Official Dispatch No. 4666/BHXH-CSXH dated November 21, 2016 of the Social Security Administration of Vietnam on guideline for specimens, printing, issue and management of certificates of leave covered by social insurance

THE SOCIAL SECURITY ADMINISTRATION OF VIETNAM 

Official Dispatch No. 4666/BHXH-CSXH dated November 21, 2016 of the Social Security Administration of Vietnam on guideline for specimens, printing, issue and management of certificates of leave covered by social insurance

Pursuant to the Circular No.14/2016/TT-BYT dated May 12, 2016 by the Ministry of Health elaborating a number of Articles in respect of medicine of the Law on Social Insurance;
Pursuant to the Decision No.4520/QD-BYT dated August 22, 2016 by the Ministry of Health on revision to the Circular No./2016/TT-BYT, the Social Security Administration of Vietnam hereby provides guideline for specimens, printing, issue and retention of certificates of leave covered by the social insurance (hereinafter referred to as "certificate”) as follows:

I. Specimen certificates

The specimen certificate is presented in the Appendix 12 to the Circular No.14/2016/TT-BYT. For the purpose of management, every specimen has its serial number printed in red color flour scenting under X-ray laser and has the Social security of Vietnam’s logo with the diameter of 50 mm imprinted thereon by non-colored inks luminescent under X-ray laser.

The serial number is printed on the upper right corner of the specimen, including 10 characters: The first 02 characters indicate the province code as stipulated in the Decision No.124/2004/QD-TTg dated July 08, 2004 by the Prime Minister on issue of the list of Vietnam’s provinces and their codes, and the Official Dispatch No.628/TCTK-PPCD dated August 06, 2009 on announcement of the list of administrative divisions by the General Statistics Office. The code of the Social Security of the Ministry of National Defense and the code of the Social Security of People’s Public Security of Vietnam, specifically, are 97 and 98, respectively. 08 following characters are natural numbers starting from 00000001, the serial number of the specimen is Arabic number, printed in size 12 and font Times New Roman.

II. Blank certificate

There are 02 types of blank certificate presented in Section I hereof which are issued to medical treatment and examination facilities (hereinafter referred to as "medical facility"), including: The soft copy blank certificate for printing (hereinafter referred to as “GCN 1”) and hardcopy blank certificate for hand –writing (hereinafter referred to as “GCN 2”)

1.GCN1

-Dimension: A5 size, 01 copy

-Material: Durable, glossy and printable paper

-The GCN 1 is constituted by separate pages, arranged according to the serial number to facilitate printing. The phrase “GCN 1” shall be printed in the upper right corner, and its serial number shall be put in below that phrase, the logo of the Social Security Administration of Vietnam and the name “GCN” shall be in bold, font Times New Roman, size 12. The remaining contents shall be conformable to the format issued by the Social Security Administration of Vietnam presented in Appendix 12 and the guidance attached to the Circular No.14/2016/TT-BYT.

2.GCN2

-The Certificate 2 shall be printed in A5 size, horizontal page layout including 02 copies having exactly same size, serial number and the Social Security Administration of Vietnam’s logo; and the title “CERTIFICATE OF UNEMPLOYMENT FOR SOCIAL INSURANCE” shall be printed in bold , uppercase, Times New Roman 12. Other letters on the blank certificate shall be in lowercase, straight, Times New Roman 12 (the title of each section, particularly, shall be in bold, straight and lowercase). There are 02 copies in a GCN 2 as the same as an invoice, the phrase “GCN2”shall be put in the upper right corners of the two copies and the same serial number shall be put beneath that phrase”. The phrase “copy 1: for employee” and “copy 2: for retention” shall be in italic, lowercase, Times New Roman 11 and shall be put in the upper left corners of the copy 1 and copy 2, respectively.

-Material: Carbonless Copy Paper that is made up of 02 parts.

