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2.10. Navigating Electronic Health Records and Digital organization skills

Learning Objectives

By the end of this lesson, students will be able to:

  • Navigate and utilize Electronic Health Records (EHRs) to input and retrieve patient data accurately.
  • Understand the importance of patient privacy and HIPAA compliance in handling sensitive health information.
  • Develop digital organization skills by creating and managing folders, utilizing cloud storage, and performing file backups.
  • Apply digital literacy skills in healthcare scenarios for enhanced professional performance.

Part 1: Warm-Up

 Exploring EHRs
Answer the following questions during the class discussion:

  • What do you think Electronic Health Records (EHRs) are used for?
  • Why is it important to keep patient information secure?
  • Write down one idea shared by your classmates about EHRs:

Part 2: Inputting Patient Data (Hands-On)

Scenario: You are entering data for a new patient into a simulated EHR system. Below is the patient’s information. Work with a partner to input this data into the system provided by your instructor.
Patient Information:
Name: John Doe
Date of Birth: 04/15/1975
Allergies: Penicillin, Peanuts
Medications: Lisinopril, Metformin
Medical History: Type 2 Diabetes, Hypertension

Reflection Questions:

    • How easy or difficult was it to accurately input the data?
    • Why is it important to double-check patient information before saving it?

 

Part 3: Accessing and Retrieving Patient Information

Use the simulated EHR system to locate the following information for a fictitious patient.

  • Patient Medical History
  • Recent Test Results
  • Current Treatment Plan

Write down the steps you used to find the information:

  • Step 1: ________________________________________________
  • Step 2: ________________________________________________
  • Step 3: ________________________________________________

Reflection Questions:

  • What strategies helped you find the information faster?
  • Why is being thorough when retrieving patient information important?

Part 4: Ensuring Privacy and Security

HIPAA Scenarios: In your group, discuss whether each scenario complies with HIPAA standards. Write down your answers and suggestions for improvement.

Scenario 1:

  • A nurse talks about a patient’s condition in a crowded cafeteria. Does this comply with HIPAA? Yes / No
    • Why or why not?
    • How can this be improved?

Scenario 2:

  • A CMA shares their EHR login credentials with a coworker.
    • Does this comply with HIPAA? Yes / No
    • Why or why not?
    • How can this be improved?

Scenario 3:

  • A receptionist leaves patient files open on a computer screen in a public area.
    • Does this comply with HIPAA? Yes / No
    • Why or why not?
    • How can this be improved?

Wrap-Up Activity: Reflection

  • What did you learn about navigating EHRs and ensuring patient privacy?
  • How will you apply these skills in your future healthcare role?

Part 5: File management

Warm-Up Activity: File Management Discussion
Answer the following question:

  • How do you currently store and organize your digital files at home or work?
  • Write down one idea shared by classmates about managing digital files:

File Management Practice
On your computer, create a folder structure for organizing healthcare files.

  • Example:
    • Main Folder: Healthcare Documents
      • Subfolders:
        • Patient Records
        • Forms
        • Training Resources
  • Write down the folder structure you created:
    • Main Folder Name: _________________________________
    • Subfolders: _______________________________________

Reflection Question:

  • Why is an organized file management system important for healthcare professionals?

 

Part 6: Using Cloud Storage

Work with a partner and upload a document (e.g., a sample patient report) to a shared folder in a cloud storage service like Google Drive or OneDrive. Practice sharing the file with specific permissions:

  • View-Only Access
  • Editable Access

Reflection Questions:

  • What are the advantages of using cloud storage?
  • How can cloud storage improve collaboration in healthcare?

Backup Procedures

  • Follow along with your instructor to back up a file to an external USB drive.
  • Back up the same file to cloud storage (e.g., Google Drive or OneDrive).

Reflection Questions:

  • Why is it important to back up healthcare files?
  • What could happen if files are not backed up properly?

Reflection and Goal Setting
Reflection Questions:

  • What did you learn about organizing digital files and using cloud storage?
  • How will you use these skills in your role as a CMA?

Set a Personal Goal:

  • Write down one goal for improving your digital literacy skills:
  • My Goal: _______________________________________________

 

License

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Basic Skills for Clinical Medical Assistant Copyright © 2025 by Montgomery College is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License, except where otherwise noted.

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