐ-CP and detailed provisions in this Circular, except where otherwise provided in documents of the National Assembly, the Standing Committee of the National Assembly, provincial People's Councils, and administrative agencies or persons with authority within the administrative system.

Article 3. Deadline for submitting periodic reports

1. The deadline for submitting reports to the central unit of the Ministry of Health shall be as follows:

a) Monthly report: Not later than the 20th day of the month being reported;

b) Quarterly report: Not later than the 20th day of the last month of the quarter being reported;

c) Mid-year report: Not later than June 20 each year;

d) Annual report: Not later than December 20 each year.

2. Based on the provisions of Clause 1 of this Article, entities responsible for submitting reports to the Ministry of Health may specify deadlines for submitting reports but must ensure that the time for finalizing periodic reporting data complies with the provisions of Article 12 of Decree No. 09/2019/NĐ-CP.

Article 4. Methods of submitting and receiving periodic reports

1. Reports are presented in paper form or electronic form signed by authorized personnel and stamped by the agency or unit; they are submitted through the Ministry of Health’s Electronic Document Management System (with Word and Excel versions attached) or directly, via postal service, or email.

2. For reports with information reporting software systems, submission shall be made through the software using digital signatures for approval, without the need to submit paper reports, except in cases of technical failures or force majeure events when paper reports must be submitted.

Article 5. List and forms of periodic reporting data

1. The list and forms of periodic reporting data within the scope of management under the Ministry of Health are annexed to this Circular.

2. Other periodic reports and forms of periodic reporting data within the scope of management under the Ministry of Health are regulated in normative legal documents of competent state agencies and shall be implemented according to the provisions of those documents.

Article 6. Announcement of Regular Reporting System

1. Prior to the date when the legal normative document stipulating the regular reporting system becomes effective, the main drafting unit of the legal normative document stipulating the regular reporting system shall be responsible for sending it to the Ministry's Office to submit to the Minister of Health for issuing a decision to announce and update the list of regular reports.

2. Within five working days from the date of receipt of the document from the main drafting unit of the legal normative document stipulating the regular reporting system, the Ministry's Office shall be responsible for submitting to the Minister of Health or the Deputy Minister of Health authorized by the Minister to issue a decision to announce and update the list of regular reports.

3. Within seven working days from the date of submission by the Ministry's Office, the Minister of Health or the Deputy Minister of Health authorized by the Minister shall sign the decision to announce and update the list of regular reports.

4. Within three working days from the date the Minister of Health signs and issues the decision to announce and update the list of regular reports, the Ministry's Office shall be responsible for publishing the announcement on the Ministry of Health’s electronic portal.

5. The content of the decision to announce and update the list includes: Name of report, entities responsible for reporting, receiving agencies, frequency of reporting, and legal normative documents stipulating the reporting system.

Article 7. Effective Date

This Circular takes effect from February 14, 2020.

Article 8. Transitional Provisions

1. For regular reports that have finalized data before this Circular takes effect, they shall continue to be implemented according to the current reporting system regulations.

2. Regular reporting systems stipulated in legal normative documents issued or jointly issued by the Minister of Health which do not comply with the provisions of this Circular must be revised and supplemented no later than June 30, 2020.

From July 1, 2020, any provisions regarding regular reporting systems stipulated in legal normative documents that are inconsistent with the provisions of this Circular shall be implemented according to the provisions of this Circular.

Article 9. Responsibility for implementation

1. The Ministry of Health's Office shall be responsible for:

a) Directing, monitoring, urging, and inspecting the implementation of this Circular;

b) Advising the Minister of Health to manage, store, and share regular reporting information in the health sector;

c) Participating in providing opinions on draft legal normative documents of the Ministry of Health that stipulate the regular reporting system;

d) Announcing the list of regular reports within the scope of state management on the Ministry of Health’s electronic portal as prescribed;

đ) Annually, compiling the results of reviewing the reporting systems and the list of regular reports of the Ministry of Health to propose amendments and supplements to this Circular to meet the requirements of state management, principles, and requirements of Decree No. 09/2019/NĐ-CP.