-The GCN 2  shall be bound in the form of booklet constituted by 200 pages/booklet whose covers shall be symbolled with the [order number of booklet/year]; the copy 1 and copy 2 of a same booklet shall have the same serial number and sheets shall be arranged in the ascending order of their serial numbers ranging from 00000001 to 00000100 (for the booklet 1) and from 00000101 to 00000200 (for the booklet 2), and it shall be carried out similarly for the following Booklets.

III. Responsibilities for printing, issue and management of blank certificates by the Social Security Administration

1.The Social Security Administration of Vietnam shall:

-Provide instructions and inspect the printing and issue of blank certificates conducted by the Social Security Administration of provinces, Social Security Administration of the Ministry of National Defense and Social Security Administration of People’s Public Security of Vietnam (hereinafter referred to as “military Social Security Administration”);

-Give directions and inspect the issue of blank certificates to employees, management and use of GCN 2 and GCN 2 at medical facilities.

2.Social Security Administration of provinces

2.1. Offices of the Social Security Administration of provinces shall:

a) Take delivery of applications for blank certificates ( including first-time applications, supplements to applications and annual applications) submitted by medical facilities within the administration of the Social Security Administration of the province and the plans for issue of blank certificates submitted by the Social Security Administration of districts; cooperate with the Department of Social Security Policies in estimation of the quantity of necessary blank certificates for the immediately following year or the quantity of additional blank certificates required for the current year according to the quantity of remaining blank certificates, and request the Director of the Social Security Administration of the province to approve the printing plan to ensure the sufficient quantity of blank certificates expected to be granted to employees in the province in 2017;

b) According to the plans for printing blank certificates approved by the Director of the Social Security Administration of the province, print and issue blank certificates to medical facilities within the provinces as assigned by the Social Security Administration of the province. Printing of blank certificates shall be conducted in accordance with the Official Dispatch No.4115/BHXH-TCKT on guideline for regular procurement dated October 25, 2016 by the Social Security Administration of Vietnam.

c) Receive blank certificates as agreed in the contract signed with the printer (including additional printing); check the quantity, type and quality of blank certificates ( in case the quantity, type and quality of blank certificates are different from that stipulated in the contract, a written request for remedy shall be made);

d) Prepare blank certificate transfer records and receipts using form No.05A-GCN attached hereto and specify in the certificate issuing logbook (form No.06A-GCN attached hereto).

e) Withdraw granted blank certificates

-Withdraw blank certificates granted to medical facilities that are no longer on the list of medical facilities eligible for being granted blank certificates in the province;

-Take delivery of blank certificates transferred by the Inspection Department;

-Classify revocated and received blank certificates. The valid blank certificates shall be used and invalid blank certificates shall be retained in accordance with regulations of laws;

-Withdraw wrong and damaged blank certificates: Take delivery of the lists of serial numbers of blank certificates 1 which are damaged or are issued to wrong persons (if any), lists of employees granted blank certificates 1 ( form 04-GCN attached hereto) and booklets of GCN 2 (copy 2) submitted every 06 months by medical facilities whose blank certificates are granted by the Social Security Administration of the province and those submitted by the end of December of the current year by the Social Security Administration of districts.

Duration for retention and destruction of retained documents shall be conformable to regulations of the Social Security Administration of Vietnam.

f) Cooperate with the Department of Information Technology in daily publishing and updating information on the “Information on issue and management of certificates” of the websites of the Social Security Administration of the province and Social Security Administration of Vietnam. The published information includes the name of medical facilities granted certificates, their majors, seal, sample signatures of practicing persons designated to sign the certificate (hereinafter referred to as “signer”) and serial numbers of granted certificate blank certificates; serial numbers of lost blank certificates; increase and decreases in the number of medical facilities granted certificates and signers, etc.
Use logbooks or software for certificate issuing, monitoring and management

g) Cooperate with the Department of Finance-Planning in stocktaking of blank certificates, transfer blank certificate transfer records and receipts, lists of serial numbers of lost blank certificates; lists of serial numbers of damaged blank certificates to the administrative department (or document control department) in December of every year.

