Official Dispatch 4887/BHXH-CNTT 2022 HCM on update of citizen’s identity card numbers in the Vietnam Social Security's database

Pursuant to the Prime Minister's Decision No. 06/QD-TTg dated January 06, 2022, approving the Scheme on developing the application of data on population, electronic identification and authentication for national digital transformation in the 2022-2025 period, with a vision toward 2030, which sets out the goal of “ensuring to gradually replace personal papers based on the integration and authentication of personal information and papers into the national database on population for the purpose of using only citizen’s identity cards and national electronic identification application of the Ministry of Public Security (VNEID), in which the first priority is given to several papers including health insurance cards”; Official Dispatch No. 2933/UBND-BCD dated August 22, 2022, of the City Steering Committee for the implementation of the Project 06 on implementing a number of key contents of the Project 06 and data cleaning in the City; Official Dispatch No. 3715/PC06-D2 dated July 27, 2022, of Ho Chi Minh City Public Security on coordination in cleaning social insurance data of participants in the City;

Pursuant to the Vietnam Social Security’s Official Dispatch No. 1147/BHXH-TST dated May 04, 2022, on declaration of personal identification numbers/citizen’s identity card numbers upon submitting registration dossiers for participating social insurance and health insurance;

Ho Chi Minh City Social Security hereby requests employers, units managing health insurance participants and organizations providing collection service in the City (hereinafter referred to as units):

1. To receive the Lists of social and health insurance participants from the social security agencies (officers in charge of collection) no later than September 10, 2022. Such Lists must comprise:

- Form 01: A List of participants that has been synchronized by the social security agency with the national database on population, and participants using their citizen’s identity cards instead of health insurance cards for medical examination and treatment.

- Form 02: A List of participants that does not match with the national database on population, and participants who have not yet granted with personal identification numbers/citizen's identity card numbers.

2. After receiving 2 Lists as mentioned above, the unit shall:

2.1. For the List made according to Form 01:

- Print Form 01, request participants to check information stated on Form 01. In case the information is match and correct, sign in the column “certified by the participant” (column 9). Send the List (in paper form) to the social security agency before September 30, 2022.

In case where the information is incorrect, note in the column 9, and make a dossier for correcting information as prescribed and send such dossier to the social security agency.

- Notify participants named in the List of the fact that “Personal information has been synchronized between the data currently managed by the social security agency and the national database on population, participants may use their citizens’ identity cards instead of health insurance cards for medical examination and treatment”.

2.2. For the Lists made according to Form 02:

- Print Form 02, request participants to declare correct information in columns 10 to 12, sign in column 14 and send them to social security agencies before September 30, 2022.

- After certifying information, units shall make the List according to Form D02-LT/D03-TS attached to Form TK1 and copies of personal identification/citizen’s identify cards and send them to social security agencies according to the receipt No. 608 by public postal service or e-transaction method before September 30, 2022.

2.3. For both Lists:

- In case the participant has not yet registered and installed VSSID, the unit shall urgently carry out the registration and installation according to Appendix 01 (attached herein).

- In case the participant has already registered and installed VSSID, the unit shall log in the Vietnam Social Security’s public service portal and check account information; update the email address (in case it has not yet been declared) for the social security agency according to Appendix 02 (attached herein) to complete the VSSID account information.

To achieve the goals set out in the Project 06 and protect the participants’ interests, Ho Chi Minh City Social Security requests units to implement as mentioned above. Any difficulties arising in the course of implementation should be reported to the social security agencies for guidance and settlement./.

APPENDIX I

PROCEDURES FOR REGISTRATION OF PERSONAL E-TRANSACTION ACCOUNTS WITH SOCIAL SECURITY AGENCIES

(Attached to the Vietnam Social Security's Plan No. 2207/KH-BHXH dated August 12, 2022)

I. For persons aged full 15 years or older

1. For persons with digital certificates

Step 1: Access the Vietnam Social Security's public service portal at https://dichvucong.baohiemxahoi.gov.vn. Click Register.

