Procedures for Registering and Conducting Periodic Health Check-ups for Employees

Date: 2025.12.29

In recent years, periodic health check-ups for employees have received increasing attention, as they are not only a mandatory requirement under the law but also a crucial activity for protecting employees’ health and building a sustainable working environment. However, in practice, many businesses still lack a full understanding of the procedures, required documents, examination items, examination frequency, as well as the rights and obligations of the involved parties.

In this article, Help All has compiled and presented all relevant information in a clear and easy-to-understand manner in accordance with the latest legal regulations, helping businesses implement periodic health check-ups correctly, fully, and effectively.

1. Are Periodic Health Check-ups for Employees Mandatory?

According to the 2015 Law on Occupational Safety and Health, all enterprises are required to organize periodic health check-ups for all employees currently working for the company:

➡ The cost of health check-ups is borne by the enterprise and is considered a deductible expense for tax calculation purposes.

In addition:

• Female employees must undergo gynecological examinations.
• Employees exposed to hazardous working environments must be examined for early detection of occupational diseases.

2. What Does the 2025 Periodic Health Check-up Package Include?

According to Circular No. 32/2023/TT-BYT, when organizing periodic health check-ups, employees are examined under the following categories:

Physical Examination

– Height, weight, BMI
– Blood pressure, pulse

Clinical Examinations by Specialty

– Internal medicine (cardiovascular, respiratory, digestive, renal–urinary, endocrine, etc.)
– Surgery, dermatology
– Ophthalmology (eyes)
– Otorhinolaryngology (ear–nose–throat)
– Odonto-stomatology (dentistry)
– Obstetrics and gynecology for female employees

Paraclinical Tests

– Blood and urine tests
– Chest X-ray
– Abdominal ultrasound
– Electrocardiogram (ECG)
– Specialized tests based on the specific requirements of the job

Specific Requirements for Female Employees

– Gynecological examination
– Cervical cancer screening
– Breast cancer screening

➡ Objective: To comprehensively assess employees’ health conditions and to enable early detection of occupational diseases, chronic illnesses, tumors, and functional disorders of the body.

3. What Documents Are Required for Periodic Health Check-ups?

According to Article 34 of Circular No. 32/2023/TT-BYT, a valid set of documents includes:

Prepared by the Enterprise

– Letter of introduction or list of employees
– Health check-up service contract with the hospital/medical facility
– Collective health check-up registration form

Prepared by Employees

– Citizen ID card / National ID card
– 02 photos (4×6 cm, white background, taken within the last 6 months)
– Personal health information declaration form

Prepared by the Medical Facility

– Periodic health check-up record/book (Form No. 03)
– Test forms and medical conclusion templates
– Consolidated health report for the enterprise

All examination results must bear the attending doctor’s signature and the official legal stamp of the medical facility.

4. 2025 Procedure for Conducting Periodic Health Check-ups

The standard procedure consists of three steps:

Step 1: Registration and Submission of Health Check-up Documents
The enterprise prepares a list of employees and submits the required documents to the medical facility.

Step 2: Conducting the Health Check-up
Physical examination → clinical examinations → laboratory tests → paraclinical examinations → obstetrics and gynecology examination (for female employees).

Step 3: Issuance of Results and Record Retention
– Employees receive their individual results along with health consultations.
– The enterprise receives a consolidated health report.
– Health records must be retained for a minimum of 10 years.

5. Responsibilities and Rights of the Parties Involved

Employees’ Rights

– To receive periodic health check-ups free of charge
– To be screened for occupational diseases and receive early treatment
– To use health check-up results as a basis for insurance benefits in case of illness
– To have job positions adjusted in accordance with their health conditions

Enterprises’ Responsibilities

– To arrange health check-up schedules in a scientific and transparent manner
– To select qualified medical facilities that meet professional requirements
– To provide complete documentation and employee lists, and to store examination results properly
– To bear all costs related to periodic health check-ups

6. Common Mistakes That Make Health Check-up Records Invalid

⚠ Missing the doctor’s signature or official stamp
⚠ Missing mandatory examination or test items
⚠ Inaccurate or inconsistent personal information
⚠ Failure to retain records for the required 10-year period

👉 Therefore, enterprises should carefully review all documents before accepting and storing the health check-up records.

7. Conclusion

Periodic health check-ups are not merely a mandatory administrative procedure required by law; they are also an essential component of each enterprise’s human resource management strategy. Employees’ health forms the foundation of productivity and sustainable organizational development. A business that genuinely cares for its employees’ health builds trust, loyalty, and a strong sense of commitment among its workforce—key factors that determine long-term success.

Organizing periodic health check-ups in compliance with regulations helps enterprises to:

– Proactively prevent occupational diseases and minimize medical and labor-related risks;
– Optimize costs through early detection of health issues;
– Build a humane and professional working environment;
– Demonstrate social responsibility and strengthen brand value.

For employees, periodic health check-ups provide an opportunity to:

– Gain a clear understanding of their health status year by year;
– Actively protect their health, adjust their lifestyle, and receive early treatment when necessary;
– Work with peace of mind in an environment where they are cared for and respected.