Journal Policies

Peer Review Process

The journal observed practice is a single-blind peer review (the identity of authors is visible to reviewers).

All submissions to the journal are initially evaluated by the Editor-in-Chief, who may consult with other journal editors to determine whether the manuscript should proceed to peer review. The final decision regarding publication is made by the Editor-in-Chief, based on the recommendations of at least two independent reviewers and the Associate Editor, and, when applicable, the advice of the Editorial Council.

Each submission is allowed a maximum of two review rounds. Authors may submit one revision following the first round of review. In exceptional cases, a minor revision may be permitted after the second review round. Authors are expected to address all critical comments from reviewers and editors and must include a separate response letter outlining how each remark has been addressed, and submitted along with the revised manuscript files.

Once accepted for publication, the manuscript will be provided as a copyedited and typeset preview version for proofreading, which should be limited to correcting typographic errors only.

The revised manuscript must be submitted through the online editorial system within two months. Revisions submitted after this period will be treated as a new submission.

Authorship Criteria

Authorship should be limited to individuals who have made significant contributions to the conception, design, execution, or interpretation of the research. To qualify for authorship, an individual must meet all of the following criteria: substantial contributions to the conception or design of the work, or the acquisition, analysis, or interpretation of data; drafting the manuscript or revising it critically for important intellectual content; final approval of the version to be published; and agreement to be accountable for all aspects of the work to ensure its integrity. Individuals who contributed to the study but do not meet all four criteria, such as those providing technical assistance, writing support, or general supervision, should be acknowledged appropriately in the Acknowledgments section with their consent. The corresponding author is responsible for ensuring that all listed authors have reviewed and approved the final manuscript and have agreed to its submission for publication.

Authorship Change Request

Change of authorship is generally not permitted after submission. However, exceptions may be considered on a case-by-case basis, provided a formal request is submitted with a valid justification and written consent from all listed authors, including those being added or removed.

Duties and Responsibilities of Reviewers

Reviewers play a critical role in maintaining the quality and integrity of the peer review process. They are expected to provide objective, constructive, and timely evaluations of the manuscript, assessing the scientific validity, originality, significance, and clarity of the work. Reviewers must treat all submissions as confidential documents and must not use any information obtained through the review process for personal advantage. They should disclose any potential conflicts of interest - financial, institutional, or personal, that might influence their evaluation. If a reviewer feels unqualified to assess a manuscript or cannot complete the review within the requested timeframe, they should promptly notify the editorial office. Reviewers are also encouraged to provide clear, evidence-based comments and, where appropriate, suggest improvements to enhance the quality of the manuscript.

Duties and Responsibilities of Editors

Editors are entrusted with the critical responsibility of ensuring the academic integrity, scientific rigor, and ethical standards of the journal. They are accountable for all content published in the journal and make decisions on manuscript acceptance based on the manuscript’s originality, significance, methodological quality, and alignment with the journal’s scope, independent of the author’s gender, sexual orientation, ethnicity, nationality, institutional affiliation, or political and religious beliefs.

Editors must ensure a fair, timely, and transparent peer review process. They are expected to maintain strict confidentiality regarding all aspects of the manuscript submission and review process. Editorial decisions must be free from any commercial or personal bias, and editors must declare and manage any conflicts of interest.

Editors are responsible for identifying and addressing ethical concerns, including suspected data fabrication, plagiarism, redundant publication, or undisclosed competing interests. When ethical issues arise, editors should by with best practices recommended by organizations such as the Committee on Publication Ethics (COPE).

In cases where research involving human or animal subjects is reported, editors have the authority to request documentation of ethics committee or institutional review board approval. Authors are required to provide this documentation if not already submitted, to verify compliance with ethical standards.

The editorial team, in collaboration with the publisher, is committed to correcting the scholarly record, when necessary, by issuing corrections, retractions, expressions of concern, or other relevant notices in a timely and transparent manner.

Policies Regarding Plagiarism

The journal upholds the highest standards of academic integrity and does not tolerate any form of plagiarism. Plagiarism is defined as the appropriation of another person’s ideas, text, figures, tables, or data without proper attribution and presenting them as one’s original work. This includes but is not limited to, direct copying, paraphrasing without acknowledgment, and improper reuse of previously published content (self-plagiarism) without citation or permission.

