Desert Pacific Healthcare Network (VISN 22)

Issue: An Employee found 3 patient ID stickers in the #3 stairwell. These are the stickers used on pt charts, lab samples, etc. Stickers contain full pt name, DOB and SSN. Pts seem to be from SDS. Update: 02/28/11:Three Veterans will…

Outcome: The Service Chief e-mail and instructed all Operating Rating staff to safeguard patient sticker.

Issue: On 2-16-2011, Analyzation/Transcription found patient medication list (total of 3 pages) in the outpatient elevator. The paper is found at the elevator rail. There was no one else beside the supervisor present. Update: 02/17/11:Veteran A will receive a notification letter.…

Outcome: After a search, the documents were located in the locked fax room. No privacy breach noted. PO called and notified Veteran of outcome. He was happy with outcome.…

Issue: On 02/11/11, the Alternate Privacy Officer (PO) received an anonymous phone call reporting a suspected unauthorized access to medical record for 2 deceased VA employees. The caller suspected someone was accessing the deceased VA employees' records without the appropriate authorization…

Outcome: HIPAA notification letter is hand-delivered to the Next of Kin by the Associate Director. Appropriate action is taken by Human Resources Office. All evidences/documents are provided to Human Resources.…

Issue: Patient A reported he found underneath his label affixed to his medication bottle Patient B label. PII disclosed was Patient B full name and type of medication only. Patient A returned the bottle back to VA who issued a new…

Outcome: The medication bottle was a return to stock and the label was not removed in error. While filling another prescription, a Pharmacy Technician placed another Veterans label over the one on the bottle. The bottle was returned by the Veteran…

Issue: An employee/timekeeper noticed an envelope with W2's and E&L's (Earnings and Leave Statement) were missing from her desk and have not been recovered. Update: 03/07/11:The PO advise that 3 employees E&L Statements and W2's are missing. In addition, 4 other…

Outcome: The department has taken steps to ensure that all the W2's and T&L's are locked in the supervisors office in a locked drawer and are never to be left unattended.

Issue: On February 3, 2011, Release of Information Office received a returned Fedex box. The box contained a Veterans medical records (total of 551 pages). The records were divided and placed in two manila envelopes. Upon opening the returned Fedex box,…

Outcome: credit monitoring letter

Issue: On 02/02/11, an employee reported that a laptop connected to an electromyography (EMG) device at the West LA campus was stolen. The laptop was not encrypted because it was connected to a medical device. The laptop was last seen on…

Outcome: Resolution: The Director, Acquisition & Material Management and the VA Police were notified by the ISO that the department reported a stolen laptop. The ISO has ensured that the staff are aware of our security policies and procedures and have…

Issue: Allegation of improper access to the electronic health record. Update: 05/24/11:VA employee accessed another employee's record without need to know, therefore Employee B will receive a letter offering credit protection services.…

Outcome: 05/31/11:Administrative action being taken with employees responsible.

Issue: Air Force personnel found VA outgoing mail in parking lot on an Air Force base with a joint VA and Air Force hospital. Nine unopened and sealed envelopes with patient name and address and two interoffice envelopes with eight Veteran…

Outcome: Eight credit monitoring letters sent; supervisor counseled employee on safeguarding sensitive information while conducting mail runs including reminding all employees in the department. Employees were did not properly transport sensitive information via interoffice mail was counseled on the proper method…

Issue: A Santa Maria Psychiatrist mis-mailed a disability form containing SSN, telephone number, health information, date of birth, and address to the incorrect veteran. Update: 01/95/11:Veteran will receive a letter offering credit protection services.…

Outcome: A credit monitoring letter has been mailed to the veteran. The employee reported it and will take additional steps to separate the forms prior to mailing to veterans.