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| Electronic health records can improve access to patient information, but strong privacy, security and governance protections are essential. |
A patient arrives at an emergency department unable to remember the name of a medicine they take regularly. The healthcare team needs to know whether the patient has allergies, a long-term medical condition or a history of previous treatment.
When this information is stored only in a paper file at another hospital, obtaining it may take hours or may not be possible at all.
Electronic health records are designed to reduce this kind of information gap.
An electronic health record can give authorised healthcare professionals access to important patient information when it is needed. It may contain previous diagnoses, laboratory results, prescriptions, allergies, immunisation records, clinical notes and treatment plans.
However, putting sensitive health information into digital systems also creates important questions. Who can access the information? How securely is it stored? Can different hospitals exchange it? What happens when the system fails or inaccurate information is entered?
Understanding both the benefits and risks of electronic health records is essential as healthcare becomes increasingly digital.
What Are Electronic Health Records?
Electronic health records, commonly called EHRs, are digital records containing information about a patient’s health and healthcare over time.
An EHR may include:
Personal and demographic information
Medical history
Diagnoses
Prescribed medicines
Allergies
Immunisation history
Vital signs
Laboratory and diagnostic test results
Radiology reports and images
Clinical notes
Treatment plans
Referrals
Hospital admissions and discharge information
Billing or insurance information
Unlike a paper record kept in one filing room, an EHR can potentially be accessed by authorised healthcare professionals from different departments or healthcare facilities.
The Office of the National Coordinator for Health Information Technology describes an EHR as a real-time, patient-centred digital record that makes health information available securely to authorised users. It may bring together information from hospitals, clinics, laboratories, pharmacies and other services involved in a person’s care.
What Is the Difference Between an EHR and an EMR?
The terms electronic health record and electronic medical record are sometimes used as though they mean exactly the same thing. They are closely related, but there is an important difference.
An electronic medical record, or EMR, is usually the digital version of the patient record maintained within one hospital, clinic or medical practice.
An electronic health record, or EHR, is intended to provide a broader and more complete account of the patient’s health across different providers and care settings.
For example, a private clinic may maintain an EMR containing records of the treatment it has provided. A properly connected EHR could combine that information with laboratory results, hospital admissions, prescriptions and care received elsewhere.
In practice, the terms may still be used differently across countries and healthcare organisations.
How Electronic Health Records Work
When a patient receives care, an authorised healthcare worker enters relevant information into the electronic system.
A doctor may document symptoms, examination findings and a diagnosis. A nurse may enter vital signs or treatment information. A laboratory may upload test results. A pharmacist may record the medicines dispensed.
Depending on the system, the EHR may also:
Flag a known medicine allergy
Warn about possible drug interactions
Display previous test results
Generate prescriptions
Schedule follow-up appointments
Send appointment reminders
Support referrals
Track immunisations
Produce clinical or public-health reports
Allow patients to view parts of their records through a secure portal
A well-designed EHR does more than store documents. It helps organise information so that it can support decisions, communication and continuity of care.
The Main Benefits of Electronic Health Records
1. Faster access to patient information
One of the most important benefits of electronic health records is the ability to retrieve information quickly.
Healthcare professionals may be able to see a patient’s medical history, current medicines, allergies and recent test results without searching through shelves of paper files.
This can be particularly valuable during emergencies, referrals or treatment outside the patient’s usual facility.
Fast access does not automatically guarantee good care, but it gives healthcare workers a stronger information base for making decisions.
2. Better coordination between healthcare providers
Patients may receive care from several professionals, including doctors, nurses, pharmacists, laboratory scientists, physiotherapists and specialists.
When these professionals use disconnected records, important information may not reach everyone involved.
An interoperable EHR can help different providers see relevant information and coordinate their work. This can reduce unnecessary repetition and make transitions between primary care, specialist care and hospital treatment more organised.
Research examining EHR interoperability has found benefits for medication safety, patient-safety events and some aspects of healthcare cost, although effects on time savings and clinical workflow have been mixed.
3. Fewer avoidable medical errors
Electronic health records can reduce some errors associated with incomplete records, illegible handwriting or missing information.
