C.W. Bill Young VA Medical Center

Issue: On 04/24/15, a Business Office Service (BOS) employee reported that 64 Veteran authorizations for December were unable to be found. The BOS is conducting a search to locate the documents.

Outcome: 05/04/15: The Privacy Officer reported that two authorizations were found and accounted for. The BOS is continuing to search for the remaining 62 authorizations. 05/12/15: Two more authorization has been found, which leave 60 unaccounted for. 05/18/15: The Incident Resolution…

Issue: The Privacy Officer (PO) conducted an audit on requests that were closed in Document Storage Systems (DSS) Release of Information (ROI) as other-non disclosure to ensure they were processed in accordance with VHA Handbook 1605.1. A total of 70 requests…

Outcome: 05/01/15: The Incident Resolution Service Team has determined that 11 Veterans will be sent letters offering credit protection services.…

Issue: In response to a request from a non-VA provider for medical records, a Release of Information (ROI) clerk redacted 7332 information from a Veteran medical record and faxed the information. The request and redacted documents were sent to the Privacy…

Outcome: 04/10/15: The Incident Resolution Service Team has determined that Veteran B will be sent a U.S.C. 7332 notification letter due to U.S.C. 7332 Protected Information being disclosed.…

Issue: It was reported by the Chief Business Officer that the VA is unable to locate 51 authorizations from November. A search is being conducted.…

Outcome: 04/03/15: The Release of Information Office received the authorizations. They were logged into the system for processing, but they are unable to find them at this time. The Chief, Business Office Service believes they may be misfiled or in a…

Issue: Veteran A was given Veteran B's echocardiogram report by the Release of Information (ROI) office. An hour later, Veteran A returned the echocardiogram to VA custody. Veteran A stated he saw "female" at the top of the page and did…

Outcome: 04/01/15: The Incident Resolution Service Team has determined that Veteran B will be sent a letter offering credit protection services.…

Issue: Veteran A reported in a Speak to the Director memo that he requested copies of his medical records from Release of Information (ROI) in October 2014 and as of today has not received the records. ROI tracking shows the records…

Outcome: 03/26/15: The Incident Resolution Service Team has determined that Veteran A will be sent a HIPAA notification letter due to Protected Health Information (PHI) being disclosed.…

Issue: Release of Information (ROI) was conducting an internal inspection of processed requests. It was identified that Veteran A's medical records which included USC 7332 protected health information was disclosed to a non-VA healthcare provider without the proper authorization.…

Outcome: 03/25/15: The Incident Resolution Service Team has determined that Veteran A will be sent a U.S.C. 7332 notification letter due to U.S.C. 7332 Protected Information being disclosed.…

Issue: A VA employee processing Release of Information (ROI) requests reports consents cannot be found. The Privacy Officer (PO) requested the number of documents from the service.

Outcome: 03/23/15: The Incident Resolution Service Team has determined that there was a policy violation. No data breach has occurred. 04/20/15: Three of 28 authorizations were found. The PO has stated that the authorizations do contain full name and full SSN.…

Issue: Veteran A reported that while reviewing their record in MyHealtheVet they discovered information unrelated to them. One progress note contained the full name and medical documentation related to Veteran B. The Privacy Officer (PO) has requested that the record be…

Outcome: Data not available.

Issue: Employee A's competency folder including his recent proficiency report and performance award information was misplaced by their supervisor. The employee's supervisor was taking the folder from one clinic to another and did not properly safeguard it. It is believed that…

Outcome: 03/06/15: The Incident Resolution Service Team has determined that employee A will be sent a letter offering credit protection services.…