VA Heartland Network (VISN 15)

Issue: Veteran A called the Privacy Officer (PO) at 10:15 AM to report that, upon his arrival home after his Emergency Department visit on Saturday, 06/30/12, he realized that he had been given Veteran B's paperwork. Veteran A stated that due…

Outcome: The staff involved was counseled. The employee was required to take the refresher Education and Awareness Training.…

Issue: Late Entry: A notice of a privacy complaint was shared with the VAMC Privacy Officer (PO) soon after 02/16/12 by the Quality Management (QM) Service. The complaint was described in a Notice of TORT Claim dated 02/16/12. The PO was…

Outcome: Privacy Officer has provided re-training to IP Ward staff on appropriate safeguarding of patient medical records (all formats). Privacy Officer will continue to monitor compliance through routine EOC round and ad hoc observations and Privacy training presentations.…

Issue: A piece of paper was found unsecured in the hallway that had a list of Veterans' names and social security numbers on it. The Privacy Officer (PO) does not have the piece of paper in his/her possession yet, however, it…

Outcome: Education was provided to employee.

Issue: It was reported by the Administrative Officer of the Day (AOD) that an unknown VA employee escorted an individual who presented him a subpoena (invalid according to VHA Dir. 1605.1 & Privacy & Procedures Policy) whereby subsequently receiving copies of…

Outcome: Education & Re-education for the department with performed & appropriate action is taken place between the supervisor & HR. We have requested all original documents &, if any, copies be returned with a notarized affidavit certifying the information returned to…

Issue: A VA clincal Employee A obtained a copy of her Access Log. She questioned the need-to-know of her co-worker, Employee B, listed as having accessed her record. Update: 06/13/12:Employee B's name appears on the Access Log on 08/03/11, however there…

Outcome: Employee received written repremand.

Issue: A Veteran in outpatient lodger status found a Lodger checklist document and reported it to a nurse on 5-27-12. The document contained full names, partial SSN of 37 Veterans, which included medication information of 5 of the 37 Veterans. The…

Outcome: Education provided to staff.

Issue: A VA employee provided her lawyer with copies of several Veterans' medical records to use in her defense in an adverse administrative action. Update: 06/04/2012:The Privacy Officer obtained copies of partially redacted documents that Human Resources (HR) received from lawyer…

Outcome: Employee resigning.

Issue: Veteran A presented to the Topeka ROI in-take Office May 16-12 and reported hed received Veteran Bs medical information which had been incorrectly scanned into his medical record. Veteran A had appropriately/legally requested the information. The ROI in-take specialist tried…

Outcome: Veteran A - no longer has the incorrect information in VistA Imaging & notification will be sent to him as well as the second individual to clarify this unfortunate circumstance is resolved.Re-education was provided to scanning clerks to always double…

Issue: A Veteran patient reported to clinic this morning with an appointment letter. The Veteran also had an appointment list with PII of four other Veterans. The clerk took possession of the appointment list to maintain custody of the information and…

Outcome: Supervisors have been notified; provided education in the surgery area to those individuals sending out appointment letters as well as centralized scheduling unit to help assure mismailings do not reoccur. Credit-Monitoring Letters sent.…

Issue: During a review of the Daily Access To Sensitive Records report on May 3, it was identified a volunteer accessed the medical records of two VA employees on May 2 who were married with the same last name. The Information…

Outcome: Met with volunteer and supervisor. Provided education and training to volunteer. Credit Protection letters sent to affected individuals.…