VA Heartland Network (VISN 15)

Issue: VHA Employee A conducted an unauthorized entry into VHA Employee B's medical record. Update: 01/31/12:Employee A did not have a need to access the Employee B's medical record Employee B will be sent a letter offering credit protection services, as…

Outcome: Employee counseled by Supervisor.

Issue: Access Log reveals unauthorized entry into medical record by VA employee. Update: 01/31/12:After review, the employee did not have a valid reason to access the medical record. The individual will be sent a letter offering credit protection services, since medical…

Outcome: Employee counseled by Supervisor.

Issue: A Special Attention Mail envelope was accidentally put in the outgoing mail and sent to the post office. Post office staff opened the special attention mail envelope and then sent the information back to the John J. Pershing VA Medical…

Outcome: Education was provided to the employee that was putting the interoffice mail in the regular mailbox. Also the office ops personnel are monitoring all outgoing mail to ensure that only mail, not interoffice mail is in the totes that are…

Issue: Veteran A mailed letter to VA advising he had received Veteran B's records which included full SSN, full name, and medical information. He enclosed Veteran B's records in his correspondence. The letter was given to the Privacy Officer (PO) on…

Outcome: ROI Clerk made error when processing both Veteran requests on same day using same printer. Human error. ROI Staff Short staffed. Clerk enclosed pa portion of Mr. P's records in with Mr/ M's records when mailing. Patient privacy, confidentiality, need…

Issue: A student employee working in IRM submitted a written complaint to the Marion, IL Privacy Officer. The employee has claimed there was inappropriate disclosure of personal employment information to medical center Staff to include the employees Service Chief. The information…

Outcome: VAMC Supervisor notified of employee Privacy Act violation. Recommend training and future consultation with facility Privacy Officer prior to releasing OPM records to VMC staff based on "potential" need-to-know.…

Issue: On 01/19/12, the VAMC Chief of Police was contacted by the local city Police Department regarding an Offense Report generated by their office on 12/06/11. On that date, a former physician, Physician A, filed a wrongful death complaint against Physician…

Outcome: The employee was terminated.

Issue: Lab Supervisor found sensitive information on the floor in the Morgue. The information contained full SSN, full name, lab results, DOB, and other medical information. Update: 01/20/12: The Veteran's Next of Kin will be sent a notification letter due to…

Outcome: Notification letter sent to next of kin.

Issue: Veteran A's lab results were erroneously mismailed to Veteran B. Veteran B states he will return erroneously mailed information. Update: 12/27/11:Veteran A will be sent a letter offering credit protection services due to full name and full SSN being exposed.…

Outcome: Responsible employee counseled by supervisor and Privacy Officer. Credit protection letter provided to Veteran. Recommend item be closed.…

Issue: A VAMC employee provided 3 Veterans a fax number to submit applications to the VAMCs PPRTP program. The fax number was incorrect; applications were faxed by all 3 individuals to an office in the Illinois State office building. The local…

Outcome: Education has been provided to staff. Fax number has been corrected on application packets.…

Issue: Veteran A came to see the Patient Advocate and reported an alleged privacy violation. Veteran A reports that a Social Worker shared information with the Veteran's two step daughters, his now deceased mother in law, and also with Social Worker's…

Outcome: Employee was counseled by Supervisor regarding the giving of appointment information when not apart of your duties.