MHLW ICT Subsidy Complete Guide | Thorough Explanation of Differences from IT Introduction Subsidy and 3-Step Application Method
Introduction
The Ministry of Health, Labour and Welfare's (MHLW) ICT subsidy (official name: Nursing Care Technology Introduction Support Project) is a system that subsidizes the costs of introducing ICT equipment and software for nursing care facilities, providing a subsidy rate of 1/2 to 3/4 and a maximum grant of 1 million to 2.6 million yen. However, many facilities hesitate to utilize it due to the differences from the Ministry of Economy, Trade and Industry's (METI) "IT Introduction Subsidy" and the complexity of the application process. This article explains the clear distinction between the two subsidies, the 3-step application procedure, common failure patterns and countermeasures, and provides practical methods to reliably obtain the subsidy based on the latest information for the 2025 fiscal year.
Differences between MHLW ICT Subsidy and IT Introduction Subsidy | Clearly Distinguishing the Two Systems
Many nursing care facilities confuse the MHLW's "ICT Subsidy" with METI's "IT Introduction Subsidy." Because the names are similar, many people are unsure which one they should apply for.
Basic differences between the two subsidies
The MHLW ICT Subsidy (Nursing Care Technology Introduction Support Project) is a system specialized for the nursing care field. It is funded by the Regional Medical and Nursing Care Comprehensive Security Fund, and each prefecture serves as the contact point. The budget for the 2025 fiscal year is 9.7 billion yen, and it is exclusively for nursing care facilities.
The IT Introduction Subsidy is a system for all industries. It is managed by the Small and Medium Enterprise Agency and funded by the METI budget. Industries other than nursing care, such as manufacturing, retail, and food service, are also eligible to apply.
Comparison table of the 2 systems across 5 items
Which one should you choose? Criteria for judgment
Nursing care facilities should in principle, prioritize the MHLW ICT Subsidy. There are three reasons for this. First, because the requirements are designed specifically for the nursing care field, functions directly related to nursing care operations, such as LIFE linkage and care plan linkage, are eligible for the subsidy. With the IT Introduction Subsidy, such nursing care-specific functions may not be eligible. Second, the requirements for expanding the subsidy rate are tailored to nursing care operations. By achieving goals such as halving document volume, LIFE linkage, and care plan data linkage, the subsidy rate can be increased to 3/4, significantly reducing the actual burden. Third, because the prefectures act as the contact point, you can receive consultation and support tailored to local nursing care circumstances. The IT Introduction Subsidy uses uniform national standards, and its understanding of nursing care-specific issues is limited. However, if you are introducing general-purpose systems other than nursing care software (such as accounting software or human resources/labor management systems), the IT Introduction Subsidy offers a wider range of options, and you can consider using both.
Overview of the MHLW ICT Subsidy | Details of Eligible Items and Amounts
We will explain the details of the MHLW ICT subsidy system based on the latest information for the 2025 fiscal year.
Four categories eligible for the subsidy
1. Nursing Care Software Software that eliminates the need for transcription in recording tasks, information sharing, and billing tasks is eligible. What is important is compliance with the following standard specifications.
Care Plan Linkage Standard Specifications (data linkage between care managers and facilities)
Hospital Admission/Discharge Information Linkage Standard Specifications (information sharing with medical institutions)
Visiting Nursing Plan, etc. Linkage Standard Specifications (linkage between nursing and nursing care)
Financial Statement CSV Output Function (efficiency in management analysis)
2. Information Terminal Equipment Tablets, smartphones, and intercoms are eligible. However, in many prefectures, installing nursing care software is a mandatory condition, and personal use is prohibited.
3. Communication Environment Equipment Wi-Fi routers and network construction costs are included. These are essential for the stable operation of cloud-based nursing care software.
4. Operating Expenses Cloud usage fees (monthly billing), support fees, and maintenance costs are also eligible for the subsidy. A feature of this program is that it supports not only initial costs but also ongoing costs after operations begin.
Details of subsidy amounts and subsidy rates
Maximum amounts by number of staff are as follows.
