HCProfs would require a user account, which should be created by the HCP(s) they are working for, to access and use eHealth. To access eHealth via different HCPs, HCProfs need to maintain separate user accounts under respective HCPs.
HCProfs should provide updated professional registration information to the eHR Office for verification.
2. Update records for eHR sharing
HCProfs should keep clear, accurate and updated clinical records of HCRs and share them to eHealth in a timely manner.
HCProfs should comply with the PD(P)O while maintaining and sharing HCRs’ health records to eHealth and make sure that the information is accurate and not excessive.
HCProfs should exercise reasonable care in handling personal information relating to other individual(s) in an HCR’s record(s). Personal information of individual(s) other than the HCR in the HCR’s clinical record(s) should not be collected and shared to eHealth unless it is deemed necessary and consent from the concerned individual has been obtained. Personal information may include name, contact information, date of birth and identity document number of the other individual(s) (e.g. HCR’s family member(s)).
HCProfs should advise an HCR to approach the HCP who provided the corresponding health information to eHealth for data correction if they genuinely doubt the correctness or accuracy of the health information in the eHR. It is advisable to document such observation in the HCR’s record(s).
HCProfs have the responsibility to assist the respective HCP in dealing with DCR for alleged incorrect information in an HCR’s clinical record(s) in a manner and within a time frame as specified under the PD(P)O and to provide an updated record to eHealth, if that information has previously been shared to eHealth.
HCProfs should exercise careful judgment in accepting or refusing a DCR from an HCR. If they are not satisfied that the information to which the request relates is inaccurate, they should inform the HCR or the requester the decision and reasons of refusal in accordance with the PD(P)O.
HCProfs should document the reasons for refusal for DCR in the HCR’s records in accordance with the PD(P)O and established DCR procedures as defined by the eHR Office.
3. Points to note before accessing a healthcare recipient's eHR
HCProfs should ensure the access to an HCR’s eHR is authorized.
HCProfs have the responsibility to exercise judgement on clinical grounds to determine whether and how much information from the HCR’s eHR should be accessed.
HCProfs should have the autonomy and professional judgment to interpret the information in eHealth.
HCProfs should only access eHR of the HCR with the latter’s expressed and informed Sharing Consent and there is a need-to-know about the HCR’s health conditions according to the roles of providing healthcare to the HCR.
HCProfs should be aware that the HCR will receive a notification from eHealth for any access to his/her eHR.
HCProfs should be aware that, for any HCR who is incapable of giving Sharing Consent to an HCP for eHR access, individual HCProf may make emergency access to the eHR of the HCR if that is of paramount importance for provision of emergency treatment to the HCR and subject to the relevant HCP’s own internal rules, if applicable. HCProfs are advised to document such access in the HCR’s record and the justification in eHealth and should be aware that such emergency access is subject to audit.
4. Points to note when viewing and using eHR
HCProfs should interpret information from eHealth with care as it may not be updated and complete. They should judge the need to verify with other sources of information, and ideally, with the HCR, especially when in doubt or inconsistency is noted.
HCProfs should not regard eHR as a substitute for personal communication with the HCR and other healthcare professionals.
HCProfs should document relevant and important decisions and discussions, if applicable, with the HCR regarding the information from eHealth (including date / time of information being created and accessed, significant findings and conclusion after discussion with the HCR).
HCProfs should be aware that they have no obligation to copy all information from eHealth into their own HCR’s records.
HCProfs should clearly indicate the source of information, date / time of the information being accessed when copying information from eHealth into the HCR’s records kept by them.
In general, reports for third parties (e.g. insurance claims or health check report) should be based on the HCProf’s own clinical records and /or assessment of the HCRs. HCProfs should exercise care in case they have to use information from eHealth for such reference.
HCProfs should exercise diligence of care in explaining any information accessed through eHealth to HCRs and not to use them for alleging challenges or criticism in whatever means to disparage or depreciate the professional skills, knowledge, services or qualification of other HCProfs and/or HCPs. HCProfs are however not prohibited from making fair and honest comments on a colleague if the professional conduct or competence may be called into question.
5. Respect confidentiality of healthcare recipient's information
HCProfs should respect confidentiality of information obtained from eHealth.
HCProfs should be aware that each access to any HCR’s eHR will be logged, monitored and audited.
HCProfs should ensure prior and express consent is obtained from the HCR before disclosure of any information obtained from eHealth to any third party.
6. Enquiries and assistance
Staff designated by HCPs as contact points may approach the eHR Registration Office for assistance via e-mail (ehr@ehealth.gov.hk) or telephone ((852) 3467 6230).