All submitted manuscripts are subject to rigorous originality checks using plagiarism detection software. The editorial team evaluates the similarity reports carefully and considers both quantitative and qualitative aspects of content overlap.

The journal strictly prohibits unethical authorship practices, including ghostwriting (unacknowledged substantial contributions by individuals) and guest authorship (listing of individuals who have not made significant contributions). Any indications of scientific misconduct, such as plagiarism, falsification, manipulation of data or images, or misrepresentation of authorship, will be thoroughly investigated.

If plagiarism or related ethical violations are confirmed at any stage, before or after publication, the journal reserves the right to take corrective actions. These may include immediate rejection of the manuscript, retraction of a published article, notification to the author’s institution or funding body, and a ban on future submissions by the involved authors.

Authors are expected to ensure that all sources are appropriately cited and that permissions are obtained for the use of any copyrighted material. By submitting a manuscript, the authors acknowledge and agree to adhere to the journal’s ethical standards.

The plagiarism level % will be published in each published version.

Using Article Content Previously Published in Another Journal

The Journal of Medico Informatics maintains a strict policy against duplicate or redundant publications. Manuscripts submitted to the journal must be original works that have not been previously published, in whole or in part, in any peer-reviewed journal or publication platform. Submitting content that has been published elsewhere, whether text, data, figures, or tables, without proper citation and permission constitutes a breach of publication ethics and will lead to immediate rejection or retraction.

If a submission includes material that has appeared previously in another journal (e.g., figures or datasets), authors must obtain written permission from the copyright holder and clearly indicate the reused content in the manuscript with proper attribution. In rare cases, republishing content (e.g., translations or extended versions of previously published conference papers) may be considered, provided there is significant new content, transparency about the original source, and written approval from both the original publisher and the Journal of Medico Informatics. Such cases will be evaluated on a case-by-case basis, and prior disclosure is mandatory.

This policy ensures the originality of published research and upholds the integrity of the scientific record in compliance with COPE and ICMJE guidelines.

Conflict of Interest Policy

The Journal of Medico Informatics is committed to upholding transparency and ethical integrity in all aspects of the publication process.

All authors, reviewers, editors, and editorial board members are required to disclose any actual or potential conflicts of interest that could influence the content, review, or editorial decision-making.

Authors must declare any financial or non-financial relationships, such as employment, consultancies, stock ownership, funding, or personal connections, that may be perceived to affect their submitted work.

A dedicated conflict of interest statement must be included in the manuscript. If no such conflicts exist, authors should explicitly state: “The authors declare no conflict of interest.”

Reviewers must avoid evaluating manuscripts if they have a personal or professional relationship with the authors, or if any competing interests could compromise their impartiality. Editors and editorial board members must recuse themselves from handling submissions where a conflict exists, ensuring that editorial decisions remain fair and unbiased. Failure to disclose relevant conflicts of interest may lead to corrective actions, including manuscript rejection or retraction. All disclosures are treated confidentially and are used solely to safeguard the integrity and objectivity of the journal’s peer review and publication process.

Policy on Self-Citation Recommendations During Peer Review

The Journal of Medico Informatics maintains strict ethical standards in the peer review process. Reviewers are expected to provide objective, constructive, and unbiased evaluations of submitted manuscripts. As part of this commitment, reviewers should not recommend citation of their own published work unless it is directly relevant, scientifically necessary, and clearly enhances the quality or context of the manuscript under review.

Any suggestion to cite the reviewer’s own work must be accompanied by a clear justification that explains its critical relevance to the manuscript’s content. Editors will assess the necessity of such recommendations during the review evaluation process. Unjustified or excessive self-citation requests are considered unethical and may result in the reviewer being excluded from future review assignments.

This policy helps ensure that citation practices are guided by scientific merit rather than personal gain, supporting the integrity and transparency of the editorial process.

