FY2026 Medical Clinic Medical Information Digital Promotion Project: Subsidies for integration costs with existing systems for medical clinics in Tokyo

行政書士法人公的支援総合研究所 2026年6月22日 14:50

When medical clinics in Tokyo introduce electronic medical record systems, they may be eligible for subsidies for introduction costs and costs for modification to integrate with existing systems.

The subsidy rate is three-quarters. For clinics with 4 beds or fewer, the standard amount is 3 million yen, so if the eligible expenses are equal to or greater than the standard amount, the maximum subsidy is approximately 2.25 million yen.

The deadline for the second round of applications is Monday, August 31, 2026 (must be received by this date).

However, this is not a subsidy that can be used simply by purchasing an electronic medical record system. There are conditions that must be addressed before introduction, such as compliance with standard specifications, participation in regional medical networks, contract procedures, and not placing orders before the grant decision.

This is a Tokyo Metropolitan Government subsidy to support the introduction of electronic medical records.

The "Medical Clinic Medical Information Digital Promotion Project" is a system that supports the introduction of electronic medical record systems to clinics in Tokyo and promotes the sharing and coordination of medical information in the region. Digitalization of a clinic may require significant costs, not only for the electronic medical record system itself, but also for servers, terminals, security measures, and integration with existing medical accounting systems. Under this project, the Tokyo Metropolitan Government will subsidize a portion of these initial investments. This is a system that clinics considering the transition from paper charts to electronic medical records, or clinics setting up electronic medical records in conjunction with a new opening, should consider utilizing.

Eligible clinics

The target is those who open a medical clinic in Tokyo. This includes those who are newly opening a clinic with beds after receiving a bed allocation decision, and those who are newly opening a clinic without beds. On the other hand, dental clinics, clinics that are not insurance medical institutions, and medical institutions that have received this subsidy in the past are not eligible. In addition, the national government, local governments, and certain independent administrative agencies are also not eligible. New openings may also be eligible, but it is necessary to confirm the planned opening location, treatment as an insurance medical institution, and the timing of development on an individual basis.

Eligible expenses

The main eligible expenses are the following two:

1. Electronic medical record system introduction costs

These are expenses related to the introduction of an electronic medical record system that records, stores, and manages medical records, etc., electronically. In addition to the electronic medical record system itself, equipment such as servers required for introduction, system design and development, information security measures, and installation work are also included. For electronic medical records that comply with certain standard specifications, lease fees and usage fees required for introduction may also be eligible. However, the lease period must be 5 years or less, and re-lease fees are not eligible.

2. Costs for modification to integrate with existing medical information systems

These are the modification costs required to integrate ordering systems, medical accounting systems, and other systems installed at clinics with electronic medical record (EMR) systems. If you are not just introducing an EMR system alone, but are also integrating the flow of reception, accounting, and medical information, the modification costs for that may also be eligible. On the other hand, maintenance costs and the purchase costs of general-purpose equipment and supplies that can be used for purposes other than the project are not eligible. You also cannot use subsidies from other national or local government bodies for the same expenses.

Compliance with standard specifications is required.

The eligible EMR system must be capable of outputting medical information using one of the following methods:

• Output to the Ministry of Health, Labour and Welfare standard specification 'SS-MIX2 storage'
• Output using the Ministry of Health, Labour and Welfare standard specification 'HL7 FHIR description specification' A product name or a description such as 'cloud-based' is not enough to determine if it meets the subsidy requirements. When requesting a quote, it is important to confirm with the vendor the status of compliance with output specifications and whether that information can be verified in catalogs, specifications, etc.

Standard amounts and subsidy rates

The subsidy rate is three-quarters of the selected amount eligible for the subsidy. The selected amount is the lower of the planned expenditure for eligible expenses or the standard amount set by the Tokyo Metropolitan Government. The standard amounts are as follows:

• Clinics with 5 or more beds: 605,000 yen × number of beds
• Clinics with 4 or fewer beds: 3,000,000 yen For example, for a clinic with 4 or fewer beds where eligible expenses are 3 million yen or more, the maximum subsidy is approximately 2.25 million yen. If the eligible expenses are 2 million yen, the subsidy is approximately 1.5 million yen, which is three-quarters of that amount. Please note that this system does not guarantee the delivery of the full requested amount. There is an examination of business plans, etc., and you may not be selected even if you apply.

There are implementation conditions that continue after selection.

To receive the subsidy, you must take action not only at the time of introduction but also after introduction. The main conditions are as follows:

• Within one year after introducing the EMR, participate as a viewing facility in a regional medical network or the 'Tokyo Comprehensive Medical Network'
• Promote initiatives toward the introduction of the electronic medical record information sharing service being developed by the national government
• Cooperate with surveys regarding system performance, effects, and issues for five years starting from the grant year
• In the case of a lease agreement, ensure the system allows for the appropriate handover of patient information after the contract period ends
• Anticipate a transition to a cloud-native system that complies with standard specifications after the lease period ends It is clear that this is not a program that ends with just a 'purchase cost subsidy,' but one that looks ahead to future medical information sharing.

