[2025 Edition] Complete Guide to Applying for Nursing Care ICT Subsidies | Targets, Requirements, and 5 Tips for Success
Introduction
Are you struggling with the thought, "I want to use the Nursing Care ICT Subsidy, but the application process is complex and I don't know where to start"?
The Nursing Care ICT Subsidy is a system where the national and prefectural governments subsidize half to three-quarters of the costs when nursing care facilities introduce ICT equipment or nursing care software. Facilities with 10 or fewer employees can receive up to 1 million yen, and those with 31 or more can receive up to 2.6 million yen.
In this article, based on the latest information for the 2025 fiscal year, we will comprehensively explain the information necessary for practical work, including subsidy targets, application requirements, actual application procedures, and common pitfalls and countermeasures during the application process.
Since this is compiled based on official Ministry of Health, Labour and Welfare documents and actual application cases, even first-time applicants can proceed with preparations with peace of mind.
If you are a nursing care facility looking to realize operational efficiency by utilizing subsidies, please be sure to read to the end.
What is the Nursing Care ICT Subsidy? Understand the basics of the system in 30 seconds
Official name and purpose of the system
The official name of the Nursing Care ICT Subsidy is the "Nursing Care Technology Introduction Support Project." It is overseen by the Ministry of Health, Labour and Welfare and implemented by each prefecture using the Regional Medical and Nursing Care Comprehensive Security Fund as a financial resource.
This system has three clear objectives. First, to create an environment where nursing care staff can work easily by introducing ICT equipment and systems. Second, to reduce the time spent on paper records and document creation, creating a system that allows staff to focus on providing nursing care services. Third, to realize high-quality care based on scientific evidence by digitizing and accumulating information from the nursing care field.
Overview of subsidy targets and subsidy amounts
The subsidy targets are designated nursing care service providers. Almost all types of nursing care services are eligible, including home-visit nursing care, day care, special nursing homes for the elderly, fee-based nursing homes, and group homes.
The maximum subsidy amount varies depending on the number of employees in the facility. Facilities with 1 to 10 employees receive 1 million yen, 11 to 20 employees receive 1.6 million yen, 21 to 30 employees receive 2 million yen, and 31 or more employees receive 2.6 million yen. The subsidy rate is generally one-half, but it can be increased to three-quarters if certain requirements are met, such as using the Care Plan Data Linkage System or providing data to LIFE.
Differences from the IT Introduction Subsidy
The Nursing Care ICT Subsidy is often confused with the "IT Introduction Subsidy." The IT Introduction Subsidy is a separate system overseen by the Ministry of Economy, Trade and Industry, and it covers a wide range of industries. Nursing care facilities can also apply, but the subsidy rates and maximum amounts differ.
The Nursing Care ICT Subsidy is specialized for the nursing care business and covers equipment necessary for the nursing care field, such as nursing care software, tablet terminals, and intercoms. On the other hand, the IT Introduction Subsidy covers general operational efficiency, so it also includes accounting software and labor management systems. Consider which is more suitable depending on the situation of your facility and the equipment you want to introduce.
Eligible equipment and facilities for the Nursing Care ICT Subsidy
Three categories of subsidized equipment
Subsidies are broadly classified into three categories.
Nursing care software and recording systems cover systems that eliminate the need for transcription in nursing care records, information sharing, and billing operations. This includes software that implements standard specifications for care plan linkage, standard specifications for hospital admission/discharge information, and standard specifications for nursing information, as well as those with CSV output functions for financial statements. Cloud-based usage fees, support costs, and expenses for responding to inquiries from other facilities are also eligible for subsidies.
Information terminals include tablet terminals, smartphone terminals, and intercoms. However, settings and operational rules that prevent personal use are required.
Communication environment equipment includes the purchase and installation costs of Wi-Fi routers and network equipment.
Eligible nursing care service facilities
Almost all types of nursing care services are eligible. This includes home-visit services (home-visit nursing care, home-visit nursing, home-visit bathing care), day-care services (day care, day rehabilitation), short-stay services, residential services (special nursing homes for the elderly, geriatric health services facilities), residential-type services (group homes, fee-based nursing homes), and home-visit nursing care support offices.
It is a prerequisite that the facility is designated by the prefecture or municipality. For facilities planning to open, handling varies by local government, so prior confirmation is necessary.
