Qub-X
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Features Electronic medical records (EMR)

New

Compliant medical records, ready before 31/12/2026

Doctors write the 15/BV1 record with ICD-10 diagnoses and prescribe right on the appointment, and completing the visit confirms and locks the record under Circular 13/2025/TT-BYT.

Book a demoSee the rules & roadmap
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    Circular 13/2025/TT-BYT

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    Records right on the appointment

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    ICD-10 e-prescriptions

Features

Inside Qub-X EMR

Written on the appointment, ICD-10 diagnoses.

01 / 05

15/BV1 outpatient record

Written on the appointment, ICD-10 diagnoses.

  • Form 15/BV1 under Circular 32/2023
  • ICD-10 main and secondary diagnoses

New rules

Electronic medical records are no longer optional

Circular 13/2025/TT-BYT took effect on 21/7/2025, replacing Circular 46/2018, with every medical facility on electronic records by 2030.

  1. 01Hospitals: by 30/9/2025No more paper records from 1/1/2027 (Directive 04/CT-BYT).
  2. 02Clinics: by 31/12/2026Including licensed aesthetic and dermatology clinics.
  3. 032030: every facilityThe national plan under Decision 965/QĐ-BYT.

The usual paper file · 5 steps

  1. Diagnosis written in a paper book
  2. Before / after photos on a phone
  3. Paper consent filed in a cabinet
  4. Handwritten prescription, no copy kept
  5. Search cabinets and phones to look anything up

The file lives in 4 places and gets lost

With Qub-X EMR · 3 steps

  1. 1Open the appointment, write the 15/BV1 record with ICD-10
  2. 2Prescriptions, before / after photos and signed forms sit on the same visit
  3. 3Completing the visit confirms and locks the record

One compliant record, found in seconds

The problem

Records still on paper, with 31/12/2026 closing in

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Paper record books, photos on staff phones and consent forms in a cabinet mean every inspection or complaint takes hours to piece together.

  • Before / after photos live on staff phones
  • Consent forms and prescriptions are hard to find when needed
  • When staff leave, part of the history leaves too
The usual paper file: Diagnosis written in a paper book, Before / after photos on a phone, Paper consent filed in a cabinet, Handwritten prescription, no copy kept, Search cabinets and phones to look anything up
The usual way
  • Before / after photos live on staff phones
  • Consent forms and prescriptions are hard to find when needed
  • When staff leave, part of the history leaves too

Who must comply, and by when

Licensed aesthetic clinics, your deadline is 31/12/2026

02/ 05

Circular 13/2025/TT-BYT covers licensed aesthetic and dermatology clinics; unlicensed spas are not yet required, so check your case with the Department of Health.

  • Same legal value as paper (Law on Medical Examination and Treatment 2023)
  • Signed by e-signature, biometrics or other electronic confirmation
  • Health data is sensitive personal data (2025 Personal Data Protection Law)
Medical history per visit
  • Same legal value as paper (Law on Medical Examination and Treatment 2023)
  • Signed by e-signature, biometrics or other electronic confirmation
  • Health data is sensitive personal data (2025 Personal Data Protection Law)

The right form

Written on the appointment, the record is already on form 15/BV1

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Reason for visit, history, vital signs and ICD-10 diagnoses follow the 15/BV1 sections, with allergy alerts at the top of the visit.

The file lives in 4 places and gets lostOne compliant record, found in seconds
  • ICD-10 main and secondary diagnoses
  • Quick-pick lists for every section
  • Confirmed electronically with doctor and time
15/BV1 record
  • ICD-10 main and secondary diagnoses
  • Quick-pick lists for every section
  • Confirmed electronically with doctor and time

E-prescription

Prescribe inside the record, from ready-made templates

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Prescriptions follow the ICD-10 diagnosis with doses by time of day, days and advice, or start from a template.

  • Templates by diagnosis for quick prescribing
  • Each confirmed prescription has a code and a PDF
  • The prescription sits with the visit and its record
E-prescription
  • Templates by diagnosis for quick prescribing
  • Each confirmed prescription has a code and a PDF
  • The prescription sits with the visit and its record

Security and access

Every time a record is opened, it's logged

05/ 05

Each role sees only what it is granted, and every view, print and change is saved with who, when and the IP address.

  • Permissions by role and module
  • Data-processing consent saved with the customer's own form
  • Log of who, when, what and from which IP
Read more: EMR for aesthetic clinics, where to start
Access log
  • Permissions by role and module
  • Data-processing consent saved with the customer's own form
  • Log of who, when, what and from which IP

Common questions about electronic medical records

Do aesthetic clinics have to use electronic medical records?
Yes. Under Circular 13/2025/TT-BYT, licensed aesthetic and dermatology clinics must have them by 31/12/2026.
Do spas have to?
Spas without a medical license are not required to yet, but 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; Qub-X EMR confirms the record electronically when the doctor completes the visit.
Do hospitals have a different deadline?
Yes. Hospitals had until 30/9/2025 and, under Directive 04/CT-BYT, stop using paper records from 1/1/2027.
How can I see Qub-X EMR?
Book a demo and the Qub-X team will walk you through it on sample data and plan your rollout before 31/12/2026.

Connected to Qub-X EMR

Same system, same customer record

AI Marketing – Marketing assistantNewMarket price surveys, ready-to-post content.Omni-channel – 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.

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Qub-X will send a confirmation on Zalo and contact you to set a suitable time.

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