Hospital Administration Office

1. History

• On October 29, 2020, the Bach Mai Hospital Administration Office was established under Decision No. 2839/QD-BM. It was formed based on the Department of External Affairs and International Cooperation, merging with the Clerical and Archival, Reception, and Hall Management units from the Department of General Administration.

2. Functions and Tasks

The Hospital Administration Office is a functional department under Bach Mai Hospital, operating under the direct leadership and guidance of the Hospital Director. Its primary functions include advising and assisting the Party Committee and the Hospital Board of Directors in:

• Administrative and clerical work.
• External affairs and international cooperation.
• General affairs and control tasks.

3. Key Activities and Achievements
3.1. Application of Information Technology in Administration and Clerical Management

• Since 2015, Bach Mai Hospital has implemented the Voffice Electronic Document Management and Operating System of the Ministry of Health to send and receive official correspondence from the Ministry, its affiliated units, and organizations on the Government's Electronic Document Exchange Axis. The IT application ensures fast, timely, and accurate document transfer, saving express delivery costs and reducing paper usage while allowing for tracking the processing flow on the system.
• Following the development orientation towards a smart hospital model, digital transformation plays a pivotal role. Since 2023, the hospital has officially deployed a document management and operating system to improve efficiency, optimize resources, and enhance transparency and professionalism. Annually, the hospital processes over 23,000 documents via this software.

3.2. Development and Issuance of Clerical and Archival Regulations

• In February 2022, Bach Mai Hospital issued the Clerical and Archival Regulations after appraisal by the State Records and Archives Management Department (Ministry of Home Affairs), standardizing operations according to Decree No. 30/2020/ND-CP. To date, 100% of affiliated units (54/54 units) have implemented these regulations, ensuring compliance with clerical and archival laws. Document drafting and issuance are unified in format, presentation techniques, and authority, maximizing efficiency and minimizing processing time. Other operations such as filing, record management, document preservation, and seal usage are strictly implemented, laying a foundation for digital transformation.

3.3. 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.

3.4. 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.

• High-level Delegations: Bach Mai Hospital is selected by the Ministry of Health, Ministry of Foreign Affairs, JICA, and Embassies (Japan, USA) to host high-level delegations, including members of the House of Councillors of Japan, the US Ambassador to Vietnam, and JICA Chairpersons. The hospital successfully organized the 50th Anniversary of Vietnam - Japan Diplomatic Relations.
• Cooperation Signings: Agreements have been signed with international hospitals and organizations from the USA, Japan, UK, France, Germany, Australia, etc., in training, research, and staff exchange, allowing hospital staff to access advanced medical models and improve professional capacity.
• 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.
• Project Implementation: Collaborating on key projects such as:
  • JIHS (NCGM) and JPMA (Japan): Focusing on human resource training, medical equipment, and clinical pharmacy. In 2024, NCGM experts provided on-site training, and 17 Bach Mai staff members were sent to NCGM for study.
    JICA (Japan): A project funded by JICA and Espoir Co., Ltd. (approx. 758,000 USD) to support Bach Mai Medical College in training nursing instructors and building a sustainable elderly care model.
  • ADMIRE Project (USAID/HI): Cooperation with Fédération Handicap International (over 400,000 USD) to strengthen the care pathway for stroke patients at the Stroke Center and Rehabilitation Center.
• International Student Training: Hosting hundreds of medical students annually from the UK, Germany, France, Denmark, Japan, Myanmar, Laos, and Cambodia for clinical practice under experienced doctors.
• External Affairs Awards: Recognizing international experts and organizations with Certificates of Merit and Letters of Appreciation for their contributions.
• Foreign Patient Support: Acting as a focal point for supporting foreigners (especially from Laos, Cambodia, Cuba) and coordinating with embassies and insurance companies to ensure smooth medical processes.
• International Sponsorship: Connecting with international organizations for medical equipment, technology transfer, and research funding in spearhead medical fields.
• International Research Participation: Actively participating in projects such as AI application in bacterial identification with Carbgem (Japan). The Office also collaborated with Nihon Denpa (NDN) to produce 03 documentaries about Bach Mai Hospital's fight against COVID-19, aired on NHK (Japan).

The Hospital Administration Office has been awarded numerous Certificates of Merit from the Ministry of Health and the Hospital Director for its outstanding achievements in administration, international cooperation, and epidemic prevention.