VA Healthcare - VISN 4 (VISN 4)

Issue: Veteran A and Veteran B each made independent requests for medical records. The Release of Information (ROI) clerk included the records of Veteran B with the records of Veteran A and mailed both items to Veteran A. Veteran A returned…

Outcome: ROI staff reviewed procedures for protection of woutgoing mail.

Issue: A Release of Information supervisor released an accounting of disclosure showing all medical information released on Veteran A without a properly signed release of information consent. Update: 08/28/12:Veteran A will be sent a letter offering credit protection services due to…

Outcome: Release of information supervisor was advised on the safeguarding of patient personal identifiable information. Employee's supervisor met with staff and instructed staff of the violation and the consequences. Employee will be verbally re-educated . Employees will be required to conduct…

Issue: Veteran A received Veteran B's document after an appointment. Update: 08/24/12:The document contained the Veterans name and health information. No date of birth or full ssn was disclosed. One Veteran will be sent a letter of notification.…

Outcome: Staff was educated on the proper procedure for mailing of patient information.

Issue: CRANBERRY CLINIC OUTPATIENT CLINIC CALLED ME AND STATED THAT A PATIENT CAME INTO CLINIC YESTERDAY AND INFORMED THEM THAT WHEN HE RECEIVED HIS LAB REMINDER LETTER THAT A LIST WAS INCLUDED IN THE LETTER THAT HAD ANOTHER PATIENTS FULL NAME,…

Outcome: After investigation of the incident, the PO could not find what department mailed out the incorrect information. Supervisors for primary care, call center, clinical support, and CBOC's will remind staff in a meeting or email of the importance to make…

Issue: Veteran A contacted the Pharmacy Call Center to report that she realized the bottle of eye drops had Veteran B's name on it. The prescription had been filled on 5/29/12 and mailed from Lebanon The paperwork must have been correct…

Outcome: Pharmacy staff were reminded on the importance of safeguarding personal patient identifiable information.

Issue: Veteran A called the facility and advised that Veteran B had called Veteran A on the phone and told him he had received a Compensation and Pension (C&P) exam meant for Veteran A. Veteran A knows Veteran B and went…

Outcome: No mitigation or corrective action completed. Butler and Pittsburgh VA Privacy Officers do not believe information was released by VHA, may have come from VBA. But, are not exactly sure. Are providing credit monitoring.

Issue: Employee A alleged that the supervisor of the department accessed her employee health record. Human Resource along with the Privacy Officer and the Information Security Officer reviewed the information and a fact finding was performed. It was found that a…

Outcome: Employee was provided additional education on accessing unauthorized records. Employee received disciplinary action and understood the importance of safeguarding veteran/employee information.…

Issue: Employee A alleged to have accessed 5 employee records. One of the records Employee A accessed the full name, full social security number, date of birth, home address, health insurance info, telephone number, eligibility information of veteran status. Four of…

Outcome: Employee was found to access the 5 employee records and disciplinary action was initiated by Human Resource Department. Employee was reminded on importance of need to know basis and privacy regulations.…

Issue: A social worker contacted the Privacy Officer today and stated he was taking one of the inpatients down to the Patient Funds area to obtain monies and had a paper in his pocket with patient information on it - Name,…

Outcome: Employee was reminded on importance of safeguard and securing patient identifiable information

Issue: Veteran A's wristband was put on Veteran B. The wristband contained Veteran A's name, and full SSN. Update: 08/08/12:Veteran A will receive a letter offering credit protection services.…

Outcome: PO provided Privacy Awareness Training to Imaging Staff on 8/17/2012. A Privacy Violation was issued to Service Line Mgt concerning the employee.…