For example, an EHR may alert a prescriber when:
A patient has a documented allergy
Two medicines may interact
A medicine has already been prescribed
A laboratory result requires attention
The proposed dose falls outside the expected range
These alerts do not replace professional judgement. They provide additional information that clinicians can consider before making a final decision.
Electronic systems can also create new errors when information is entered incorrectly, copied without proper review or presented through a confusing interface. Technology therefore needs to support careful clinical practice rather than encourage automatic decision-making.
4. Reduced duplication of tests
A patient may undergo a laboratory test or medical scan at one facility and then be asked to repeat it elsewhere because the result cannot be found or transferred.
When records are shared appropriately, healthcare professionals may be able to review recent results before ordering another test.
Reducing unnecessary repetition can save time and money while avoiding inconvenience for patients. However, a test may still need to be repeated when the earlier result is outdated, unreliable or unsuitable for the current clinical question.
5. Greater patient participation
Some EHR systems include patient portals that allow people to:
View test results
Review prescribed medicines
Check appointment dates
Request prescription renewals
Read clinical summaries
Send secure messages
Download parts of their records
Access to this information can help patients understand their health and prepare questions for their healthcare providers.
Patients may also identify incorrect information, such as an outdated medicine or a wrongly recorded allergy.
However, access must be accompanied by clear explanations. A laboratory result shown without context may confuse or unnecessarily worry a patient.
6. More efficient administration
Electronic records can support appointment scheduling, billing, reporting, referrals, prescription management and other administrative processes.
This may reduce repeated data entry and make it easier to retrieve records.
The result depends heavily on system design. A poorly designed EHR can increase the number of screens, clicks and forms healthcare workers must complete. Instead of reducing administrative work, it may simply convert paper-based bureaucracy into digital bureaucracy.
7. Better public-health information
EHR data can support more than individual patient care.
When managed responsibly, appropriately anonymised or protected health information can help public-health authorities understand:
Disease patterns
Vaccination coverage
Maternal and child health outcomes
Medicine use
Treatment outcomes
Outbreaks
Healthcare utilisation
Gaps in service delivery
This information can support planning, surveillance, research and allocation of health resources.
For example, health information systems may help identify communities with low immunisation coverage or healthcare facilities experiencing an unusual rise in a particular illness.
The purpose of collecting information should be clear, and identifiable patient data should not be used carelessly simply because it is available digitally.
Electronic Health Records and Artificial Intelligence
Electronic health records are becoming increasingly important to the development of artificial intelligence in healthcare.
AI tools may analyse health records to help identify patterns, predict clinical risks, summarise notes or support diagnostic and treatment decisions.
You can read more about the wider applications in How Artificial Intelligence Is Changing Healthcare.
WHO has described EHRs as a foundation for advanced analytics, clinical decision support, population-health management and more personalised care. However, WHO also warns that combining AI with health records introduces concerns about data quality, transparency, bias, privacy and unequal access.
This issue is especially important in African health systems. AI models developed mainly with data from Europe, North America or Asia may perform differently when applied to African populations.
The related AnjKreb article, Artificial Intelligence in African Healthcare: Benefits, Risks and the Future of Care, examines how digital infrastructure, local data, regulation and human oversight will influence the safe use of AI across the continent.
AI is only as dependable as the information used to develop and operate it. Incomplete, inaccurate or biased electronic records can produce misleading AI recommendations.
The Main Risks of Electronic Health Records
1. Patient privacy breaches
Health records contain some of the most private information about a person.
They may reveal diagnoses, medicines, pregnancies, mental-health information, infectious-disease status, disabilities, genetic information or other details that a patient does not want disclosed.
A privacy breach may occur when:
An employee views a record without a valid reason
Login details are shared
Records are sent to the wrong person
Information is displayed on an unsecured device
A third party receives data without appropriate authority
Staff discuss patient information where others can hear
Data are collected or reused without meaningful consent
Digitising records does not remove the professional and ethical obligation to maintain confidentiality. It makes access easier, which means access controls and accountability must become stronger.
2. Cybersecurity attacks
Hospitals and health information systems can be targeted by hackers, ransomware and other cyberattacks.
