Hospital Office

1. History

• On October 29, 2020, the Bach Mai Hospital Administration Office was established under Decision No. 2839/QD-BM. The Office was founded upon the Department of External Affairs and International Cooperation, merging with the Clerical and Archival, Reception, and Hall Management units from the Administration Department.
• Subsequently, on March 31, 2025, the General Office was integrated with the Internal Control Department pursuant to Decision No. 1528/QD-BM.

2. Organizational Structure

• 01 Chief of Office
• 01 Chairman of the Trade Union
• 01 Secretary of the Youth Union
• 03 Specialized Units: 

• • General Administration Unit
  • External Relations and International Cooperation Unit
  • General Administration and Control Unit

3. Functions and Mandates 
Bach Mai Hospital Office is a functional department operating under the direct leadership and supervision of the Hospital Director.

The Office is mandated to serve as a strategic advisory and supporting body for the Party Committee and the Board of Directors in the following key areas: administrative and clerical affairs; external relations and international cooperation; and synthesis and internal control operations.

4. Key Highlights 
4.1. IT Integration in Administration and Clerical Management
Since 2015, Bach Mai Hospital has pioneered the adoption of the Voffice Electronic Document Management System (EDMS), developed by the Ministry of Health. This system facilitates the seamless exchange of official correspondence with the Ministry, its affiliates, and other entities via the National E-Document Exchange Platform.

Leveraging information technology has ensured that document transfers are expedient, timely, and precise, while significantly reducing courier costs and paper consumption. Furthermore, it enables real-time workflow tracking.

Aligning with the vision of becoming a Smart Hospital, digital transformation serves as the backbone for modernizing administrative operations. Since 2023, the Hospital officially deployed an advanced management and governance system, optimizing resources and enhancing transparency and professionalism. Annually, the Hospital processes an impressive volume of over 23,000 documents through this digital platform.

4.2. Development and Issuance of Clerical and Archival Regulations
In February 2022, following a rigorous appraisal by the State Records and Archives Management Department (Ministry of Home Affairs), Bach Mai Hospital promulgated its Clerical and Archival Regulations. This move aimed to standardize all operations in strict accordance with Government Decree No. 30/2020/ND-CP.

To date, 100% of subordinate units (54/54) have fully implemented these regulations, ensuring absolute legal compliance. The standardization of document formatting, presentation techniques, and signing authority has minimized errors and drastically reduced processing times. Other core functions—including filing management, record preservation, and seal security—are strictly enforced. These efforts have laid a solid foundation for digitalizing the hospital's archival sector, fostering an environment of accountability and professional excellence.

4.3. External Affairs

The Hospital Administration Office serves as the focal point for receiving domestic hospitals and delegations from various Government Agencies, Departments, and Sectors for visits, experience sharing, cooperation signings, and inaugurations. This streamlines organization, ensures thoughtful reception, and increases coordination efficiency between hospital units, enhancing cooperation effectiveness and partner satisfaction.

 

4.4. International Cooperation

Throughout 115 years of development, international cooperation has always played a key role. Annually, the Office coordinates with hospital units to receive approximately 150 delegations with over 800 international guests from Japan, the USA, Australia, France, South Korea, Thailand, Singapore, Taiwan, etc., for purposes such as technology transfer, workshops, and project implementation.

• Hosting High-Level Delegations
  Bach Mai Hospital is a trusted destination, frequently selected by the Ministry of Health, the Ministry of Foreign Affairs, JICA, and various Foreign Embassies to host high-level dignitaries. The Hospital is consistently commended for its meticulous organization, professionalism, and strict legal compliance.

  Notable high-level visits include delegations from the Japanese House of Councillors, the U.S. Ambassador to Vietnam, and successive Presidents and Vice Presidents of JICA. Furthermore, the Hospital successfully co-hosted the 50th Anniversary of Vietnam-Japan Diplomatic Relations, an event graced by the presence of the Japanese Ambassador to Vietnam and the Chairman of the Vietnam-Japan Friendship Association.