Step 2: Update sufficient information required in the registration form in the Vietnam Social Security's public service portal (using Form No. 01 promulgated together with the Consolidated Text No. 5236/VBHN-BLDTBXH dated December 13, 2018 (Form No. 01)), including full name, social insurance number, citizen’s identity card numbers, for Vietnamese citizens/passport numbers, for foreigners, contact addresses, email addresses, mobile phones.

The authentication mean that is email or mobile phone number (according to instructions provided in Form No. 01) shall be chosen.

- In case the citizen’s identity card numbers are used to declare, the system shall automatically authenticate the personal identification information with the national database on population:

+ If the personal identification information is incorrect in comparison to that in the national database on population, the Vietnam Social Security's public service portal shall display a notification for attaching photos of the citizen's identity cards and Step 3 shall be followed.

+ In case the personal identification information is correct in comparison to that in the national database on population, Step 3 shall be followed.

- In case the passport numbers are used to declare, the system shall require the attached photos of the passports, and Step 3 shall be followed.

Step 3: Submit registration dossiers:

Digital signature shall be given and dossiers of registration for e-transactions shall be sent (e-declaration made according to Form No. 01) to the electronic social insurance system.

Step 4: Receive and approve dossiers:

- In case the authenticated personal identification information is correct in comparison with that in the national database on population, the system shall automatically approve the dossiers and send the e-transaction account information to the registered authentication means of the guardians within 15 minutes after receiving the dossiers.

- In case the personal identification information could not be authenticated by the national database on population or individuals declare their passport numbers, the social security agencies’ officers receiving dossiers shall check and compare declared information with that in the attached papers (citizen’s identity cards/passports) and information in the data managed by the social security sector:

+ In case of approval: The electronic social insurance system shall send the e-transaction account information to the registered authentication means within 15 minutes after comparing and verifying information. The initially-granted e-transaction account password shall be changed and such change shall be carried out at least once every 6 (six) months to ensure security and confidentiality.

+ In case of disapproval: The electronic social insurance system shall send a notice of disapproval of the dossiers of registering to use e-transaction method by the registered authentication means within 15 minutes after receiving the information comparison and verification. Based on the notice of disapproval of the registration for using e-transaction methods sent by the social security agencies, individuals shall complete the registered information or contact the nearest social security agencies or call 19009068 for instruction and support.

2. For persons without digital certificates

2.1. Registration on the Vietnam Social Security’s public service portal

Step 1: Access the Vietnam Social Security's public service portal at https://dichvucong.baohiemxahoi.gov.vn. Click Register.

Step 2: Update sufficient information required in the registration form on the Vietnam Social Security's public service portal, including full name, social insurance number, citizen’s identity card numbers, for Vietnamese citizens/passport numbers, for foreigners, contact addresses, email addresses, mobile phones.

The authentication mean that is email or mobile phone number shall be chosen.

- In case the citizen’s identity card numbers are used to declare, the system shall automatically authenticate the personal identification information with the national database on population:

+ If the authenticated information is incorrect in comparison to that in the national database on population, the Vietnam Social Security's public service portal shall display a notification for attaching photos of the citizen's identity cards, and Step 3 shall be followed.

+ In case the authenticated information is correct in comparison to that in the national database on population, Step 3 shall be followed.

- In case the passport numbers are used to declare, the system shall require the attached photos of the passports and Step 3 shall be followed.

Step 3: Submit registration dossiers:

Individuals shall send the dossiers of registration for e-transactions (E-declaration made according to Form No. 01) to the electronic social insurance system, enter one-time password (OTP) sent to the registered authentication means to confirm the dossier submission.

Declarations made according to Form No. 01 shall be sent to the registered authentication means to serve the monitoring, printing and confirmation of registered information with the social security agency.

