VA Mid-Atlantic Health Care Network (VISN 6)

Issue: A provider accidentally gave a document to the wrong Veteran. The Veteran made the observation after arriving at home. Update: 03/24/11:One Veteran will receive a letter offering credit protection services.…

Outcome: Provider received additional training from both his supervisor and the PO.

Issue: Medical records of two (2) Veterans were mailed to another Veteran. The receiving Veteran return the records to the facility Disabled American Veterans (DAV) representative who brought them to the Privacy Officer. Update: 03/25/11:Two Veterans will receive a letter offering…

Outcome: The missed mail records were returned to the facility. The employee was re-educated by the section supervisor.…

Issue: The Network Office received an opened package that had been sent via regular mail. The package contained supporting documents (invoices, patient records, etc.) related to a complaint about a "Fraud Investigation". Those words were written clearly on the outside of…

Outcome: Notification letters were mailed to the 23 patients (including 2 NOK for deceased Vets) on 3/30/2011. Redacted letter is attached. No further action for Privacy Officer - closed. The case was also referred to the OIG.

Issue: Veteran A was handed documents intended for Veteran B. The documents included Veteran B's full name, SSN, and date of birth. The head nurse has called Veteran A to ask that the documents to be returned to the clinic. Update:…

Outcome: Supervisor reiterated to employee the importance of protecting patient privacy. Reminded employee to verify all documentation before handing to patient.…

Issue: Veteran A received his medications by mail, but the package also included Veteran B's information. Arrangements are being made for the information to be turned over to VA control on 03/11/11 in the afternoon. Update: 03/11/11:Veteran B will receive a…

Outcome: Responsible employee has reviewed training, policy and procedures as required by Supervisor, following their private discussion.

Issue: 01/10/11 - The Roanoke Regional Office mailed 7 Counseling Evaluation and Rehabilitation (CER) files to the Richmond outbased office, located at McGuire VAMC. 01/11/11 - The CER files were received at the loading dock and the 0925 was signed by…

Outcome: Procedures have been established between the Director's Office and ORC for documents that are sent to this facility.

Issue: Veteran A provided list of future appointments for Veteran B Update: 02/25/11:Veteran B will receive a letter offering credit protection services.…

Outcome: Employee responsible has been counseled and re-training about using caution. Credit monitoring letter sent to Veteran. Ticket closure to be requested.…

Issue: Veteran who was awaiting a fee basis letter received a letter, however, a second letter containing another veterans information was included as well. The documentation included contact info and SSN. The veteran who mistakenly received the information contacted the veteran…

Outcome: Employees implemented new process to verify correct information is being mailed.

Issue: CPRS access was granted by US Army Occupational Health office when doing an annual examination of a US Army civilian employee. Civilian employee is also a Veteran who has received care at this VA Medical Center. Update: 02/17/11:Veteran A will…

Outcome: Violation was not at this facility. Credit monitoring letter sent and scanned. Requesting ticket be closed.…

Issue: Medications mailed to incorrect Veteran Update: 02/17/11: Veteran B will receive a notification letter.…

Outcome: Staff educated, Supervisor staff reminded of reporting requirements. HIPAA notification letter sent and scanned. Requesting ticket be closed.