South Central VA Health Care Network (VISN 16)

Issue: The RN on duty discovered patient lab labels in the trash can. The labels contained the patients' name and full SSN. Update: 07/20/12:One Patient will be sent a letter offering credit protection services due to full name and full SSN…

Outcome: Lab supervisor provided additional in-service education to all laboratory staff regarding improper handling and disposal of labels with PII.

Issue: Veteran A received his appointment letter and appointment letters for Veterans B and C. Recovery of the mismailed letters of Veterans B and C is underway. The letters contained Veterans B and C's name, address and diagnoses. Update: 07/16/12:Veterans B…

Outcome: Re-enforced the need for attention to detail and an examination of current quality control measures.

Issue: Both Veteran A and Veteran B came in for Lab draws on 07/05/12. Veteran A requested a list of his appointments. Veteran A was given a copy of Veteran B's appointments. Veteran A never realized that he had the wrong…

Outcome: The Supervisor at the CBOC reeducated all staff at the Staff meeting about being more careful with patient information

Issue: Release of medical history found in smoke area that contained diagnosis, medication list full name of patient and DOB and full SSN. Update: 07/12/12:According to the Privacy Officer (PO) it is undetermined who left the information, so erring on the…

Outcome: Employees are aware of procedure to follow when patient documentation is found in public area.

Issue: The Patient Advocate brought medical records to the Privacy Officer. He received the medical records from Veteran A, which were mailed to him on 07/04/12 by the Release of Information office. The records belonged to Veteran B. Update: 07/09/12:Veteran B…

Outcome: Supervisor addressed issue and double checking work before mailing out patient information.

Issue: A Release of Information (ROI) clerk mailed out medical records with two other Veterans' lab results included. The lab results contained the Veterans' names, addresses, full SSNs and protected health information (PHI). Update: 07/06/12:Both Veterans whose information was disclosed will…

Outcome: Supervisor of the CBOC spoke to the employee about being more careful with Veterans PHI.

Issue: A VA employee accessed a relative's electronic medical record remotely. Update: 06/26/12:Veteran A will be sent a letter offering credit protection services.…

Outcome: ISO turned off access.

Issue: Veteran A reported to the Release of Information (ROI) office today and returned medical records belonging to Veteran B. Veteran A received Veteran B's information on 04/25/12. Veteran A became aware of having Veteran B's information during the drive home…

Outcome: Employee to received appropriate disciplinary action for incident and required to re-take HIPAA Privacy Training TMS course.

Issue: Reported to the Privacy Officer by the Records Manager. A Nursing home patient with diagnosis of dementia was approached by stranger while in Extended Care Building. The stranger reported gave him rolled up dollar bills and asked him to hold…

Outcome: CML sent to patient 07/26/12. Redacted CML uploaded this date.…

Issue: A Veteran called to say he had received another Veteran's x-rays (on a CD). He will return the CD on Monday, 06/18/12. Update: 06/18/12:Due to full SSN being disclosed, Veteran B will be sent a letter offering credit protection services.…

Outcome: ROI of information clerk was counseled by the Chief of HIMS and her immediate supervisor. Was also provided one-on-one Privacy Act Refresher trainining.…