Collate and finalize the quantities of blank certificates which are used, damaged and remained; determine the quantity of blank certificates which are received, withdrawn, used and remained which may be used for the next term.

2.2. The Department of Social Security Policies shall:

-Cooperate with the Offices in estimation of the quantity of blank certificates for the immediately succeeding year or the quantity of additional blank certificates in the estimated year;

-Cooperate with the Office to monitor and update information on management of blank certificate as specified in item f, point 2.1 of this Clause;

-Take delivery of notifications of loss of blank certificates from medical facilities and promptly notify the Department of Information and Technology and the Office of the serial numbers of lost blank certificates for updating database and publishing information on the websites of the Social Security Administration of the province and Social Security Administration of Vietnam. Study and propose remedial measures to the Director of the Social Security Administration, where necessary.

2.3. The Department of Finance – Planning shall:

-Receive documents from the Office to prepare 02 copies of receipts of special prints; one copy shall be retained and the another shall be transferred to the Office;

-Prepare 03 copies of the receipt of special prints according to the blank certificate issuing plan approved by the Social Security Administration of the province. One copy shall be retained, 01 copy shall be transferred to the Office and the remaining copy shall be sent to the blank certificate recipients, and do accounting as stipulated in regulations of laws;

-Take charge of quarterly and annual stocktaking of prints.

2.4. The Department of Health Insurance Inspection shall:

-Update the decrease in the quantity of medical facilities eligible for being granted the operating license and Certificate as stipulated in the Circular No.14/2016/TT-BYT within the province and punctually notify the Department of Information Technology to update the general database;

-Notify the Information Technology Department to update the information on medical examination and treatment, applications for certificates to the database and the interconnection with the database systems of Social Security Authorities of medical facilities within the province.

2.5. Inspection-Examination Department

-Take charge of and cooperate with the Department of Social Security Inspection and Department of Social Securities Policies in inspection of printing and issue of blank certificates by the Social Security Administration;

-Take charge of and cooperate with the Department of Social Security Inspection and Department of Health’s functional divisions in inspection of issue of certificates, management and use of blank certificates at medical facilities within the province. Any medical facility whose name is no longer specified in the List shall have its granted blank certificate withdrawn and transferred to the Office. Withdrawal of blank certificates shall be recorded in writing using form 05B-GCN attached hereto.

2.6. Social Security Administration of districts
a) Take delivery of applications for blank certificates (first/annual/supplement applications) from medical facilities within the districts and notify the office of the Social Security Administration of the province in writing of the number of remaining blank certificates and necessary blank certificates for the next year or additional blank certificates required for the current year; the Office of the Social Security Administration of the province shall aggregate and transfer such plans to the Information Technology Department;

b) Prepare records of transfer and receipt of blank certificates using form 05A-GCN and fully update the logbook of issue of blank certificates using form 06A-GCN, publish the list of medical facilities eligible for being grant certificates and the serial number of the blank certificate, changes in number of practioners signing certificates and punctual notify the Office to transfer to the Department of Information and Technology for update to the database;

c) Withdraw granted blank certificates:

-Withdraw blank certificates granted to medical facilities which are no longer on the List;

-Withdraw incorrect and damaged blank certificates: Take delivery of the list of incorrect and damaged blank certificate I serial numbers (if any) and the list of employees granted blank certificate I ( form 04-GCN attached hereto) and GCN 2 booklet (copy 2), prepare handover and receipt records (form 05B-GCN attached hereto) and update the logbook (form 6B-GCN) for monitoring and management until the end of December of every year; and aggregate and transfer to the Social Security Administration of the province thereafter;

d) Do stocktaking of blank certificates in December under regulations on transfer of blank certificate handover and receipt records, lists of serial numbers of lost and damaged blank certificates and transfer to the Social Security Administration of the province;

e) Receive information on management of issue of certificates under item f, point 2.1, clause 2, Section III hereof from medical facilities within the district, punctually notify the Office in writing to transfer such information to the Department of Information and Technology for updating to the database;

f) Receive reports on loss of blank certificates from medical facilities within the district and punctually notify the Department of Social Security Policies to aggregate and inform the Department of Information and Technology to update to the database.