Data Availability and Reproducibility Policy

The Journal of Medico Informatics is committed to promoting transparency, reproducibility, and the integrity of scientific research. Authors are strongly encouraged, and in certain cases required, to make all underlying data, code, and software used in their study publicly available in established repositories such as Zenodo, Dryad, Figshare, GitHub, or other discipline-specific archives. Every submission must include a clear Data Availability Statement within the manuscript, specifying whether data and code are available, where they can be accessed (including DOI or permanent URL), and any conditions for access. If data cannot be shared due to ethical, legal, or privacy constraints, a valid explanation must be provided. Authors are also expected to include sufficient methodological detail to allow replication of their study by independent researchers. Submissions that do not comply with these requirements may be delayed in the review process or declined.

Correction, Retraction, and Withdrawal Policy

The Journal of Medico Informatics is dedicated to maintaining the accuracy and integrity of the scientific record. When significant errors or ethical concerns are identified in published articles, the journal may issue corrections (errata or corrigenda), retractions, or expressions of concern, as appropriate. Corrections are published when honest mistakes (e.g., typographical errors, mislabelling, or minor data inaccuracies) do not affect the overall validity of the findings. Retractions are considered in cases of research misconduct, data fabrication, plagiarism, serious methodological flaws, or unethical research practices. A retraction may be initiated by the authors (voluntary retraction) or by the editors and publisher (editorial retraction) when warranted by evidence of significant scientific or ethical breaches.

Expressions of concern may be issued when a serious issue is suspected but conclusive evidence is pending. All corrective notices are linked to the original article and made freely accessible to ensure transparency.

Authors wishing to withdraw a manuscript before publication must submit a formal request explaining the reason. Pre-publication withdrawal is permitted only before the manuscript enters the final production stages. Unjustified or repeated withdrawal requests after peer review may result in a ban on future submissions. The editorial office reserves the right to investigate and take appropriate action in accordance with COPE guidelines.

Personal Data Protection Policy

The Journal of Medico Informatics is committed to safeguarding the privacy and personal data of all individuals involved in the publication process, including authors, reviewers, editors, and readers. All personal information collected during manuscript submission, peer review, or journal communications, such as names, email addresses, institutional affiliations, and ORCID iDs, is used solely for editorial, publishing, and indexing purposes.

The journal adheres to applicable data protection regulations, including the General Data Protection Regulation (GDPR), and does not share personal data with third parties without explicit consent, unless required for publication indexing, legal compliance, or technical support. Personal data will not be used for commercial purposes or marketing activities unrelated to the journal.

Authors and reviewers may request access to, correction of, or removal of their personal data by contacting the editorial office. The journal employs appropriate technical and organizational measures to ensure data security and confidentiality throughout the editorial and publishing workflow.

This policy reflects the journal’s commitment to responsible data handling and ethical publishing practices.

Preprint and Concurrent Submission Policy

The Journal of Medico Informatics maintains a strict policy regarding originality and exclusivity of submissions. Manuscripts that have been previously published, including in preprint repositories or non-peer-reviewed platforms, will not be considered for review and will be immediately rejected. The journal does not accept submissions that have been posted as preprints under any circumstances. Additionally, the journal enforces a strict prohibition against concurrent submissions; manuscripts under active review by another journal at the time of submission will not be entertained. Authors are required to confirm, at the time of submission, that the manuscript is original, unpublished, and not under consideration elsewhere. Violation of this policy constitutes unethical publishing practices and may result in a submission ban. This policy ensures the integrity of the review process and safeguards the exclusivity of published content.

Artificial Intelligence (AI) Use Policy

The Journal of Medico Informatics acknowledges the increasing use of Artificial Intelligence (AI) tools in scientific research and manuscript preparation. The use of AI technologies, such as ChatGPT, Grammarly, or other language models, is permitted strictly for non-intellectual support tasks, including grammar correction, language refinement, and improving clarity of expression. AI tools must not be used to generate original scientific content, analyze or interpret data, or draw conclusions, as these actions require critical thinking and accountability, which only human authors can provide.

Authors are required to disclose any use of AI tools during the preparation of their manuscript, specifying the tool used, its version (if applicable), and the exact purpose. A recommended disclosure format is: “ChatGPT (OpenAI) was used solely to enhance language clarity in this manuscript.” The omission of such disclosure may be treated as a breach of publication ethics.

Importantly, AI tools cannot be credited as authors under any circumstances. Authorship implies accountability for the integrity, originality, and scholarly rigor of the work, responsibilities that AI tools cannot fulfill. This policy ensures transparency, preserves ethical standards, and upholds the integrity of the scientific record.

