Qub-X
VI

Features Electronic medical records (EMR)

New

Electronic medical records for aesthetic and dermatology clinics

Under Vietnam's Circular 13/2025/TT-BYT, medical facilities other than hospitals must run electronic medical records by 31 December 2026. Qub-X EMR is built around those requirements: the 15/BV1 outpatient record, ICD-10 diagnoses, electronic confirmation and a log of every access. E-prescription linked to the National Prescription System is coming soon.

  • Circular 13/2025/TT-BYT
  • Deadline 31/12/2026
  • E-prescription coming soon
Book a demoSee the rules & roadmap

Features

Inside Qub-X EMR

  • Linked to the National Prescription System.

    E-prescriptionComing soon

    Linked to the National Prescription System.

    • Send queue, failed ones resent
    • Controlled drugs under Circular 18/2026
  • The Circular 32/2023 form, ICD-10 diagnoses.

    15/BV1 outpatient record

    The Circular 32/2023 form, ICD-10 diagnoses.

    • Form 15/BV1 under Circular 32/2023
    • ICD-10 diagnoses
  • Nothing deleted silently; changes need a reason.

    Electronic confirmation and signing

    Nothing deleted silently; changes need a reason.

    • Electronic confirmation with who and when
    • Reasoned amendments and change history
  • Tests and imaging with alert thresholds.

    Lab and imaging orders

    Tests and imaging with alert thresholds.

    • Worklist with urgent orders first
    • Results awaiting approval, unacknowledged alerts
  • Under Article 69 of the 2023 Medical Treatment Law.

    Access and audit log

    Under Article 69 of the 2023 Medical Treatment Law.

    • Time-limited access requests
    • Log of every view and change
  • Licensed aesthetic and dermatology clinics.

    Who must comply, by 31/12/2026

    Licensed aesthetic and dermatology clinics.

    • Electronic records carry the same legal weight as paper
    • Electronic signatures, biometrics or other e-confirmation accepted

New rules

Electronic medical records are no longer optional.

Circular 13/2025/TT-BYT took effect on 21 July 2025 and replaced Circular 46/2018. The Ministry of Health set a clear roadmap, with every medical facility on electronic records by 2030.

  • Hospitals: by 30/9/2025From 1/1/2027 hospitals stop using paper records (Directive 04/CT-BYT).
  • Clinics: by 31/12/2026Including licensed aesthetic and dermatology clinics.
  • 2030: every facilityThe national plan under Decision 965/QĐ-BYT.

The usual paper file

  1. Write the diagnosis in a paper record
  2. Take before / after photos on a phone
  3. Customer signs a paper consent, filed in a cabinet
  4. Handwritten prescription, no copy kept
  5. Search the cabinet and phones to look anything up

The file lives in 4 places and gets lost

With Qub-X EMR

  1. Open the visit, fill the 15/BV1 record with ICD-10 diagnoses
  2. Confirm electronically; photos, consent and prescriptions stay with the record

One compliant record, found in seconds

The problem

When the record is on paper, on phones and in Zalo, nobody knows which version is right.

Doctors write in a book, technicians shoot photos on their own phones, consent forms sit in a cabinet. When a customer returns or complains, the clinic spends half a day piecing the treatment history together.

  • Before / after photos live on staff phones
  • Consent forms are hard to find when needed
  • When staff leave, part of the history leaves too
The usual paper file: Write the diagnosis in a paper record, Take before / after photos on a phone, Customer signs a paper consent, filed in a cabinet, Handwritten prescription, no copy kept, Search the cabinet and phones to look anything up

Who must comply, and by when

Licensed aesthetic and dermatology clinics: the deadline is 31/12/2026.

Circular 13/2025/TT-BYT applies to medical facilities. Spas without a medical licence are not yet required to comply, but tattooing and micropigmentation with injected anaesthetic must operate as a clinic. For your specific case, check with the local Department of Health.

  • Electronic records carry the same legal value as paper (Law on Medical Examination and Treatment 2023)
  • Signed with a lawful e-signature, biometrics or another electronic confirmation
  • Health data is sensitive personal data under the 2025 Personal Data Protection Law

The right form

When the visit ends, the outpatient record is already on form 15/BV1.

The outpatient record under Circular 32/2023: reason for visit, history, examination, vital signs and ICD-10 diagnoses. Completing the visit confirms the record electronically; changes are made as an amendment with a reason.

The file lives in 4 places and gets lostOne compliant record, found in seconds
  • Diagnoses coded in ICD-10
  • Electronic confirmation with who and when
  • Scans and reasoned amendments, nothing deleted silently

Coming soon · E-prescription

Soon, once you prescribe, the prescription goes to the National Prescription System.

The facility enters its connection code and doctor accounts once; from then on confirmed prescriptions will be sent, and failed ones sit in their own list to resend. Prescriptions can be signed through a digital signature provider, and the code is printed for the patient.

  • Send queue, failed prescriptions resent
  • Controlled drugs under Circular 18/2026
  • Remote signing through a digital signature provider

Security and access

When someone wants to see a record, it takes a request and an approver.

Requests to view or copy a medical record go through a form under Article 69 of the 2023 Law on Medical Examination and Treatment: the approver differs from the requester and access expires. Every view and change is logged.

  • Role-based permissions, two-factor sign-in
  • Versioned consent for data processing
  • Retention periods, encrypted data exports
Read more: EMR for aesthetic clinics, where to start

Common questions about electronic medical records

Do aesthetic clinics have to use electronic medical records?
Yes. Under Circular 13/2025/TT-BYT, medical facilities other than hospitals must implement them by 31/12/2026; licensed aesthetic and dermatology clinics are in this group.
Do spas have to?
Spas without a medical licence are not yet required to. Customers' health information must still be protected under the 2025 Personal Data Protection Law.
Is a digital signature mandatory?
Not necessarily. Circular 13 accepts lawful e-signatures, biometrics or other electronic confirmation under the Law on E-Transactions.
Do hospitals have a different deadline?
Hospitals had to implement by 30/9/2025 and, under Directive 04/CT-BYT, stop using paper records from 1/1/2027.
Does Qub-X EMR connect to the national prescription system?
Soon. E-prescription linked to the National Prescription System is coming soon; the facility will enter its connection code and doctor accounts once under Facility connections.
How can I see Qub-X EMR?
Qub-X EMR has just launched. Book a demo and the Qub-X team will walk you through it on sample data and plan your rollout ahead of 31/12/2026.

Connected to Qub-X EMR

Same system, same customer record

Analytics – ReportsQuick shift reports, deep periodic analysis.Omnichannel – ChatEvery chat platform in one inbox.CRM – Customer relationship managementCustomers, bookings and orders on one record.HRM – TimekeepingNewFace check-in, shifts and leave.Inventory – StockStock per branch, expiry and usage.

BOOK A DEMO

See how Qub-X fits the way your clinic works.

Share how your clinic operates. The Qub-X team will prepare a demo focused on your workflow and needs.

A 30-minute demo based on a real clinic scenario
Focus on the features you care about
No commitment required after the demo

Your demo can focus on

EMRAnalyticsOmnichannelCRMHRMInventory
Which areas do you want to review?

The Qub-X team will contact you to confirm a suitable time.