2.7. The Department Information and Technology:

Receive notices of variation in the number of medical facilities granted certificates and the number of practitioners designated to sign the certificates within the province, the serial number of blank certificates granted to such medical facilities and serial number of lost blank certificates, and continuously updating the “Management information on certificate” to the database and send to the Office to publish on the website of the Social Security Administration of the province and Vietnam. Manage and protect the database.

2.8. The Director of the Social Security Administration of provinces

Prepare plans, take charge of printing, issuing and managing blank certificates and transfer documents to affiliated entities to ensure the procedures and flexible management.

3.Social Security Administration of the armed forces

-Manage and introduce regulations on printing, issue and management of blank certificates under regulations of laws on blank certificates, provisions hereof and according to the reality;

-Inspect the issue of certificates, management and use of blank certificates by medical facilities in the armed forces under regulations of laws;

-Cooperate with Social Security Administration of the province to issue, manage and use certificates and ensure the employees’ interests and management requirements;

-Take charge of annual stocktaking of prints under regulations of laws.

IV. Responsibilities of medical facilities for registration, management and use of blank certificates

1.Procedure for issue of blank certificates

Medical facilities and practitioners therein, as stipulated in Article 24 of Circular No.14/2016/TT-BYT dated May 12, 2016 by the Ministry of Health, have the power to issue the certificate.

The applicant shall submit an application form for the blank certificate enclosed with the list of practitioners assigned to sign the certificate and annual plan for use of Certificate 1 and Certificate 2 (using form 07B-GCN attached hereto) to the Social Security of the province or district according to the assignment of the Social Security of the province.

2.Development of blank certificate issuing plan

-Before July 01 of every year, medical facilities shall submit the estimation of quantity and type of blank certificates used for the immediately following year according to form 02-GCN attached hereto) to the Social Security Administration of the province or district according to the assignment of the Social Security Administration of the province where those medical facilities are located for preparation of the plans for printing and issue of blank certificates;

-Where additional blank certificates are necessary, the medical facility shall submit an application made by using form 03-GCN attached hereto the issuer.

3.Management and utilization of blank certificates

-Take delivery of certificate blank certificates from the Social Security Administration of provinces or districts ( update logbooks to keep track of issue and revocation of blank certificates) ,issue certificates to employees benefiting from Social Insurance as stipulated in Article 25 of the Circular No.14/2006/TT-BYT according to the ascending order of serial number of the blank certificate.

-Manage blank certificates in accordance with regulations on prints managements to prevent damage or losses. Record the issue and revocation of blank certificates in logbooks (in the ascending order of serial numbers) for each functional division. Promptly report to the Social Security Administration issuing the blank certificate in case of loss of blank certificates. Take charge of annual stocktaking of prints under regulations of laws.

-As for type 01 blank certificate , the certificate is printed out from the computer and given to employees. The data on issue of Certificate 1 shall be stored on computer; and the list of employees granted Certificate 1 shall be monthly printed out according to form04-GCNattached hereto and shall be stored enclosed with incorrect or damaged Certificate 1

-As for type 2 blank certificates, the copy 1 shall be given to employees; and copy 2 shall be attached to the type 2 blank certificate booklet and damaged type 2 certificates and shall be stored at medical facilities; transfer all incorrect and damaged blank certificates (both types) , list of employees granted Certificate 1 ( form 04-GCN) and type 2 certificate booklet (copy 2) to the issuer of blank certificates for management.