Appeals and Complaints Policy

The Journal of Medico Informatics is committed to ensuring a fair, transparent, and ethical editorial and peer review process. Authors who wish to appeal an editorial decision may submit a formal written request to the editorial office, clearly stating the grounds for the appeal and providing supporting evidence or arguments. Appeals must be based on factual inaccuracies, procedural errors, or overlooked information, and not on disagreement with the outcome alone. The appeal will be reviewed by the Editor-in-Chief or an independent editorial board member not involved in the original decision. The journal’s decision following the appeal process is final.

Complaints regarding the editorial process, reviewer conduct, or ethical concerns should also be submitted in writing to the editorial office. Each complaint will be investigated thoroughly and confidentially, by COPE (Committee on Publication Ethics) guidelines. If necessary, an independent editorial panel may be convened to assess the matter. The journal aims to resolve all complaints promptly, fairly, and in a manner that preserves the integrity of the editorial process.

ORCID requirements

All authors submitting to the Journal of Medico Informatics are required to provide a valid ORCID iD at the time of manuscript submission. ORCID (Open Researcher and Contributor ID) provides a unique, persistent identifier that distinguishes individual researchers and supports transparent attribution of scholarly work. The ORCID iD must be included for all listed authors and will be published alongside the article to ensure proper author identification and enhance the discoverability of their contributions. Submissions without complete ORCID information for all authors may be returned for revision prior to review. Authors can register for a free ORCID iD at https://orcid.org. This policy aligns with international best practices for scholarly publishing and helps ensure the integrity of authorship.

Trademarks and Symbols Policy

The Journal of Medico Informatics does not permit the use of copyright symbols (©), registered trademark symbols (®), trademark symbols (™), or similar identifiers within the body of the manuscript, titles, figures, or tables. Additionally, logos, brand names, or other proprietary branding content should not be included in submissions unless they are essential for the scientific context and appropriately cited or anonymized. Authors are responsible for ensuring that any reference to branded materials is generic and does not infringe on intellectual property rights. This policy helps maintain neutrality, avoids promotional content, and ensures compliance with ethical publishing standards.

Human and Animal Rights / Ethical Approval Policy

The Journal of Medico Informatics adheres to the highest ethical standards in biomedical and informatics research. All studies involving human participants or animals must comply with applicable ethical guidelines and regulatory standards.

For studies involving human subjects, authors must confirm that the research was conducted in accordance with the principles outlined in the Declaration of Helsinki. A clear statement must be included in the manuscript indicating that ethical approval is obtained from an appropriate Institutional Review Board (IRB) or ethics committee, with the name of the approving body and the reference number. If ethical approval was deemed unnecessary, a justification must be provided.

For studies involving animals, authors must confirm compliance with internationally accepted guidelines for the care and use of laboratory animals (e.g., ARRIVE Guidelines, Directive 2010/63/EU, or equivalent national regulations). The manuscript must include a statement confirming that ethical approval was obtained and that all efforts were made to minimize animal suffering.

Manuscripts lacking appropriate ethical approval documentation or failing to meet these standards will not be considered for review or publication. The editorial office reserves the right to request documentation of approval and may reject submissions that do not adhere to this policy.

Informed Consent Policy

The Journal of Medico Informatics requires that authors obtain written informed consent from all human participants involved in their research, particularly in cases where identifiable personal data, images, clinical details, or other sensitive information are presented. Authors must include a statement in the manuscript affirming that informed consent was obtained in accordance with ethical guidelines and approved by the appropriate Institutional Review Board or ethics committee.

No personally identifiable information (such as names, initials, photographs, or hospital ID numbers) should be published unless it is scientifically essential and the participant (or their legal guardian) has explicitly provided written consent for its publication. If such information is included, authors must confirm that they have obtained the necessary documentation and that it will be made available to the journal upon request.

Failure to comply with this policy will result in rejection or retraction of the manuscript. This policy ensures the protection of individual privacy and aligns with international ethical standards such as those outlined by the Declaration of Helsinki and COPE guidelines.