Application Deadline and Method

The submission deadlines for FY2026 are as follows:

• 1st round: Must be received by Friday, May 29, 2026 (Applications closed)
• 2nd round: Must be received by Monday, August 31, 2026 In principle, applications are made via the subsidy application system 'jGrants.' Using jGrants requires a G-Biz ID, and obtaining this ID may take some time. If you try to select an electronic medical record system, collect quotes, and obtain a G-Biz ID just before the deadline, you may not make it in time. If you are considering using this, early preparation is necessary.

Main Application Documents

The following documents are mainly listed on the official Tokyo Metropolitan Government website:

• Grant Application Form (if jGrants cannot be used)
• Business Plan
• Statement of Required Expenses
• Copies of quotes and catalogs
• Extract of the revenue and expenditure budget (or estimate)
• Certificate of registered seal (if jGrants cannot be used)
• Financial statements for the entire corporation and the applying clinic for the most recent three years You must ensure that you can verify the implementation details, eligible expenses, and compliance with standard specifications from the quotation and catalog. A quotation that simply lists a total amount may make it difficult to distinguish between eligible and ineligible expenses.

Contracts and orders placed before the grant decision are ineligible.

The timing of the electronic medical record contract is particularly important. Development under this project must begin after receiving the grant decision notice from the Tokyo Metropolitan Government. If you sign a contract with a vendor before the grant decision, that project will be ineligible for the subsidy. In addition, as a general rule, contracts must be executed through open competitive bidding or designated competitive bidding in accordance with the contract procedure standards established by the Tokyo Metropolitan Government. Please avoid proceeding with approaches such as 'signing the contract first to speed up implementation' or 'having already placed an order because I heard a subsidy would be available.'

Completion of delivery and payment by March 31, 2027

After receiving the grant decision, the principle is to complete the development of the electronic medical record system and payment to the vendor by March 31, 2027. You must complete everything from application to grant decision, bidding/contracting, configuration, data migration, staff training, operation, and payment within the fiscal year. Since electronic medical record implementation also involves work time on the vendor's side, it is important to plan the schedule with plenty of time.

Points to check before applying

Before you begin preparing your application, make sure to organize at least the following points:

• Does the applying clinic meet the eligibility requirements?
• Can the electronic medical record system to be introduced output in SS-MIX2 or HL7 FHIR format?
• Are the electronic medical record itself, equipment, integration modifications, and maintenance costs separated in the quotation?
• Do you understand the conditions for participating in the regional medical network?
• Have you already obtained a G-Biz ID?
• Have you avoided signing contracts or placing orders before the grant decision?
• Can you procure in accordance with the Tokyo Metropolitan Government's contract procedure standards?
• Can you complete delivery and payment by March 31, 2027?

Consider electronic medical record selection and subsidy application as a single process.

This subsidy has a high coverage rate of three-quarters, which may help reduce the initial burden of introducing an electronic medical record system. On the other hand, if you select a product without checking the subsidy requirements or sign a contract before the grant decision, you may not be eligible for the subsidy. Instead of working backward from the system you want to introduce, it is important to first confirm whether your clinic is eligible, whether the system complies with standard specifications, whether you can follow the procurement procedures, and whether the project can be completed within the fiscal year. In addition, the application documents require a business plan, a breakdown of expenses, and financial statements. Since you will be coordinating with the electronic medical record vendor while simultaneously proceeding with the subsidy application, please consult with a professional early on if preparing these documents on your own is too burdensome.

For those who want to organize their clinic's digitalization and subsidy application

At the Administrative Scrivener Corporation Public Support Research Institute, we accept consultations regarding subsidy applications, including confirming eligible applicants and expenses, organizing business plans, and preparing necessary documents. It is important to organize the subsidy requirements and application schedule before signing a contract for an electronic medical record system. If you would like to confirm if your clinic is eligible, are unsure which parts of the quote are covered as eligible expenses, or want to proceed with application preparations including coordination with vendors, please feel free to contact us. Administrative Scrivener Corporation Public Support Research Institute Official Website 行政書士法人公的支援総合研究所 fukushima-gyousei.jp ※ This article is based on official information and provided materials from the Tokyo Metropolitan Government Bureau of Social Welfare and Public Health as of June 22, 2026. The details of the system are subject to change. Please be sure to check the latest official page, guidelines, and requirements when applying. For details such as how to apply, please check the official page of the Tokyo Metropolitan Government Bureau of Social Welfare and Public Health. https://www.hokeniryo.metro.tokyo.lg.jp/iryo/jigyo/h_gaiyou/clinic_digital_suishin