Step 4: Verify the registered information:

Individuals shall verify the information at the receipt department of any social security agency (the nearest one): Submit declarations made according to Form No. 01, which have been signed with full name (the individuals may self-print or ask the officers receiving the dossiers to print the declarations), present their citizen's identity cards/passports for verification of information.

Within 90 days after sending the dossiers to the social security agency, if the individuals fail to verify information at the social security agency, the dossiers shall automatically be canceled in the electronic social insurance system.

Step 5: Receive and approve dossiers:

The social security agency’s officers receiving the dossiers shall check and compare the declared information with that stated in the citizen’s identity card/passport and in the data managed by the social security sector:

- In case of approval: The electronic social insurance system shall send the e-transaction account information to the registered authentication means within 15 minutes after comparing and authenticating the declared information. The initially-granted e-transaction account password shall be changed and such change shall be carried out at least once every 6 (six) months to ensure security and confidentiality.

- In case of disapproval: The electronic social insurance system shall send a notice of disapproval of the dossiers of registering to use e-transaction method by the registered authentication means within 15 minutes after the dossiers are compared and authenticated. Based on the notice of disapproval of the registration for using e-transaction methods sent by the social security agencies, individuals shall complete the registered information or contact the nearest social security agencies or call 19009068 for instruction and support.

2.2. Registration on VssID - Digital social insurance

Step 1: Use smart phones to access the Google Play/CH-Play (for Android operating system) or AppStore (for IOS operating system) to download and install VssID. Open VssID and select Register.

Step 2: Update sufficient information required in the registration form on VssID, including full name, social insurance number, citizen’s identity card numbers, for Vietnamese citizens/passport numbers, for foreigners, contact addresses, email addresses, mobile phones.

The authentication mean that is email or mobile phone number shall be chosen.

- In case the citizen’s identity card numbers are used to declare, the system shall automatically authenticate the personal identification information with the national database on population:

+ If the authenticated information is incorrect in comparison to that in the national database on population, the Vietnam Social Security's public service portal shall display a notification for attaching photos of the citizen's identity cards and Step 3 shall be followed.

+ In case the authenticated information is correct in comparison to that in the national database on population, Step 3 shall be followed.

- In case the passport numbers are used to declare, the system shall require the attached photos of the passports, and Step 3 shall be followed.

Step 3: Submit registration dossiers:

Individuals shall send the dossiers of registration for e-transactions (E-declaration made according to Form No. 01) to the electronic social insurance system, enter one-time password (OTP) that has sent to the registered authentication means to confirm the dossier submission.

Declarations made according to Form No. 01 shall be sent to the registered authentication means to serve the monitoring, printing and confirmation of registered information with the social security agency.

Step 4: Verify the registered information

Individuals shall verify the information at the receipt department of any social security agency (the nearest one): Submit declarations made according to Form No. 01, which have been signed with full name (the individuals may self-print or ask the officers receiving the dossiers to print the declarations), present their citizen's identity cards/passports for verification of information.

Within 90 days after sending the dossiers to the social security agency, if the individuals fail to verify information at the social security agency, the dossiers shall automatically be canceled in the electronic social insurance system.

Step 5: Receive and approve dossiers:

The social security agency’s officers receiving the dossiers shall check and compare the declared information with that stated in the citizen’s identity card/passport and the data managed by the social security sector:

- In case of approval: The electronic social insurance system shall send the e-transaction account information to the registered authentication means within 15 minutes after comparing and authenticating the declared information. The initially-granted e-transaction account password shall be changed and such change shall be carried out at least once every 6 (six) months to ensure security and confidentiality.

- In case of disapproval: The electronic social insurance system shall send a notice of disapproval of the dossiers of registering to use e-transaction method by the registered authentication means within 15 minutes after the dossiers are compared and authenticated. Based on the notice of disapproval of the registration for using e-transaction methods sent by the social security agencies, individuals shall complete the registered information or contact the nearest social security agencies or call 19009068 for instruction and support.

