VA Mid-Atlantic Health Care Network (VISN 6)

Issue: Employee A (girl friend to complainant) was having telephone conversation with Employee B (ex-husband) who indicates "Do you know why ... gets 80% disability". Employee A reports this to complainant. Update: 05/16/12:The ex-wife was talking with her ex-husband and the…

Outcome: Director has sent instruction to Service Supervisor and Human Resources to determine appropriate sanction for inappropriate access of employee/patient information.

Issue: Nurse Educator was making copies of a new employee's drivers licence, nursing licence, and CPR cerfication. The nurse educator also had the employees E-QIP security form. The Nurse Educator then went to a meeting and when she returned with the…

Outcome: Provided Awareness training to education coordinator to ensure this type of loss doesn't happen again.

Issue: The Information Security Officer (ISO) is investigating the unauthorized use of employee and veteran health information. Update: 02/24/12:The medical center had a shooting on campus on Wednesday and now there are employees accessing the medical records of those involved in…

Outcome: Supervisors are working with HR to ensure appropriate actions are taken against employees who accessed the records inappropriately. Employees involved will also have to complete VA 10176 and VA 10203 again as part of this mitigation process. Credit and NOK…

Issue: Veteran A picked up his outpatient medications on 02/22/12 went home, opened his bag and found a prescription (bottle) containing medication in the bag that did not belong to him. The prescription is for Veteran B. Veteran A did not…

Outcome: Staff was Re-educated by supervisor on the use of Scriptpro on safeguarding PHI.

Issue: A fax number given to VA for medical records. The number was wrong and documents went to the wrong person. Update: 02/23/12:Veteran A will be sent a letter offering credit protection services.…

Outcome: Incident involved outside facility. However additional education was performed for entire unit.…

Issue: Veteran A received the medication label that belonged to Veteran B. The label contained Veteran B's name, address and medication information. Update: 02/22/12:Veteran B will be sent a notification letter.…

Outcome: Acting Pharmacy Chief conducted a staff meeting with all Pharmacy staff members regarding the safeguards of handling the Veteran's protected health information. Privacy Officer will monitor during Privacy Rounds to ensure Pharmacy staff members are taking reasonable safeguards to protect…

Issue: VA Employee A found two Hospital Inquiries (HINQ) run by VA Employee B on 02/15/12. VA Employee B admittedly left the HINQs in the restroom. The paperwork was found and turned into the Privacy Officer (PO) on the same day…

Outcome: Responsible service chief is taking disciplinary action. The Privacy Officer has also suggested the employee retake privacy training.…

Issue: Copies of Veteran A's medical records were sent by mail from the Health Information Management Service (HIMS) to the Medical Care Cost Recovery (MCCR) Department. The envelope was not received by the MCCR Department. The envelope is currently missing. The…

Outcome: PO provided education to Mail Room, Coding and MCCR staff. PO verified the correct mail codes and provided the information to the Coding staff. The Chief of HIMS for service discussed corrective action and procedures with Coding staff.

Issue: Veteran A received Veteran B's progress notes in the mail after submitting a release of information. Update: 02/09/12:Veteran B will be sent a letter offering credit protection services.…

Outcome: Disciplinary action is being taken against the clerk who processed the request.

Issue: On 01/24/12, a VA employee who acts as a courier between the Community Based Outpatient Clinics (CBOC) lost one patient's prescription. This prescription was to be delivered back to the medical center pharmacy. The prescription contained full name, full SSN,…

Outcome: Responsible service is to obtain a locked courier bag to transport all sensitive items between CBOC's.