Cases that are not eligible
Sole proprietorships and family care are not eligible. Also, subsidies cannot be received for equipment that has already been introduced. Only equipment purchased after the grant decision is made is eligible.
General-purpose computers, general office supplies, and monthly internet line usage fees are also excluded. Please understand that only specialized equipment and systems that can be directly utilized for nursing care operations are eligible for subsidies.
Three essential requirements for applying for the subsidy
Requirement 1: Creation of an introduction plan and a two-year effect report
When applying, it is mandatory to create an introduction plan that shows how operational improvements will be realized through the introduction of ICT. The plan should specifically describe current issues, the equipment/systems to be introduced, expected effects, and the introduction schedule.
Even more important is the obligation to report effects for two years after introduction. It is necessary to regularly report quantitative and qualitative effects, such as the reduction of work hours, the degree of burden reduction for staff, and the improvement of service quality. Please note that failure to submit this report may result in a request for the return of the subsidy.
Requirement 2: Declaration of SECURITY ACTION
It is mandatory to declare either one star or two stars in the "SECURITY ACTION" program conducted by the Information-technology Promotion Agency (IPA).
SECURITY ACTION is a system where small and medium-sized enterprises self-declare their commitment to information security measures. One star signifies a commitment to the "Five Information Security Rules," while two stars signify the formulation of a concrete action plan in addition to the "Five Rules."
The declaration can be made for free on the IPA website. Be sure to complete the declaration before applying and attach a copy of the declaration form to your application documents.
Requirement 3: Cooperation with LIFE and Other Initiatives
Cooperation with information collection and feedback through the Ministry of Health, Labour and Welfare's Scientific Nursing Care Information System "LIFE (Long-term care Information system For Evidence)" is required. LIFE is a system that collects and analyzes data such as the condition of nursing care service users and the content of care to realize better care.
Additionally, if financial conditions improve due to the use of ICT, you are required to return those benefits to staff wages and respond to inquiries from other facilities. These requirements are based on the principle of contributing to the quality improvement of the entire nursing care industry in exchange for receiving the subsidy.
5 Practical Steps from Application to Grant
Step 1: Check the Local Government's Public Offering Guidelines (2-3 months before application)
First, check the public offering information on the website of the prefecture where your facility is located. The application acceptance period varies by local government, with some starting as early as July and others as late as December.
Be sure to check the public offering guidelines for the unique requirements, required documents, and application methods of that local government. Some local governments may require participation in seminars or answering questionnaires before applying.
Step 2: SECURITY ACTION Declaration and Introduction Plan Creation (1-2 months before application)
Make a SECURITY ACTION declaration on the IPA website. After completing the declaration, please download the declaration form.
In parallel, create an introduction plan. Conduct interviews with on-site staff to specifically understand which tasks take how much time and where the challenges lie. Based on this, quantify the systems and equipment to be introduced and the expected effects. For example, setting concrete goals such as "reducing recording work by 30 minutes per staff member per day" is important.
Step 3: Obtaining Quotes and Creating Application Documents (3-4 weeks before application)
Obtain quotes from multiple vendors for the equipment and systems you plan to introduce. Check the public offering guidelines, as some local governments may require comparative quotes.
Attach the facility overview, introduction plan, quotes, SECURITY ACTION declaration form, and a copy of the facility's designation certificate to the application documents. Since missing information or incomplete documents can lead to rejection, we recommend having multiple people check them before submission.
Step 4: Order and Introduce Equipment After Grant Approval
Once you receive the notification of grant approval, you can officially order the equipment or system. It is extremely important to follow this order, as items purchased before the grant approval are not eligible for the subsidy.
During introduction, proceed with staff training and manual preparation in parallel. Even if a system is installed, it will not be effective if it cannot be used. Utilizing vendor support and starting operations in stages is the key to success.
Step 5: Submit Performance Reports and Effect Reports
Once the introduction and payment of the equipment are complete, submit a performance report. Attach receipts, delivery notes, and evidence documents showing the completion of the introduction. The subsidy is granted once the performance report is approved.
After that, submit effect reports one year and two years after the introduction. Report the degree of achievement against the goals set in the introduction plan, such as changes in work hours, the degree of reduction in staff burden, and improvements in service quality.
5 Tips and Precautions to Avoid Failure in Application
Tip 1: Do Not Order Before Grant Approval (Most Important)
The most common failure is purchasing equipment before grant approval. Absolutely avoid the decision to "buy it first because the review takes time." Purchases made before grant approval are completely ineligible for the subsidy.