  

• Strategic Cooperation and Partnerships: The Hospital has forged extensive strategic partnerships with prestigious medical institutions and international organizations across the USA, Japan, the UK, France, Germany, Australia, Thailand, South Korea, Taiwan, and beyond. These collaborative frameworks encompass diverse fields, including medical education, clinical research, and personnel exchange programs. Through these initiatives, the Hospital’s staff gain invaluable exposure to cutting-edge healthcare models, participate in high-level academic exchanges, and significantly enhance their professional competencies. These efforts not only elevate the overall quality of patient care but also accelerate the Hospital’s global integration and standing in the international medical community.

• Conferences and Workshops: The Office supports and directly organizes large-scale international conferences in Cardiology, Resuscitation, Emergency Medicine and Poison Control, Infectious Diseases, Pediatrics, and Respiratory Medicine.

 

• The Office, in synergy with various hospital departments, has spearheaded numerous pivotal international projects. Notable partners include JIHS (NCGM), Espoir, JPMA, JICA (Japan), HI (France-USA), and FHI360 (USA). These collaborations encompass technical transfers, advanced training, rehabilitation, AI applications in healthcare, and medical equipment sponsorship.
  • Partnerships with JIHS (NCGM) and JPMA (Japan): These projects focus on human resource development, medical device management, and clinical pharmacy. Key initiatives include regional medical cooperation, multidisciplinary team (MDT) care at the Stroke Center, Ventilator-Associated Pneumonia (VAP) prevention, and the promotion of optimized pharmaceutical usage. In 2024, the partnership achieved significant milestones: NCGM experts provided on-site training in September, while 17 Bach Mai staff members attended advanced courses at NCGM in November. Monthly clinical consultations and academic exchanges remain consistently active.
  • JICA Project (Japan): Sponsored by JICA and implemented in collaboration with Espoir Co., Ltd., this project introduces a Japanese-style integrated nursing and elderly care model. With a total budget of approximately $758,000, the project supports Bach Mai Medical College in faculty training, equipment procurement, and curriculum development, laying the groundwork for a sustainable elderly care system in Vietnam.

 

• • HI Project (USAID-funded): The ADMIRE project (Advancing Medical Care and Rehab Education), a collaboration with Fédération Handicap International funded by USAID, represents an investment of over $400,000. It aims to standardize stroke care pathways at the Stroke and Rehabilitation Centers. Under this framework, staff members have participated in international exchange programs in Switzerland, Canada, the USA, and Laos, elevating treatment quality to global standards.
• International Medical Education: Bach Mai Hospital is a premier clinical destination for hundreds of international medical students annually from the UK, Germany, France, Denmark, and Japan, as well as practitioners from Myanmar, Laos, and Cambodia. Students engage in clinical clerkships and observations under the mentorship of highly experienced physicians. The Hospital also welcomes Vietnamese students studying abroad for internships, providing them with a professional environment to update their expertise and integrate into both domestic and global healthcare landscapes.
• Commendations: The Hospital frequently confers Certificates of Merit and Letters of Appreciation to international experts and organizations for their outstanding contributions to research and academic cooperation.
• Foreign Patient Support: The General Office serves as the primary liaison for supporting international patients, particularly through bilateral cooperation with Laos, Cambodia, and Cuba. By coordinating closely with embassies, corporations, and insurance providers, the Office ensures that medical processes are seamless, efficient, and patient-centric.

• International Sponsorship and Research: The General Office acts as the strategic gateway for soliciting and facilitating international sponsorship. These efforts have secured cutting-edge medical equipment, modern technology transfers, and funding for research in spearhead medical fields. In the realm of research, the Hospital maintains an active role in global projects, notably with JIHS (Japan) and Carbgem (Japan) on AI applications for bacterial identification. Furthermore, the Office collaborated with Nihon Denpa News (NDN) to produce three documentaries chronicling Bach Mai Hospital’s resilience during the COVID-19 pandemic, which were broadcasted on Japan's national television network, NHK.

In recognition of its steadfast dedication to the mandates set by the Party Committee and the Board of Directors, the General Office has been honored with numerous Certificates of Merit from the Ministry of Health and the Hospital Director. These accolades celebrate the Office's exceptional achievements in administration, international cooperation, pandemic response, and overall institutional excellence.