2.3. Registration at the dossier-receiving departments of social security agencies

In such case, the officers receiving dossiers at the dossier-receiving department of the social security agency shall guide individuals to register e-transaction accounts according to the procedures specified in Section 1 (if such persons already have a digital signature) or Sub-Sections 2.1 and 2.2 (if they do not have a digital certificate).

II. FOR PERSONS UNDER 15 YEARS (WARDS)

1. Registration on the Vietnam Social Security’s public service portal

Step 1: Access the Vietnam Social Security's public service portal at https://dichvucong.baohiemxahoi.gov.vn. Register their parents’ or guardians’ accounts (hereinafter referred to as the guardians). Click Register for children.

Step 2: Update sufficient information of the wards as required in the registration form on the Vietnam Social Security's public service portal (according to Form No. 01), including Full name, social insurance number, personal identification number.

Personal identification information and the relationship between the wards and guardians shall be automatically authenticated with the national database on population:

- If the authenticated information is incorrect in comparison to that in the national database on population, the Vietnam Social Security's public service portal shall display a notification for attaching photos of the birth certificates or the public security agency’ notices of the personal identification numbers and citizen information in the national database on population, and Step 3 shall be followed.

- If the declared information is correct, Step 3 shall be followed.

Step 3: Submit registration dossiers:

Guardians shall send the dossiers of registration for e-transactions of the wards (E-declaration made according to Form No. 01) to the electronic social insurance system, enter one-time password (OTP) that has been sent to the registered authentication means to confirm the dossier submission.

Declarations shall be sent to the registered authentication means of the guardians to serve the monitoring, printing and confirmation of registered information with the social security agency.

Step 4: Receipt and approval of dossiers:

- In case the authenticated personal identification information and relationship between guardians and wards are correct in comparison with those in the national database on population, the system will automatically approve the dossiers and send the information on e-transaction accounts to the guardians’ registered authentication means within 15 minutes after receiving the dossiers.

- In case the personal identification information and the relationship between guardians and wards could not be authenticated with the national database on population, the social security agency’s dossier-receiving officers shall check and compare the declared information with enclosed documents (Birth certificate or the police agency’s notice on personal identification number and citizen information in the national database on population) of the wards, the approved information of the guardians and information in the data under management of the social security sector:

+ In case of approval: The electronic social insurance system will send the information on e-transaction accounts to the guardians’ registered authentication means within 15 minutes after the declared information is compared and authenticated. The individuals shall be responsible for changing the initially-granted passwords of accounts for electronic social insurance transaction between such individuals and the social security agencies and changing the password at least once every 06 (six) months to ensure security and confidentiality.

+ In case of disapproval: The electronic social insurance system shall send a notice on disapproval of the dossier of registration for e-transaction method use to the guardians’ registered authentication means within 15 minutes after the dossiers are compared and authenticated; the guardians shall, based on the notices on disapproval of the registration for e-transaction method use sent by the social security agency, complete the registered information or contact the nearest social security agency or call 19009068 for instruction and support.

2. Registration on VssID application - Digital social insurance

Step 1: Access the Google Play/CH-Play Store (for smartphones using Android operating system) or the AppStore (for smartphones using IOS operating system) to download and install the VssID application. Log in to the guardians’ accounts on VssID application, click Register an account for the children (DVC/Register an account for the children).

Step 2: Update sufficient information on the wards as required in the registration form on the public service portal of Vietnam Social Security (according to Form No. 01): Full name, social insurance number, personal identification number.

The personal identification information, the relationship between guardians and wards will be automatically authenticated with the national database on population:

- In case the authenticated information is correct in comparison with the national database on population, the public service portal of Vietnam Social Security shall show a notice in order that the individuals attach a copy of the birth certificate or the police agency’s notice on the personal identification number and citizen information in the national database on population and the individuals shall continue to implement Step 3.

- If the authenticated and declared information is correct in comparison with the national database on population, the individuals shall continuously implement Step 3.