2. The Department of Information Technology shall be responsible for:

a) Building the Ministry of Health's reporting information system to ensure connectivity and data sharing between the Ministry of Health's reporting information system and the Government's reporting information system; guiding and organizing training for entities implementing reports on the system;

b) Issuing guidelines on technical standards, structure, and data format for serving connectivity, integration, and data sharing among reporting information systems within the Ministry of Health's reporting information system to facilitate the implementation of the reporting system of the Ministry of Health;

c) Determining the level of information security assurance and implementing information security measures according to levels for reporting information systems of the Ministry of Health;

d) Cooperating with relevant units to provide digital certificates promptly and fully to civil servants, public officials, and employees to implement the reporting system on the Ministry of Health's reporting information system.

3. Units under and affiliated with the Ministry of Health shall be responsible for:

a) Units under the Ministry of Health shall cooperate with the Department of Information Technology to digitize the reporting forms prescribed in this Circular, gradually building the Ministry of Health's reporting information system;

b) Strengthening the application of information technology in the implementation of the reporting system, moving towards electronic reporting, creating favorable conditions for the consolidation and sharing of reporting information with reporting entities from localities to central level;

c) Ensuring technical infrastructure, secure and safe software to serve the construction and operation of the Ministry of Health's reporting information system and data sharing, connecting with the Government's reporting information system;

d) Ensuring consistency, effectiveness, synchronization, avoiding overlap and waste in the construction of the Ministry of Health's reporting information system; complying with national technical standards on data structure and format for seamless connectivity, integration, and information sharing with the national reporting information system; complying with laws on investment in information technology, archives, security, and safety, and related laws;

đ) Reviewing and drafting legal normative documents to amend and supplement regular reporting systems within their areas of responsibility to be submitted to the Minister of Health for issuance or the Minister of Health for submission to competent authorities for issuance before July 1, 2020.

4. Agencies and units implementing reports shall strictly adhere to the provisions of this Circular regarding the regular reporting system.

5. The Director of the Ministry's Office, the Director of the Inspectorate, Heads of Departments, Directors of Bureaus, and General Directors under the Ministry of Health and related organizations and individuals shall be responsible for implementing this Circular.

In the course of implementation, if there are any difficulties, agencies, organizations, and individuals are requested to promptly reflect them to the Ministry's Office for consideration and resolution./.

 

ANNEX

LIST OF REGULAR REPORTS WITHIN THE SCOPE OF STATE MANAGEMENT BY THE MINISTRY OF HEALTH IMPLEMENTING THE REGULAR REPORTING SYSTEM
(Attached to Circular No. 38/2019/TT-BYT dated December 30, 2019 of the Minister of Health)

 

FORM NO. 01

OUTLINE OF THE REPORT ON THE RESULTS OF HEALTH WORK IN THE FIRST HALF OF THE YEAR AND DIRECTIONS AND TASKS FOR THE SECOND HALF OF THE YEAR
(Attached to Circular No.: 38/2019/TT-BYT dated December 30, 2019 of the Minister of Health)

 

REPORT

RESULTS OF HEALTH WORK IN THE FIRST HALF OF THE YEAR AND DIRECTIONS AND TASKS FOR THE SECOND HALF OF THE YEAR

I. ASSESSMENT OF THE RESULTS OF ACTIVITIES IN THE FIRST HALF OF THE YEAR

1. Economic and social characteristics of the country and locality affecting the health sector in the first half of the year

2. Assessment of the implementation of basic health indicators in the first half of the year: Basic health indicators assigned by the National Assembly and the Government and the health sector's plan for the reporting period. Compare these basic health indicators with the annual plan.

3. Assessment of achievements in health work during the reporting period:

Analyze according to six components of the health system (based on the functions and tasks assigned and the annual and five-year plans to assess the results achieved in the reporting period in each field of health activities. When analyzing, comparisons can be made between planned and actual indicators, compared to the same period last year, compared to the five-year plan, ten-year strategy, and compared to the national average and regional averages...)

3.1. Professional activities and provision of health services: Preventive healthcare, management of health environment, food safety, diagnosis and treatment, rehabilitation, population, family planning, reproductive health. Summary of basic health indicators,...

3.2. Training and health workforce: Ratio of doctors and pharmacists per 10,000 people. Implementation of the pilot project: "Voluntary deployment of young doctors to work in mountainous areas, remote areas, border areas, islands, and areas with extremely difficult socio-economic conditions."

