Electronic medical records (EMRs) are gradually changing how healthcare providers store medical information and how insured individuals access medical documents. Instead of keeping large volumes of paper records, insured individuals may receive laboratory results, prescriptions, hospital discharge certificates, and other relevant documents in electronic format.

However, having electronic records does not eliminate the requirements for completeness, authenticity, and data security. In particular, when using medical documents to submit health insurance claims, insured individuals should understand the types of documents they hold and how to share them securely.

1. How Do Electronic Medical Records Differ from Paper Medical Records?

2. Do Electronic Medical Records Make Health Insurance Claims Easier?

Electronic records can make it easier for insured individuals to store medical documents, submit claims and provide supplementary information. However, digitization does not reduce the information required by insurers to assess a claim.

Depending on the insurance product, policy terms and each insurer's claims procedures, the required documents may include:

- Medical examination and treatment records showing the diagnosis and course of treatment.

- Prescriptions, treatment instructions, laboratory results and diagnostic imaging reports.

- Hospital discharge certificates, medical summaries or surgical records, where applicable.

- Invoices, itemized bills and proof of payment, as required.

- Additional documents necessary to verify eligibility for insurance benefits.

The key requirement is that electronic records must remain complete and verifiable. If an insurer accepts electronic documents bearing valid digital signatures, insured individuals may submit the original electronic files in accordance with the insurer's instructions, rather than automatically printing them out.

Nevertheless, acceptance depends on the type of document and the insurer's procedures. In certain circumstances, an insurer may still require original documents, legally valid copies or supplementary evidence for verification.

Before submitting a claim, insured individuals should therefore check the applicable document requirements under their policy and consult the insurer or insurance broker if they are unsure which types of electronic documents are acceptable.

3. Protecting Electronic Medical Records: Best Practices

Health information is sensitive personal data that must be protected carefully. Electronic records can reduce the risk of losing physical documents, but they also introduce risks if accounts or medical files are accessed without authorization.

Insured individuals should follow these four principles:

- Download and retain necessary documents whenever possible.

Prioritize downloading official electronic files directly from the healthcare provider's application or online portal. If downloading is not available, ask the healthcare provider how to obtain an official electronic copy or a legally valid copy. Keep a backup in a secure location to facilitate future insurance claims.

- Never share login credentials.

Do not disclose passwords, one-time passwords (OTPs) or access to healthcare applications or electronic identity accounts simply to allow someone else to retrieve medical records on your behalf. If assistance from a family member is needed, use the official procedures provided by the healthcare provider.

- Share only the documents required.

Avoid sharing your entire medical history if the claim only concerns a specific episode of treatment.

- Check where documents are stored and who receives them.

Protect devices with passwords or biometric authentication, avoid storing medical records on shared devices, and verify the recipient's details before sending any files. When using sharing links, prioritize links with restricted access permissions or expiration dates, where supported by the system.

4. How Should Insured Individuals Prepare?

Preparing medical documents from the time of treatment can reduce delays caused by requests for additional information later. Insured individuals should therefore:

- Ask the healthcare provider how to obtain and download official electronic medical documents.

- Check the documents required under their policy benefits and claims procedures.

- Organize and retain documents for each episode of treatment, including examination results, prescriptions, invoices and related supporting documents.

- Never alter the contents of original files. If a document contains errors or is incomplete, request that the healthcare provider reissue or supplement it.

- Contact their human resources department, insurer, or insurance broker to confirm which document formats are accepted when necessary.

Conclusion

Electronic medical records represent an important advancement in healthcare information management. However, their practical value depends on accessibility, document completeness, authentication, and the security of information sharing.

For health insurance, the appropriate approach is not to assume that electronic records will replace paper documents in every situation but to retain the correct documents, protect health information, and confirm the insurer's documentation requirements in advance.

Indochine can support employers and employees by clarifying claims procedures, assisting with document preparation, and coordinating with insurers to help make the claims settlement process clearer and more convenient.