Step 3: Submit registration dossiers:

The guardians shall send the wards’ dossier of e-transaction registration (the e-declaration shall be made according to Form No. 01) to the electronic social insurance system, enter the one-time password (OTP) sent to the guardians’ authentication means to confirm the dossier submission.

The declaration shall be sent simultaneously to the guardians’ authentication means to serve the monitoring, printing and confirmation of registered information with the social security agency.

Step 4: Receipt and approval of dossiers:

- In case the authenticated personal identification information and the relationship between guardians and wards is correct in comparison with the national database on population, the system shall automatically approve the dossiers and send the information on e-transaction accounts to the guardians’ registered authentication means within 15 minutes after receiving the dossiers.

- In case the personal identification information, the relationship between guardians and the wards could not be authenticated with the national database on population or are incorrect, the social security agency’s dossier-receiving officer shall check and compare the declared information with enclosed documents (Birth certificate or the police agency’s notice on the personal identification number and citizen information in the national database on population) of wards, the approved information of guardians and information in the data under management of the social security sector:

+ In case of approval: The electronic social insurance system shall send the information on e-transaction accounts to the guardians’ registered authentication means within 15 minutes after the declared information is compared and authenticated. The individuals shall be responsible for changing the initially-granted password of the accounts for electronic social insurance transaction between such individuals and the social security agency and changing the password at least once every 06 (six) months to ensure security and confidentiality.

+ In case of disapproval:  The electronic social insurance system shall send a notice on disapproval of the dossier of registration for e-transaction method use to the guardians’ registered authentication means within 15 minutes after the dossiers are compared and authenticated; the guardians shall, based on the notices on disapproval of the registration for e-transaction method use sent by the social security agency, complete the registered information or contact the nearest social security agency or call 19009068 for instruction and support.

Officers receiving and approving dossiers shall be responsible before their directors of the social security agencies of provinces or cities and the Director General of the Vietnam Social Security for the accuracy of the information in individuals’ e-transaction registration dossiers upon verification and approval of such dossiers.

APPENDIX II

GUIDANCE ON UPDATING OR SUPPLEMENTING EMAIL ADDRESSES IN PERSONAL E-TRANSACTION ACCOUNTS
(Issued together with the Plan No. 2207/KH-BHXH dated August 12, 2022 of the Vietnam Social Security)

Step 1: Access the public service portal of Vietnam Social Security at https://dichvucong.baohiemxahoi.gov.vn. Log in to the personal e-transaction account.

In case the individual forgets the login password of the e-transaction account, guide to send a message: BH MK code_BHXH to 8079 to recover the password.

Step 2: Select “Account information” to update or supplement personal e-transaction account information (including email information).

Step 3: The individual shall update and supplement email address. The system shall check:

- If the email has been registered: Display the notice: “The email address [email protected] has been registered with the code xxxxxx6789.”

- If the email has not been registered:

(1) Currently:

The system will send an OTP code to the authentication means (additional email), and at the same time, on the OTP input screen, show the content “Please enter OTP code that is sent to the email abc... @xyz.com”;

+ If the correct OTP code is entered, the system will automatically update the changes and add the email address. The system will create a dossier of registration for e-transaction information adjustment - using Form No. 01 and display the notice “Successful information update.”

+ If the wrong OTP code is entered, the notice “Wrong OTP code, please enter correct OTP code that is sent to the email [email protected].” will be displayed.

(2) After the SMS system re-operates:

The system will send an OTP code to the registered authentication means (mobile phone number), and at the same time, on the OTP input screen, the content “Please enter OTP code that is sent to the phone number 0912xxxxxx” will be shown:

+ If the correct OTP code is entered, the system will automatically update the changes and add the email address. The system will create a dossier of registration for e-transaction information adjustment - using Form No. 01 and display the notice “Successful information update.”

+ If the wrong OTP code is entered, the notice “Wrong OTP code, please enter correct OTP code that is sent to the phone number 0912xxxxxx.” will be displayed.