An attack may expose patient information, prevent staff from accessing records or disrupt essential services.
Security measures should include:
Strong passwords and multifactor authentication
Encryption
Access based on job responsibilities
Regular software updates
Secure backups
Staff cybersecurity training
Monitoring of unusual activity
Incident-response plans
Regular security assessments
Cybersecurity is not only an information-technology issue. When healthcare workers cannot access medication histories, laboratory results or treatment plans, a digital attack can become a patient-safety emergency.
3. Incorrect or incomplete information
An EHR can quickly distribute incorrect information across several departments or facilities.
An error may result from:
Selecting the wrong patient
Entering the wrong dose
Copying old notes
Failing to update a medicine list
Using an incorrect diagnostic code
Uploading a result to the wrong record
Leaving important fields incomplete
Healthcare workers should confirm critical information instead of assuming that everything displayed in the record is correct.
Patients should also have a clear process for requesting correction of inaccurate information.
4. Poor interoperability
Interoperability means that different systems can exchange information and use it correctly.
Two hospitals may both have electronic records but still be unable to share data because their systems use different technical standards, patient identifiers or formats.
Even when information can be transferred, it may lose meaning. For example, a medicine, diagnosis or laboratory result may be coded differently by another system.
Without interoperability, healthcare organisations can end up with separate digital silos. The records are electronic, but the fragmentation of paper-based care remains.
Interoperability is therefore one of the most important features of a useful EHR system, not an optional technical extra.
5. System failures and downtime
Electricity interruptions, network failures, damaged servers, software errors and cyber incidents can make electronic records temporarily unavailable.
Healthcare facilities need downtime procedures explaining how staff should:
Identify patients
Document care
Prescribe medicines
Access essential information
Manage laboratory requests
Restore information after the system returns
This is especially important in settings where electricity and internet connectivity are unreliable.
A health facility should not abandon all paper-based contingency planning simply because it has installed computers.
6. High implementation and maintenance costs
Introducing an EHR requires more than purchasing software.
Healthcare organisations may need to invest in:
Computers and other equipment
Reliable electricity
Internet connectivity
Data storage
Cybersecurity
Staff training
Technical support
Software licences
System upgrades
Data migration
Maintenance
The system may also reduce productivity temporarily while staff learn new workflows.
Underfunded projects may install an EHR without providing the long-term resources needed to keep it secure and functional.
7. Increased workload for healthcare workers
Electronic documentation can improve organisation, but it can also consume a large amount of clinical time.
Healthcare workers may have to navigate complicated menus, complete repetitive fields or respond to too many alerts.
Excessive documentation can reduce the time available for direct interaction with patients and contribute to frustration or burnout.
Good EHR implementation should involve the people who will use the system. Doctors, nurses, pharmacists, laboratory personnel, records officers, managers and patients may identify problems that software developers overlook.
Electronic Health Records in Africa
Electronic health records could strengthen healthcare delivery across Africa, but implementation conditions vary considerably.
Some hospitals operate advanced digital systems, while others still depend entirely on paper records. Some use a combination in which information is first recorded on paper and later entered into a computer.
Major challenges may include:
Unreliable electricity
Weak internet connectivity
Limited funding
Shortages of trained health informatics personnel
Fragmented software systems
Poor maintenance
Lack of shared standards
Weak cybersecurity capacity
Unclear data-governance arrangements
Dependence on donor-funded platforms
Difficulty sustaining systems after a project ends
There are also questions about who owns and controls health data collected through systems developed by private companies, donors or international partners.
African countries need digital health systems that respond to local healthcare priorities and infrastructure. Simply importing a system designed for a well-resourced hospital may not produce the same results in a rural primary healthcare centre.
Systems may need offline functions, low-bandwidth designs, local technical support, clear national standards and sustainable financing.
What Makes an EHR System Trustworthy?
A trustworthy electronic health record system should be:
Secure
Information should be protected against unauthorised access, alteration, disclosure and loss.
Accurate
The system should support complete and correct documentation while allowing errors to be identified and corrected.
Interoperable
Authorised providers should be able to exchange and interpret information across appropriate systems.