Funding and Acknowledgment Policy

The Journal of Medico Informatics requires that all sources of financial support for the research, writing, and publication of a manuscript be fully disclosed. Authors must include a Funding Statement in a dedicated section of the manuscript, clearly identifying the funding agency, grant number (if applicable), and the role of the funder in the research process.

If the research did not receive any specific funding, authors must explicitly state: “This research received no external funding.”

In addition, an Acknowledgments section may be used to recognize individuals, institutions, or organizations that contributed to the study in non-authorial roles, such as technical assistance, data collection support, or editorial help.

Accurate and transparent reporting of funding sources enhances research accountability and aligns with best practices in ethical publishing.

Anti-Discrimination and Diversity Statement

The Journal of Medico Informatics is firmly committed to promoting diversity, equity, and inclusion in all aspects of its editorial and publishing practices. Editorial decisions are made solely based on the scientific merit, originality, clarity, and relevance of the submitted work to the scope of the journal. The journal does not tolerate any form of discrimination based on race, ethnicity, gender, gender identity, sexual orientation, age, religion, nationality, disability, or political beliefs.

We actively encourage submissions from researchers of all backgrounds and geographic regions, and we strive to build an inclusive editorial board and reviewer pool that reflects the global diversity of the scientific community. The journal supports equitable opportunities in academic publishing and aims to create a respectful and bias-free environment for authors, reviewers, editors, and readers.

This commitment aligns with the broader principles of fairness, integrity, and respect upheld by the international scholarly publishing community.

Post-Publication Discussion and Commenting Policy

The Journal of Medico Informatics supports constructive scientific dialogue and transparency, including opportunities for post-publication discussion and commentary. Readers are encouraged to engage in scholarly discussion through recognized platforms such as PubPeer or by contacting the editorial office directly with substantive comments or concerns regarding published articles.

If a credible concern or error is raised after publication, whether through public commentary or direct correspondence, the editorial team will conduct a formal assessment in accordance with the COPE (Committee on Publication Ethics) guidelines. If warranted, the journal may issue a correction (erratum or corrigendum), expression of concern, or retraction, depending on the nature and severity of the issue identified.

Authors will be allowed to respond to any post-publication issues before a final editorial decision is made. All post-publication notices are permanently linked to the original article and made freely accessible to maintain transparency and the integrity of the scientific record.

This policy reflects the journal’s commitment to accountability, scientific rigor, and open academic discourse.

Digital Preservation and Archiving Policy

The Journal of Medico Informatics is committed to ensuring the long-term preservation and accessibility of its published content. All articles published in the journal are digitally archived to safeguard against data loss and to ensure continued availability in the event of technical failure or discontinuation of the journal.

Additionally, all published articles are assigned Digital Object Identifiers (DOIs) to provide permanent, citable links and ensure discoverability through global indexing systems.

This policy guarantees that the scholarly record remains intact, secure, and accessible to researchers, libraries, and the wider academic community over time.

Manuscript Format and Language Policy

Manuscripts submitted to the Journal of Medico Informatics must adhere to the journal’s formatting and language standards to ensure clarity, consistency, and efficient peer review. Submissions are accepted in Microsoft Word (.doc/.docx) format. Authors who prefer to work in LaTeX may submit a compiled PDF for initial review, but final submission must include source files in a compatible format as specified by the editorial office.

All manuscripts must be written in clear, concise, and grammatically correct USA English. Authors for whom English is not a first language are strongly encouraged to have their manuscripts professionally edited before submission. While the journal does not provide in-house language editing, authors may be referred to third-party editing services if needed. Use of such services does not guarantee acceptance and should be acknowledged in the manuscript if applicable.

Manuscripts that do not meet the required language or formatting standards may be returned to the authors for revision before peer review.

Article Processing Charges (APC) Policy

At present, the Journal of Medico Informatics does not levy any Article Processing Charges (APCs) for manuscript submission, peer review, or publication. All costs associated with the editorial and publishing process are fully sponsored by Aayvu Publications Private Limited (APPL).

This model ensures that authors can publish high-quality research without financial barriers, supporting equitable access to scientific dissemination. The journal remains committed to open access and academic inclusivity while maintaining the highest editorial and ethical standards.

Any future changes to the APC policy will be transparently communicated in advance on the journal’s official website.