VA Mid South Healthcare Network (VISN 9)

Issue: Today 10-9-12, the Supervisor, Business Office, Nashville Campus, received a call from an ambulance driver of a contract ambulance company.On Sunday, October 7, 2012, while leaving TVHS, Nashville Campus, the ambulance crew inadvertently left a clipboard on the top of…

Outcome: 10/17/12 - TVHS was not responsible for the misplaced trip ticket. HIPAA notification letter mailed.…

Issue: A fax was sent to the wrong fax number. The information included full name, partial SSN, and medical information including U.S.C 7332. A copy of information was returned by fax and original fax destroyed. Update: 10/09/12:One Veteran will be sent…

Outcome: Employee reminded of the need for caution when handling documents with PII.

Issue: An RN reported to PO that a patient had been discharged from the hospital and taken home with information pertaining to another VA patient. Complainant stated she was about to chart on an ambulatory surgical patient. She discovered that patient…

Outcome: Employee who is involved in this incident has been counseled by his supervisor to be very cautious when entering information into Endoworks for colonoscopy procedure. Privacy Officer is requesting employee to review and sign VA National Rules of Behavior as…

Issue: The Privacy Officer received a phone call from the Clinic Manager at Ft. Knox who indicated she had just received a phone call from Veteran A. He reported to the Manager that he had received an appointment letter and on…

Outcome: Discussed with service chief the importance of safeguarding information. Especially when printing front to back material that could be mixed in with other paperwork of other Veteran's. Service chief voiced understanding and indicated that e-mails and training would be provided…

Issue: The Business Office sends out pre-appointment letters to Veterans with upcoming appointments. The pre-appointment letters are queued to a printer in the mailroom. The mailroom staff then place the letters in a machine that folds letter and stuffs the letters…

Outcome: All six (6) CM Letters were mailed on 10/10/12. A Business Office Manager is working with IRM/OI&T to see if the document that prints out within these Appointment Letters can be stopped from printing. This will eliminate this type of…

Issue: An employee accessed a Patients electronic medical record without proper authorization. The employee wanted to see where the patient lived. Update: 10/02/12:The patient will receive a notification due to unauthorized access of his medical record by several employees.…

Outcome: Recommended privacy re-training and administrative action result for these actions.

Issue: A funeral home made a request for a copy of a patient's DD214 to establish entitlement to military burial. A clerk pulled the patient's chart and faxed a copy of the DD214. THe funeral home contacted him to let him…

Outcome: Staff reminded of the importance of safeguarding PII.

Issue: Patient A received Patient B's bag of medications along with his own. Update: 09/24/12:Patient B will be sent a notification letter.…

Outcome: Staff reminded to use caution when handling documents with PII.

Issue: A bag of medication intended for Patient A was given to Patient B. Both have the same first & last name and are, in fact, father & son. Update: 09/24/12:Patient A will be sent a notification letter.…

Outcome: Staff reminded to use caution when handling documents with PII.

Issue: Housekeeping found a document that was left unsecured. The document had disability information regarding one patient, including name, address, full SSN and diagnosis. Update: 10/19/12:The patient will be offered credit protection services.…

Outcome: Reminded staff to be cautious when handling documents with PII/PHI.