Even if you need to hurry, always place your order after receiving the grant approval notification. It is important to create a schedule with a margin for delivery times.
Tip 2: State Numerical Values in Application Documents Specifically
Abstract descriptions such as "aiming to improve work efficiency" make it difficult to pass the review. Set goals that can be shown with numbers, such as "reducing recording work by 30 minutes per day, achieving a reduction of 100 hours per month (10 staff members x 30 minutes x 20 days)."
Measuring current work hours and calculating predicted values after introduction takes effort, but this specificity increases the adoption rate.
Tip 3: Anticipate Reductions if Applications Exceed the Budget
The amount applied for is not guaranteed to be granted in full. If the number of applications exceeds the budget, the subsidy amount may be reduced or the application may be rejected at the discretion of the prefecture.
It is recommended to categorize equipment into those you want to introduce as a top priority and those you would like to introduce if the budget allows. It is important to plan your finances so that even if the subsidy is reduced, you can still afford to introduce the essential equipment at your own expense.
Tip 4: Strictly Adhere to Local Government Deadlines and Manage Your Schedule
The application period varies by local government, and in some cases, the submission window is only two to three weeks. To ensure you do not miss the start of the public call for applications, check the prefectural website regularly or subscribe to their email newsletter.
Creating the necessary documents takes more time than expected. We recommend setting a schedule that allows you to submit your application one week before the deadline to ensure you have plenty of time for preparation.
Tip 5: Do Not Forget the Two-Year Effectiveness Reporting Obligation
The process does not end once the subsidy is granted. You are required to report on the effectiveness of the equipment for two years following its introduction, and failure to do so may result in a request for the return of the subsidy.
Establish a system for measuring effectiveness from the time of introduction. It is important to continuously collect data that can quantify results, such as records of work hours, staff surveys, and user satisfaction surveys.
Frequently Asked Questions (FAQ)
Q1: Are privately operated home-visit nursing care offices eligible?
A: Yes, they are eligible. Even sole proprietors can apply if they are a nursing care service provider designated by a prefecture or municipality. However, requirements may vary by local government, so please check in advance.
Q2: I already use nursing care software; is switching to new software also eligible for the subsidy?
A: If it is a new system purchased and introduced after the grant decision, switching is eligible for the subsidy. However, version upgrades or renewal fees for systems already contracted or introduced are not covered.
Q3: If my application for the subsidy is rejected, can I reapply?
A: Yes, you can. Many local governments conduct multiple public calls for applications within the fiscal year. You can reapply after confirming the reason for rejection and reviewing your introduction plan. We recommend consulting with the local government's contact office for advice.
Q4: Are home-visit nursing stations and disability welfare service offices also eligible?
A: The Nursing Care ICT Subsidy is intended for providers of nursing care insurance services. Home-visit nursing stations that are designated under nursing care insurance are eligible. For disability welfare services, there is a separate ICT introduction support project for the disability welfare sector, so please check that instead.
Q5: What are the specific requirements to increase the subsidy rate from 1/2 to 3/4?
A: Requirements include performing data linkage using the Care Plan Data Linkage System, registering data with nursing care software that implements the LIFE CSV linkage specifications, and aiming to halve the volume of documentation in your introduction plan. Please check the public application guidelines of each local government for details.
Summary: Transforming Nursing Care Workplaces by Utilizing Subsidies
The Nursing Care ICT Subsidy is a powerful support system that realizes reduced staff burden and improved operational efficiency. Let's review the three important points explained in this article.
First, eligible items include a wide range of products such as nursing care software, tablet devices, and intercoms, with subsidies of up to 2.6 million yen depending on the number of staff can be received. Second, application requires the creation of an introduction plan, a declaration of SECURITY ACTION, and cooperation with LIFE is essential. Third, purchases made before the grant decision are not eligible, so it is vital to follow the procedures.
Since the application period varies by local government, check the information on your prefectural website early and start preparing. By utilizing this subsidy, you can reduce time spent on recording tasks and improve the efficiency of information sharing, creating an environment where staff can focus on care duties.
As the labor shortage in nursing care becomes more serious, using the power of ICT to create a workplace that is easier to work in will lead to higher staff retention and improved quality of service for users. Please take this opportunity to try applying for the Nursing Care ICT Subsidy.