VA Heartland Network (VISN 15)

Issue: Incident Summary: VAMC Privacy Officer processed valid Release of Information (ROI) request 10-5345 for release of deceased Veterans medical record to a Law enforcement (Police) department. The valid HIPAA authorization for ROI to the city Police Department was made by…

Outcome: Privacy Officer has requested and received positive assurance from City Police Department Detective that VA Patient Medial Records (deceased) containing protected health information under U.S.C. 7332 will be returned to the VA. City Police confirmed the records remained in their…

Issue: It was reported a Social worker sent an Advanced Directive Form to a nurse in need of one. The form was partially completed, but thought to be the blank VA 10-0137 Form; therefore was sent via unencrypted email. Upon receiving…

Outcome: Privacy training was provided for those involved as well as instructed forms can be located on the Publications website: & specifically where VHA 10-0137 form could be found. Supervisors were notified of event & to work /c HR for any…

Issue: A Patient Benfits clerk found a Veteran's paperwork on a chair in a waiting room. Update: 11/08/12:One Veteran will be sent a letter offering credit protection services.…

Outcome: Credit protection letter sent to affected Veteran. Paperwork was left by Veteran. Veteran contacted to pick up paperwork from Privacy Office.…

Issue: Veteran A's medical information destined for attorney's office was erroneously mailed to Veteran B. Upon discovery, the recipient of the information immediately returned it to the VA. Update: 10/31/12:Veteran A will be sent a letter offering credit protection services due…

Outcome: Responsible employee counseled by Supervisor. Credit monitoring letter sent to Veteran this date.…

Issue: Veteran A's nursing home called to inform us that Veteran A's, that resides at the nursing home, medications also had Veteran B's medications in the bag when they picked it up at the window. It was just the bottle and…

Outcome: Pharmacy chief is implementing a plan of action in order to stop this from happening again.

Issue: An unknown Veteran dropped off Veteran B's Release of Information (ROI) cover sheet and lab results at the ROI front desk informing a VA employee that he had received another Veteran's information along with his in the mail. Update: 10/15/12:Veteran…

Outcome: Counseled on attention to detail and established procedure.

Issue: Medical records of two Veterans were mis-mailed to another Veteran. The Records have been returned to the VA and directed to the correct Veterans. Update: 10/09/12:The two (2) Veterans will be sent letters offering credit protection services due to full…

Outcome: Responsible employee counseled by supervisor. Affected information retrieved and sent to appropriate Veterans. Credit protection letters provided to affected Veterans.…

Issue: Veteran A went to the pharmacy window to pick up medication. When he got home, he realized that there was information sheet in the bag on Veteran B. The Privacy Officer (PO) is currently unable to determined what is on…

Outcome: Education was provided to Pharmacy Technician to ensure that all information given to patient has only that patient's information in the bag.

Issue: Veteran A received a list of appointments that was Veteran B. The envelope was addressed to Veteran A, but had Veteran's B appointment list in it. I am unable to get in contact with Veteran A to confirm exactly what…

Outcome: Education provided to staff regarding a double check system when stuffing envelopes.

Issue: A Veteran was given discharge paperwork with another Veteran's information label (full name, full SSN, and Date of Birth) attached. Update: 09/12/12:One Veteran will be sent a letter offering credit protection services due to full name, SSN and date of…

Outcome: Employee to be subject of Summary Review Board with results expected to be termination of employment.