Health Care Essay Paper Sample on Hybrid Record System

Task A.

Discuss how you would manage the use of paper forms in a hybrid environment in order to maintain the integrity of the health record.

  1. Compare the strengths and weaknesses of using hybrid records.

               Health records conventionally were manual in the form of papers. These were easier and more efficient than keeping no records or relying on memory. They required more personnel and extra room to store the paperwork. A file was opened for every new patient where his/her records were placed for future reference and supervision of the patient. As technology evolved, the use of digital record keeping was introduced and it was apparently more effective than the manual system. Records were now digitally stored hence could not be damaged by fire, misplacement, or misappropriation by hospital staff. However, the shift from manual to digital records proved a very cumbersome task as the work was very voluminous for hospitals that had been in existence for a long time. There was an immediate need for extra workers to do the job and massive technological investments to store and easily avail this data when needed.

            The climax of developments in record keeping is the hybrid system of storing patients’ data. This system involves the documentation of a patient’s health information in several formats and its subsequent storage in multiple locations (Martin, 2009). This record keeping type is more advantageous then the manual and digital styles. Hybrid record keeping is legal information that can be easily accessed by medical practitioners in several hospitals that the same patient visits. This ensures that the patient can be easily tracked and supervised regardless of the health institution he/she visits. Secondly, this information is legal hence it cannot be tampered with or misappropriated since this is punishable by law. However, the demerits of this style start with its installation. The process is cumbersome and very expensive since it needs more staff and time to administrate. It also causes a lot of wastages since after its adoption, a hospital has to get rid of all its former manual system and digital systems to avoid double recording.

  • Discuss legal issues that may arise when using hybrid records.

            Legal issues come into play at the inception and installation of hybrid record keeping. There are legal requirements that must be observed when creating this system. These issues concern with the privacy, storage, and staffing of the records since not everyone is permitted to view or handle the records. Legal issues also concern with the security and IT adaptations of a health institution. Security measures must also be incorporated to ensure this data is safe from hacking and unauthorized access. This is because this data is prone to alteration and manipulation since it can be used as a source of valid evidence in a court of law.                

Task B.

Evaluate the attached “Willow Bend Record Policy” to determine if it protects health information for record storage and destruction of paper and electronic health records based on the following:

  1. Your state regulations.

            The Willow Bend Record Policy is in tandem with policy requirements of the state of Virginia. Per the two Record Policies, health records within the medical record comprising of both manual and digital records are considered hybrid. As such, they must be converted to an electronic format within 24 hours of discharging the patient. Secondly, both policies encourage the storage of paper records converted to electronic formats in a safe and secure place. This is because the court system may at times require historical data about a patient in its original format.    

  • Medicare Conditions of Participation

               The Medicare conditions of Participation involve abiding by a set of standards. The Willow Bend Hospital Record Policy abides with some of these standards. The hospital record policy complies with the second condition which requires compliance with federal, state, and personnel licensure (Kessel et al., 2015). The record services also comply with the seventh condition which elaborates on the organisation and staffing of records, content of records, and form and retention of records.

  • Health Insurance Portability and Accountability Act (HIPAA)

            The Health Insurance Portability and Accountability Act (HIPAA) provide legislation that determines data privacy and security provisions for safeguarding medical data (“What is HIPAA” n.d.). The Willow Bend Recovery Policy complies with the HIPAA’s administrative simplification which directs that electronic data should be processed in accordance with its established national standards. It also requires hospitals to implement secure electronic access and compliance with privacy regulations set by the United States Department of Health and Human Services (HHS).    


Kessel, E., Pegany, V., Keolanui, B., Fulton, B. D., Scheffler, R. M. & Shortell, S. M. (2015). Review of Medicare, Medicaid, and commercial quality of care measures: considerations for assessing accountable care organizations. Journal of Health Politics, Policy and Law, 40 (4), 761-796.

Martin, M. (2009, June 8). Living in a Hybrid World. Retrieved March 10, 2018 from

What is HIPAA (Health Insurance Portability and Accountability Act)?-Definition from (n.d.). Retrieved March 10, 2018, from