South Central VA Health Care Network (VISN 16)

Issue: Veteran A reported receiving the laboratory results of another Veteran with his appointment letter. Returned lab results to Privacy Officer (PO). Lab results contain Veteran B's full name, full SSN, lab results, DoB. Update: 10/02/12:Veteran B will be sent a…

Outcome: Unable to identify the clerk that sent the appt letter, however, notified the clinic to include in next department meeting a reminder the importance of double checking mail outs to assure mismailings do not occur.

Issue: Veteran A received a letter from the VA with Veteran B's consult sheet included. It included: full name, full SSN, address, home phone, diagnosis, service connection rating, DoB. The letter that Veteran A received was for care in the Oklahoma…

Outcome: Please transfer this ticket to Oklahoma City VA Medical Center for further action. Unable to determine who mailed letter.…

Issue: A facility received a call from a Veteran (Veteran A) who received two appointment letters attached to his that belonged to two other veterans (Veterans B and C). Update: 11/01/12:Veterans B and C will be sent HIPAA letters of notification.…

Outcome: The veteran who received them returned them at his next appointment. The letters had neither full SSN or date of birth. They contained name and address, appointment times and clinic information.…

Issue: Recieved a call from Veteran A that she received the Fee Basis Referral form of another Veteran. Requested that Veteran A to return infomation to the Privacy Officer. Update: 10/1/12:Two (2) Veterans will receive letters offering credit protection services due…

Outcome: Employee's supervisor has been provided with a letter from the PO confirming the privacy violation and requested to take the appropriate corrective action. The action will include retaking VA10203 training.…

Issue: Patient presented for procedure and in the preparation area the wrong patient's armband was placed on the Veteran. It was noted when the Veteran was in the Recovery Area Update: 09/26/12:Patient B will be sent a letter offering credit protection…

Outcome: ED is considering additional changes in process. Appropriate actions being taken and coordinated with HRMS.…

Issue: A VA Utilization Review (LR) resident contacted the Central Arkansas Veterans Healthcare System (CAVHS) Police to report a bag found in his driveway that contained a CAVHS ID badge. The individual brought the bag to Police Service. The employee was…

Outcome: PO has worked with Acting Service Chief regarding this incident. Changes are occurring in process and appropriate actions being taken. Letters went out to the 36 individuals last week as noted by the attached redacted letter.…

Issue: A Patient Service Assistant received a call from a Veteran informing her that he accidentally picked up his Doctor's schedule along with his orthopedic exercise sheet. The schedule sheet includes patient full names, phone numbers, and diagnosis. Update: 09/26/12:18 patient…

Outcome: Employee has been counsel regarding privacy issue.

Issue: Employee reported receiving in the interoffice mail a envelope that was returned from the post office as undeliverable. The envelope was address to an employee and instead of a street address the SSN was listed and then the city and…

Outcome: Provided supervisor with confirmation letter of privacy incident for appropriate corrective action.

Issue: Veteran was seen in an area with another Veteran with similar diagnosis and discharge within 3-5 minutes of each other. On 09/21/12 Veteran A returned paperwork on Veteran B and requested his discharge paperwork. Update: 09/21/12:Due to full SSN and…

Outcome: Letter has gone out to Veteran. Staff have implemented additional procedures trying to eliminate such incidents. Staff receiving appropriate action. Coordinating with HRMS. See attachment.…

Issue: Patient A arrived at a unit with 1 armband and left the area with 2 armbands on. They received Patient B's armband, too. Update: 09/21/12:Veteran B will be sent a letter offering credit protection services.…

Outcome: Please see letter dated 102412 scanned into system.. Appropriate actions taken.