WGU C803 TASK #3 DATA ANALYTICS AND INFORMATION GOVERNANCE
ACCURATE AND VERIFIED
Data Analytics and Information Governance Task #3
Health Records
Western Governors University
Levi Madison Donato 012571941
June 25, 2026
, A. The three different formats of storing patient information are a paper health record, a hybrid
record, and an electronic health record. The main differences between these formats are how
easily they can be used, how safe the information is, how easily it can be changed, and how
much they cost to maintain. With paper records, they are harder to access and are less secure,
while digital records are easier to manage and offer better protection. The problem with paper
records is that, since they are handwritten, mistakes can happen, such as misspelling, unclear
handwriting, which can lead to mistakes in care and can put the patient at risk. With electronic
records, they are easier to access, more efficient when looking for certain information, and more
efficient when it comes to documenting patient information. Electronic records also save space
by reducing the need for file cabinets and physical storage that paper records would need. Even
though digital records are more commonly used now, many paper files still need to be kept for
legal reasons. Typically, the physical paper documents are scanned into and stored in the digital
system which creates what is known as the hybrid record. The hybrid record is a mixture of both
paper and electronic records. In 2011, the Centers for Medicare and Medicaid Services launched
programs to motivate healthcare providers to switch to certified EHR systems, with the goal of
improving how patient records are handled and shared. (CMS, November 6, 2024)
A1. Hybrid records, which entails both paper and electronic files, can create certain challenges
such as if a patient’s information is stored in different formats and locations, it becomes harder to
keep their medical record complete and accurate. Sometimes, parts of the record may be missed
or not included, leading to gaps in the patient’s history. By using multiple systems, it increases
the chances of data being misplaced, lost, or accessed by the wrong people. There may also be
errors or differences between the paper and digital versions, which can lead to serious problems
like giving the wrong treatment or accidentally sharing private information. These kinds of
mistakes can put the patient, the healthcare provider, and the facility in danger especially if
someone is harmed or if private health details are exposed. It's important to manage hybrid
records carefully to avoid these risks.
B1. At Cedar Bend Hospital, all digital parts of a patient’s medical record are automatically
saved in a system called the Apex Patient Folder. With this system, the staff doesn’t need to
upload anything manually. Information from different places is combined into one complete
digital record. The paper records are also scanned and added to the APF, then safely stored by
the Health Information and Informatics Management team to keep them protected from being
lost, damaged, or changed. The hospital keeps adult records for 10 years after their last visit and
children’s records are kept until they turn 18, plus extra time depending on the state law. Death
records on the other hand, are saved forever.
Not just in Florida, but in all facilities that store patient records, the medical records must
be clear, easy to read, and easy to access when needed. Usually, healthcare providers can charge
a reasonable fee for making copies, but they can only charge based on the actual cost of copying.
Patients are allowed to view their own medical records at any time unless a doctor believes doing
so could harm them. Legal representatives of patients can also have the right to request copies of
medical records related to their treatment. According to the Florida board of
ACCURATE AND VERIFIED
Data Analytics and Information Governance Task #3
Health Records
Western Governors University
Levi Madison Donato 012571941
June 25, 2026
, A. The three different formats of storing patient information are a paper health record, a hybrid
record, and an electronic health record. The main differences between these formats are how
easily they can be used, how safe the information is, how easily it can be changed, and how
much they cost to maintain. With paper records, they are harder to access and are less secure,
while digital records are easier to manage and offer better protection. The problem with paper
records is that, since they are handwritten, mistakes can happen, such as misspelling, unclear
handwriting, which can lead to mistakes in care and can put the patient at risk. With electronic
records, they are easier to access, more efficient when looking for certain information, and more
efficient when it comes to documenting patient information. Electronic records also save space
by reducing the need for file cabinets and physical storage that paper records would need. Even
though digital records are more commonly used now, many paper files still need to be kept for
legal reasons. Typically, the physical paper documents are scanned into and stored in the digital
system which creates what is known as the hybrid record. The hybrid record is a mixture of both
paper and electronic records. In 2011, the Centers for Medicare and Medicaid Services launched
programs to motivate healthcare providers to switch to certified EHR systems, with the goal of
improving how patient records are handled and shared. (CMS, November 6, 2024)
A1. Hybrid records, which entails both paper and electronic files, can create certain challenges
such as if a patient’s information is stored in different formats and locations, it becomes harder to
keep their medical record complete and accurate. Sometimes, parts of the record may be missed
or not included, leading to gaps in the patient’s history. By using multiple systems, it increases
the chances of data being misplaced, lost, or accessed by the wrong people. There may also be
errors or differences between the paper and digital versions, which can lead to serious problems
like giving the wrong treatment or accidentally sharing private information. These kinds of
mistakes can put the patient, the healthcare provider, and the facility in danger especially if
someone is harmed or if private health details are exposed. It's important to manage hybrid
records carefully to avoid these risks.
B1. At Cedar Bend Hospital, all digital parts of a patient’s medical record are automatically
saved in a system called the Apex Patient Folder. With this system, the staff doesn’t need to
upload anything manually. Information from different places is combined into one complete
digital record. The paper records are also scanned and added to the APF, then safely stored by
the Health Information and Informatics Management team to keep them protected from being
lost, damaged, or changed. The hospital keeps adult records for 10 years after their last visit and
children’s records are kept until they turn 18, plus extra time depending on the state law. Death
records on the other hand, are saved forever.
Not just in Florida, but in all facilities that store patient records, the medical records must
be clear, easy to read, and easy to access when needed. Usually, healthcare providers can charge
a reasonable fee for making copies, but they can only charge based on the actual cost of copying.
Patients are allowed to view their own medical records at any time unless a doctor believes doing
so could harm them. Legal representatives of patients can also have the right to request copies of
medical records related to their treatment. According to the Florida board of