3.3. Health information system: Implementation of the smart health information technology development program from 2019 to 2025. Application of information technology in administrative modernization, construction, and implementation of the electronic government of the Ministry of Health.

3.4. Pharmaceuticals, medical equipment, and health facilities: Tendering for drug supply, medical equipment, chemicals, and medical supplies; Publicizing tender results to ensure transparency and efficiency.

3.5. Finance, investment, and health insurance: Implementation of the roadmap for accurate and comprehensive pricing of health services; Implementation of measures to ensure the roadmap for universal health insurance. Results of budget execution, disbursement of investment capital, and regular expenses.

3.6. State management and health sector administration: Administrative reform; Inspection, supervision, and international cooperation.

4. Analysis of existing issues, causes, and priority problems to be resolved

II. DIRECTIONS AND TASKS FOR THE SECOND HALF OF THE YEAR

1. Context

2. Objectives and basic health indicators: Based on the Five-Year Plan of the Health Sector, the National Strategy on Health Care and Improvement of People's Health, and Party, National Assembly, and Government resolutions and directives.

- General objectives

- Specific objectives

- Basic health indicators

3. Main tasks and solutions: According to the six components of the health system mentioned above.

4. Budget estimate (if applicable).

5. Organization of implementation, monitoring, and supervision.

III. RECOMMENDATIONS, PETITIONS

 

Note:

- These are the main contents that need to be reported. Depending on the situation, the Ministry of Health may issue additional reporting requirements.

 

FORM NO. 02

OUTLINE OF THE REPORT ON THE RESULTS OF THE HEALTH SECTOR WORK IN THE YEAR
(Attached to Circular No.: 38/2019/TT-BYT dated December 30, 2019 of the Minister of Health)

 

REPORT

Results of health sector work in 20...

I. ASSESSMENT OF THE RESULTS OF ACTIVITIES IN 20...

1. Economic and social characteristics of the country and locality affecting the health sector in 20...

2. Assessment of the implementation of basic health indicators in 20...: Basic health indicators assigned by the National Assembly and the Government and the health sector's plan for the reporting period. Compare these basic health indicators with the annual plan.

3. Assessment of achievements in health work during the reporting period:

Analyze according to six components of the health system (based on the functions and tasks assigned and the annual and five-year plans to assess the results achieved in the reporting period in each field of health activities. When analyzing, comparisons can be made between planned and actual indicators, compared to the same period last year, compared to the five-year plan, ten-year strategy, and compared to the national average and regional averages...)

3.1. Professional activities and provision of health services: Preventive healthcare, management of health environment, food safety, diagnosis and treatment, rehabilitation, population, family planning, reproductive health. Summary of basic health indicators,...

3.2. Training and health workforce: Ratio of doctors and pharmacists per 10,000 people. Implementation of the pilot project: "Voluntary deployment of young doctors to work in mountainous areas, remote areas, border areas, islands, and areas with extremely difficult socio-economic conditions."

3.3. Health information system: Implementation of the smart health information technology development program from 2019 to 2025. Application of information technology in administrative modernization, construction, and implementation of the electronic government of the Ministry of Health.

3.4. Pharmaceuticals, medical equipment, and health facilities: Tendering for drug supply, medical equipment, chemicals, and medical supplies; Publicizing tender results to ensure transparency and efficiency.

3.5. Finance, investment, and health insurance: Implementation of the roadmap for accurate and comprehensive pricing of health services; Implementation of measures to ensure the roadmap for universal health insurance. Results of budget execution, disbursement of investment capital, and regular expenses.

3.6. State management and health sector administration: Administrative reform; inspection, supervision, and international cooperation.

4. Analysis of existing issues, causes, and priority problems to be resolved

II. DIRECTIONS AND TASKS FOR 20...

1. Context

2. Objectives and basic health indicators: Based on the Five-Year Plan of the Health Sector, the National Strategy on Health Care and Improvement of People's Health, and Party, National Assembly, and Government resolutions and directives.

- General objectives

- Specific objectives

- Basic health indicators

3. Main tasks and solutions: According to the six components of the health system mentioned above.

4. Budget estimate (if applicable).

5. Organization of implementation, monitoring, and supervision.

III. RECOMMENDATIONS, PETITIONS

 

Note:

- These are the main contents that need to be reported. Depending on the situation, the Ministry of Health may issue additional reporting requirements.