V.Implementation organizations

1.Responsibilities of medical facilities:

-Every medical facilities shall punctually notify changes in the name of medical facilities granted certificates, their scope of operation, seal, reference number of booklets, serial number of lost blank certificates or other changes related to issue, management and use of blank certificates, increase and decrease in the number of signers and their signatures (form 08-GCN) to the Social Security Administration issuing the blank certificate to publish such changes on the website of the Social Security Administration of Vietnam and Social Security Administration of provinces

-Medical facilities shall sufficiently and punctually issue the certificates to employees as stipulated in the Circular No. 14/2016/TT-BYT; and shall update data on examination and treatment and documents required for issue of certificates to the national medical examination and treatment database;

-Signers shall specify full contents of the certificate as stipulated in Appendix 12 to the Circular No.14/2016/TT-BYT and shall take legal responsibilities for the accuracy and reliability of issue of certificates;

-Where the electronic application is applied, the certificate shall be issued in accordance with regulations on e-transaction.

2.Social Security Administration of provinces and Social Security Administration of Armed Forces

-Form C65-HD issued together with the Circular No.178/2012/TT-BTC dated October 23, 2012 by the Ministry of Finance on guidance on accounting for Social Security Administration of Vietnam shall be valid until December 31, 2016 exclusively. The certificate specimen issued together with the Circular No.14/2016/TT-BYT and guidance hereof shall apply from January 01, 2017. Blank certificates made as per the Official Dispatch No.3789/BHXH-CSXH dated October 7, 2014 granted to or available at medical facilities, Social Security Administration of provinces. Social Security Administration of armed forces and Social Security Administration of districts shall be withdrawn and destroyed in accordance with the regulation of the Social Security Administration of Vietnam;

-Be ready for implementation of printing and issue of blank certificates to medical facilities by January 01, 2017 (the quantity of blank certificates shall be sufficient for the demands of employees in 2017)

-Cooperate with Departments of Health in provision of guidance for medical facilities to take on their responsibilities as stipulated in the Circular No.14/2016/TT-BYT and provisions hereof.

-Submit the report on management and use of blank certificates and plans for use of blank certificates in next year to the Social Security Administration of Vietnam by December 31 of every year.

3.Responsibilities of affiliates of the Social Security Administration of Vietnam

3.1. The Office of the Social Security Administration of Vietnam shall:

+ Take on responsibilities for blank certificate maquette design for nationwide use (including all contents specified in Section I and II of this Document|); select paper for printing type 1 and type 2 blank certificates and send the maquette, information and paper, paper quality standards and printing methods to the Social security Administration of provinces, and punctually issue blank certificates to medical facilities under provisions herein.

+ Be ready for centralized printing of blank certificates at the Social Security Administration of Vietnam from 2018 onwards.

3.2. The Department of Social Security Policies shall:

Implement, direct and inspect the implementation of the Social Security Administration of provinces and armed forces, according to functions and responsibilities stipulated herein.

3. Information Technology Center shall:

+ Cooperate with the Department of Social Security Policies in provision of information on management of blank certificates and “Management information for certificate” database system as stipulated herein ( including: developing software for providing information on issue and management of certificates for the use of medical facilities and Social Security Insurance; compile the specimen of type 1 certified, prepare the list of medical facilities granted certificates and give technical assistance to the Social Security Administration of the province in updating and publishing the “Management information for certificate” stipulated in item f, point 2.1, clause 2, Section III hereof on the websites of the Social Security Administration of the province and Social Security Administration of Vietnam.

+ Create “Management information for certificate” database for the purposes of sharing, connection and communication between medical facilities and Social Security Administration nationwide for monitoring, management and protection of such database.

+ Provide instructions on implementation of these above-mentioned contents and guidance hereof for the Department of Information and Technology – Social Security Administration of the province and Departments and Divisions of the Social Security Administration of provinces, districts and medical facilities within the province.

This Official Dispatch replaces the Official Dispatch No.3789/BHXH-CSXH dated October 07, 2014 by the Social Security Administration of Vietnam on printing, issue and management of certificates of leave paid by Social Security and its specimen. Any issue arising in connection with the implementation should be promptly reported to the Social security Administration of Vietnam./.

For the General Director

The Deputy General Director

Tran Dinh Lieu