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Features Electronic medical records (EMR)

Coming soon

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 is completing its EMR module on the customer record you already use: medical history, before / after photos, prescriptions and consent forms are there today.

  • Circular 13/2025/TT-BYT
  • Deadline 31/12/2026
  • Signed on a tablet
Book a demoSee the rules & roadmap

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

The file lives in 4 places and gets lost

With Qub-X

  1. 1Open the customer record, note the diagnosis per visit
  2. 2Photos, prescriptions and consents sit in the same record

One 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

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

The file lives in 4 places and gets lost

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

Works today

The medical-record part already runs in Qub-X.

Every visit has its own card: service, doctor, bed or room, diagnosis and notes. Allergies and medical history show as soon as the record opens; before / after photos, prescriptions and consent forms sit in one place.

The file lives in 4 places and gets lostOne record, found in seconds
  • Medical history on a timeline of visits
  • Before / after photos with notes and viewing permissions
  • Consent templates uploaded as PDF, signed on a tablet
See Customer records

Coming soon

The full EMR is being completed for Circular 13/2025.

Qub-X is adding what an electronic medical record system needs: compliant electronic signing and confirmation, storage with backups, access permissions and an edit log. What you store today stays in the record when EMR launches.

  • No re-entering old records
  • Permissions by role and branch, like every other module
  • Book a demo to hear first and plan your rollout

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.
Can data already in Qub-X be used for EMR?
Yes. Medical records, photos, prescriptions and consents you store today are already in the customer record; nothing is re-entered.
When does Qub-X EMR launch?
The module is being completed. Book a demo and the Qub-X team will share the launch date and plan your rollout ahead of 31/12/2026.

More features

Same system, same customer record

SchedulingThe front desk books, reschedules and confirms in seconds. When customers message on Zalo, Messenger or Instagram, consultants close the booking inside the inbox, everything lands on the same calendar.Learn moreOrders & paymentsCreate an order from any screen, see the customer's balance and remaining sessions at once, and use the first session of a new package in the same order. Collect by any method, foreign currency included, then find every transaction in one ledger.Learn moreCustomer recordsOpen a record and you see allergies, sessions left, consultant and doctor notes, before / after photos and payments. Enough to consult and create the order on the spot.Learn moreOmni-channel chatQub-X connects the chat platforms your clinic chooses. Zalo, Messenger, Instagram, WhatsApp, KakaoTalk and more, into one inbox tied to customer records and appointments. Which channels are on is up to the clinic.Learn moreInventory managementHow much of product A sits in the shared warehouse and how many each branch has left, one line tells you. Receiving, usage, transfers and history on one screen; low stock is flagged at the top.Learn moreAnalytics & reportsSimple Report shows the manager today at once: revenue so far, against yesterday, tomorrow's forecast. Analytics gives the owner five period reports on revenue, staff, customers, services and the whole year, one data source, nothing compiled by hand.Learn moreStaff & commissionsEvery staff member has a profile, a role and the branches they may access. Weekly schedules tie into bookings, commissions come from real orders, and the owner sees each person's performance without adding anything up by hand.Learn more

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

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