Desert Pacific Healthcare Network (VISN 22)

Issue: Eligibility form letters were being mailed out to Veterans to update their financial information. An automated machine is used to mail the letters and the letter mailed to one Veteran contained the letters for three other Veterans. All of the…

Outcome: Training has been held with the mailroom staff who operate the sorting machine used for mass mailings to ensure the settings on the machine are set properly prior to running a large batch of mailings.

Issue: On 06/29/12, VA Employee A from occupational health placed a letter containing patient lab results, full name, and full SSN on the clinic door inbox. Employee A placed the letter in the box so VA Employee B could mail the…

Outcome: Privacy Officer provided education and training to the individual responsible for the violation.

Issue: Veteran A received a letter from the facility and it contained the OBGYN referral letter for Veteran B. Update: 06/21/12:Veteran B will be sent a notification letter.…

Outcome: Provided training to the release of information staff on the proper handling of mail containing VASI

Issue: Veteran A reported and returned Veteran B medication paperwork that was mistakenly put in Veteran A's medication package. Personally Identifiable Information (PII) included name, address, and type of medication. Update: 06/14/12:Veteran B will be sent a notification letter.…

Outcome: Employees reminded to use caution when mailing out Rx medicaiton and paperwork. Notification letter mailed and uploaded on June 15, 2012.…

Issue: Veteran A received Veteran B's medication bottle contained in Veteran A package via the mail. The information disclosed was Veteran B's name and name of medication. Update: 06/05/12:Veteran B will be sent a notification letter.…

Outcome: Unknown who mailed out the medication - staff reminded to be careful when filling Rx medication. Notification letter mailed 6/5/12 and uploaded.…

Issue: A Veteran who is an employee of VBA had requested documents from our facility. The documents were mailed to the Veteran employee's home address. The information that was visible through the address window was the Veteran's full SSN and address.…

Outcome: Training was held with staff on the appropriate procedures for mailing VASI.

Issue: A VA employee took the applications and medical records for five applicants to the VA Summer Sports Clinic home with them. The information was left in the employee's car. The employee's car was broken into and the information was stolen.…

Outcome: Training was held with the staff to educate them on the proper handling and transportation of VASI.

Issue: Veteran A recieved Veteran B's appointment card and lab results, with type of medication, and appointment date/time. The Veterans had the exact name (first, middle, and last name). The employee failed to check the social security number to ensure the…

Outcome: Unable to determine which employee sent the appointment card to the wrong Veteran. Upon investigation the Veteran had the exact name, however the employee failed to verify the SSN prior to mailing. Employees reminded during staff meetings to ensure verification…

Issue: A VA employee has reported that another VA employee has viewed his personal VA medical record. The access has been confirmed by report ran by ISO. ISO is contacting manager to verify that the access was inappropriate. Update: 05/17/12:One employee…

Outcome: The AIB concluded and found among other charges that the employee did access co-workers records without authorization or a need to know. Due to other charges found against the employee, sanctions included all charges and not this specific charge. Credit…

Issue: There was a mismailing from the VA San Diego Healthcare System. A mailing was sent to Veteran A and was reported to the Northern Arizona Health Care System Privacy Officer by Veteran B who received the information. The data was…

Outcome: Trained staff responsible for the error on the proper handling of mail containing VA sensitive information