Reliable
The system should function consistently and have backup procedures for interruptions.
Usable
Healthcare workers should be able to complete essential tasks without unnecessary complexity.
Patient-centred
Patients should understand how their information is collected, used and protected. Where appropriate, they should be able to access their records and request corrections.
Accountable
The system should record who accessed or changed information. Improper access should be investigated and addressed.
Inclusive
Digital systems should not exclude patients because of disability, language, location, income or limited digital literacy.
What Patients Should Know About Their Digital Health Records
Patients can take several practical steps to understand and protect their information:
Ask how the healthcare facility stores and shares records.
Review medicine lists and allergies for mistakes.
Use strong, unique passwords for patient portals.
Avoid accessing sensitive records through unsecured public devices.
Be cautious about health applications requesting access to medical information.
Report suspected errors or unauthorised access.
Ask which organisations may receive the information and why.
Keep personal copies of important test results and treatment summaries where appropriate.
Patients should not be expected to carry the entire responsibility for data security. Healthcare organisations and technology providers have the greater duty to build and maintain safe systems.
Why Electronic Health Records Matter
Electronic health records matter because healthcare depends on information.
A clinician cannot make a sound decision when important details are missing. A public-health programme cannot respond effectively when data arrive months late. A patient cannot participate fully in care when they have no access to their own information.
A well-designed EHR can make care more connected, efficient and informed. It can support clinical decisions, reduce avoidable duplication and provide useful information for public-health planning and research.
But an EHR is not automatically beneficial simply because it is digital.
Poorly designed systems can create new errors, increase healthcare-worker workload, expose private information and deepen inequality between well-connected and underserved communities.
What this really means is that electronic health records must be treated as part of the healthcare system, not merely as computer software.
Their success depends on good governance, reliable infrastructure, trained healthcare workers, cybersecurity, common data standards, patient involvement and continuous quality improvement.
The goal should not be to replace paper at any cost. The goal should be to give patients and healthcare professionals accurate, secure and useful information that supports better care.
Frequently Asked Questions
Are electronic health records the same as electronic medical records?
Not exactly. An electronic medical record commonly contains information from one healthcare organisation, while an electronic health record is intended to combine information across multiple providers and care settings.
Can patients access their electronic health records?
This depends on the healthcare system, facility and applicable laws. Some systems provide secure patient portals, while others require patients to submit a formal request.
Are electronic health records completely secure?
No digital system is completely free from risk. Strong cybersecurity, access controls, staff training, monitoring and backup systems can substantially reduce the risk.
Can an EHR replace a doctor?
No. An EHR stores and organises health information and may provide decision-support tools. Diagnosis and treatment still require qualified healthcare professionals and appropriate clinical judgement.
Who should be allowed to view an EHR?
Access should normally be limited to authorised individuals who need the information for legitimate healthcare, administrative, legal or approved public-health purposes.
What happens when incorrect information appears in an EHR?
The patient or healthcare worker should report the error through the facility’s correction process. The record should be reviewed and corrected without improperly deleting information that must remain for clinical or legal accountability.
References
Office of the National Coordinator for Health Information Technology. Electronic Health Records and Their Benefits. Updated December 10, 2025.
World Health Organization Regional Office for Europe. Electronic Health Records in the Age of AI. October 8, 2025.
Li E, Clarke J, Neves AL, Ashrafian H, Darzi A. Electronic health records, interoperability and patient safety in health systems. Journal of Medical Internet Research. 2022.
Alomar D, et al. The impact of patient access to electronic health records on health outcomes and healthcare quality. 2024.
World Health Organization. Digital Health. WHO describes digital health as a potential tool for improving the efficiency, affordability, sustainability and equity of health systems.
Medical and Information Disclaimer
This article is provided for general education and public-health information. It does not replace medical advice, diagnosis, treatment, legal advice or professional cybersecurity guidance. Policies governing electronic health records and patient-data protection vary between countries and healthcare organisations.
Author
Adeyinka Joseph Alonge is a public health professional, researcher and writer with interests spanning health, science, technology, personal development and practical knowledge for everyday life.
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