---
name: Electronic Medical Record Permission and Archiving Management
description: Manage user permissions, authentication, and archiving procedures in an electronic medical record (EMR) system to ensure legal compliance, data integrity, and traceability. Use this skill whenever a healthcare professional interacts with the EMR for documentation, review, modification, or archival of patient records.
metadata:
  openclaw:
    emoji: "📋"
    skillKey: "electronic-medical-record-permission-and-archiving"
---

# Electronic Medical Record Permission and Archiving Management

Follow this procedure when using or managing an electronic medical record (EMR) system to ensure compliance with legal, institutional, and clinical standards.

## 1. Perform Identity Authentication
- Ensure every user has a unique identity identifier within the EMR system.
- Use a reliable electronic signature mechanism that holds equivalent legal validity to handwritten signatures.

## 2. Enforce Role-Based Permissions
- Configure system permissions for writing, reviewing, and modifying records based on user roles.
- Require that all entries by interns or probationary clinicians be reviewed, modified (if needed), and confirmed by a licensed senior clinician affiliated with the institution.
- Automatically log the identity, timestamp, operator, and full modification trail whenever a senior clinician performs edits.

## 3. Execute Proper Archiving
- Convert EMRs to archived status promptly after outpatient/ER visits conclude or inpatient discharge occurs.
- Prohibit modifications to archived records under normal circumstances.
- If exceptional post-archival modifications are necessary, obtain formal approval from the medical affairs department and preserve a complete audit trail of changes.
- Digitize non-electronic documents (e.g., informed consent forms, implant barcode labels) for inclusion in the EMR; retain physical originals separately per institutional policy.

## 4. Maintain Required Retention Periods
- Retain outpatient/ER EMRs for at least 15 years from the date of the patient’s last visit.
- Retain inpatient EMRs for at least 30 years from the date of the patient’s last discharge.