Since its launch on May 1, the clinic initially faced many challenges. Some forms in the records could not be fully digitized because they required the patient’s direct signature, such as hospital discharge payment statements, patient commitment forms, and surgical consent forms. To implement digital signing for patients, the clinic had to invest in supporting devices like scanners. Information technology infrastructure was not yet synchronized: while there were many computers, the number was insufficient, and many older, low-spec machines could not run new applications. The large initial investment for EMRs and the high annual operating and maintenance costs also posed a financial challenge for the facility.

Confronting these obstacles, Dr. Bùi Thanh Hải, Director of the clinic, affirmed: “The implementation of EMRs is identified as a key and urgent task. The Center has agreed that there is no turning back, only moving forward, with the spirit of proactively overcoming difficulties and being ready for innovation to improve the quality of medical examination and treatment and gradually achieve comprehensive digital transformation in healthcare.”

With strong determination, the clinic maximized existing infrastructure such as desktop computers, internet connections, scanners, and servers, while renting additional cloud storage to ensure data safety in compliance with regulations. Departments and divisions strove to overcome difficulties, with some staff even using personal phones to scan and upload forms to the system when scanners were lacking. Thanks to such determination and effort, the clinic successfully carried out the EMR trial run. As of September 3, the number of EMRs created reached 7,690, including 1,696 completed records signed, sealed, and stored (both inpatient and outpatient treatment records).

At the Laboratory and Diagnostic Imaging Division, which receives hundreds of patients daily, the implementation of EMRs has brought significant convenience and efficiency. According to Dr. Lò Thị Thu Hiền, Head of the division: “The EMR system has helped reduce each patient’s procedures from five or six paper-related steps to just three. This has sped up processes, reduced pressure on healthcare staff, especially in laboratory work. After samples are collected, a code is generated and uploaded to the system. The testing machine runs the sample and quickly produces results, which, once signed by laboratory staff, are automatically transferred to other departments.”

“Following the successful trial, we are now gathering user feedback to improve the software system and are working with the software company to develop a patient app with functions such as appointment reminders, viewing prescribed medications, and reviewing laboratory results,” added Ms. Đinh Thị Phương Liên from the Information Technology unit of the Planning - Nursing Faculty.

While the initial trial has gone into stable operation, long-term challenges remain, especially regarding costs for software rental, data storage, annual license renewals, maintenance, and system updates. As a public service unit, the clinic’s main revenue comes from health insurance funds and the State budget, with most resources allocated to medical examination and treatment. Specific policies from higher levels to support EMR implementation are still lacking. To date, procurement of IT equipment for EMR application has also faced obstacles and has not been completed under current bidding procedures and regulations.

The early success of EMR implementation at the clinic is clear evidence of the determination, proactivity, and creativity of its medical staff. This achievement not only improves healthcare quality and convenience for patients but also serves as a solid foundation and motivation for the clinic to continue advancing its digital transformation journey, contributing to the development of a smart and modern healthcare system.