1-10 employees: 1 million yen
11-20 employees: 1.6 million yen
21-30 employees: 2 million yen
31 or more employees: 2.6 million yen
The base subsidy rate is 1/2, but it will be increased to 3/4 if any of the following requirements are met.
Achieving a 50% reduction in document volume through an ICT introduction plan
Using nursing care software equipped with LIFE CSV linkage functions and actually providing data to LIFE
Using the Care Plan Data Linkage System to perform data linkage with external parties
Simulation of Actual Out-of-Pocket Expenses
When introducing nursing care software, tablets, and Wi-Fi at a special nursing home for the elderly with 50 beds (31 or more staff members):
Total introduction cost: 2 million yen
3/4 subsidy rate applied (planning for 50% document reduction): 1.5 million yen subsidy
Actual out-of-pocket expense: 500,000 yen
Furthermore, if recording work time is reduced by 1 hour per day, the annual labor cost reduction effect will reach approximately 2 million yen (calculated as 1,500 yen/hour x 1 hour x 365 days x number of staff), allowing for investment recovery in the first year.
Application Procedure Completed in 3 Steps | Practical Methods to Securely Obtain Subsidies
The application for the MHLW ICT subsidy can be made more reliable by proceeding systematically in three steps.
Step 1: Clear Mandatory Requirements in Advance (1-2 months before application)
You must clear two mandatory requirements before applying.
Mandatory Requirement 1: Declaration of SECURITY ACTION This is a self-declaration system for security measures by the Information-technology Promotion Agency (IPA). You must declare either "1-star" or "2-star" status.
1-star: Declare commitment to the 5 Information Security Rules (takes about 10 minutes)
2-star: Formulate and publish an Information Security Basic Policy (takes about 1 hour)
You can declare for free from the IPA website, and a declaration certificate will be issued on the same day.
Requirement 2: Creation of an Introduction Plan A plan document clearly stating current issues and post-introduction goals is required. To obtain a 3/4 subsidy rate, it is important to include "halving the volume of documents" in the plan.
Halving the volume of documents refers to switching from handwritten records to tablet input, digitizing paper care plans, and switching printed handover documents to digital sharing.
Step 2: Preparation of Required Documents and Obtaining Quotes (1 month before application)
Prepare the following documents.
Basic Documents:
Grant Application Form (Prefecture-designated format)
Business Plan (Introduction Plan/Effect Measurement Plan)
Income and Expenditure Budget (Breakdown of introduction costs)
Quote (Comparative quotes from multiple vendors recommended)
Copy of SECURITY ACTION Declaration
Attached Documents:
Copy of the designation notice for the nursing care facility
Staff Training Plan (Training schedule for mastering operation methods)
LIFE Provision Plan (What data to provide and when)
The key point when obtaining quotes is to have the LIFE linkage function and support for standard specifications clearly stated. If you select software that lacks these functions, you will not meet the application requirements and will be rejected.
Step 3: Application to the Prefecture and Implementation of Introduction (After application)
General flow of the application schedule:
April: Prefecture publishes application guidelines
May-June: Document preparation period
July: Application acceptance (usually about 1 month)
August-September: Review period
October: Grant decision notification
October to February of the following year: Implementation and Operation
March: Submission of Performance Report
An important point to note is that contracts and purchases made before the grant decision are not eligible for the subsidy. If you make advance purchases in anticipation of being selected, you risk bearing the full cost yourself if you are not selected. Please be sure to sign contracts only after receiving the grant decision notification.
The application period varies by prefecture; some local governments start accepting applications in the latter half of the year, such as Hokkaido in November, Tokyo in November, and Kanagawa Prefecture in November. Check the latest information on your prefecture's website.
3 Common Failure Patterns and Reliable Countermeasures
We will introduce three failure patterns that many business offices fall into when applying for the MHLW ICT Subsidy and explain the countermeasures for each.
Failure 1: Ineligibility due to contracts or purchases made before the grant decision
This is a case where a system is contracted or purchased before the grant decision in the expectation that it will be selected. In this case, even if you are selected later, the purchase date is before the grant decision, so it is ineligible for the subsidy and you will have to bear the full cost.
Countermeasure: Do not seal contracts or submit purchase orders until you have received the grant decision notification. Preliminary coordination with vendors is fine, but legally binding contractual actions should be taken after the grant decision.
It is important to explain to the vendor in advance that you are applying for a subsidy and that the contract will be signed after the grant decision, and to negotiate flexible delivery dates. Many nursing care software vendors are accustomed to subsidy applications and will accommodate this.
Failure 2: Ineligibility due to selecting software without LIFE integration
This is a case where software is selected based only on price or ease of use, and software without LIFE integration functions is chosen. You may fail to meet the "LIFE integration" application requirement, leading to your application being rejected or incurring additional costs for feature additions after selection.
Countermeasure: When requesting a quote, be sure to confirm the "presence or absence of LIFE integration functions" and "compliance with standard care plan integration specifications." Do not just check the software catalog or official website; have the vendor explicitly state "includes LIFE integration functions" in the quote.
In fiscal year 2025, more prefectures are making update costs for software that supports LIFE integration eligible for the subsidy. If your existing software does not support LIFE, you can also consider applying for the update costs.
Failure 3: Loss of opportunity due to overlooking the application deadline
Application periods vary by prefecture; some local governments start accepting applications in November like Tokyo, while others have deadlines in June like Fukushima Prefecture. This is a case where you miss the deadline while thinking "it's still okay," and become unable to apply until the next fiscal year.
Countermeasure: Check for the publication of application guidelines on your prefecture's website in April at the beginning of the fiscal year. Once published, check the schedule immediately and start preparing documents by working backward.
The application period is usually short, about one month, and at least two months are required to prepare documents. By starting preparations in April with time to spare, you can ensure you apply within the deadline.
Frequently Asked Questions (FAQ)
Q1: Is it possible to use this in conjunction with the IT Introduction Subsidy?
A: It is not possible to use them together for the same equipment or software, but it is possible if they are for different purposes. For example, you can use the MHLW ICT Subsidy for nursing care software and the IT Introduction Subsidy for accounting software. However, you must meet the application requirements for each.
Q2: Can a small business office (5 employees) apply?
A: Yes, you can apply. Business offices with 1 to 10 employees are supported with a maximum of 1 million yen and a subsidy rate of 1/2 to 3/4. If you plan the total introduction cost carefully, you can implement ICT with an actual burden of about 250,000 yen. We recommend active use, as small business offices benefit the most from operational efficiency improvements.
Q3: How long does it take from application to receiving the subsidy?
A: Generally, it takes 2 to 3 months from application to grant decision, and a total of 6 to 8 months until the subsidy is paid after implementation and performance reporting. Since the subsidy is paid in arrears, you must temporarily cover the initial costs with your own funds. An introduction plan that considers cash flow is important.
Q4: Can I apply every year, or is it a one-time thing?
A: In principle, it is limited to once per business office, but depending on the prefecture, re-application may be permitted for additional introduction or renewal of equipment. We recommend making a plan that looks toward future expansion rather than limiting the target equipment in your first application.
Q5: Is it difficult to declare SECURITY ACTION?
A: If it is a one-star rating, it can be completed in about 10 minutes. You can make the declaration from the IPA website simply by entering the office name and contact information, and checking the five items to be addressed. There is no cost, and no specialized knowledge is required. Make sure to declare it with plenty of time, 1 to 2 months before applying.
Summary
The MHLW ICT Subsidy is a system exclusively for nursing care facilities, offering support with a subsidy rate of 1/2 to 3/4 and a maximum limit of 1 million to 2.6 million yen. The difference from the IT Introduction Subsidy lies in the nursing-specific requirement design and the mandatory integration with LIFE. The application is completed in 3 steps. In Step 1, prepare the SECURITY ACTION declaration and implementation plan; in Step 2, obtain the necessary documents and quotes; and in Step 3, apply to the prefecture and implement the introduction. To avoid failure, it is important to note the prohibition of contracts before the grant decision, the selection of software that integrates with LIFE, and strict adherence to application deadlines. For the 2025 fiscal year, a budget of 9.7 billion yen has been secured, making now a great opportunity to apply. First, check the application guidelines on your prefecture's website and start preparing in April.