VA Mid South Healthcare Network (VISN 9)

Issue: A nursing student left a notebook in the elevator lobby on a patient floor, with her computer username and password and notes taken on 3 patients that included names and vital signs. The notebook was found by an employee who…

Outcome: Student reminded of the importance of safeguarding PII.

Issue: An employee health chart was left at the front desk of the hospital for 5 days. This chart was behind the desk and there was always an employee in attendance, however, some employees who did not have a need to…

Outcome: Process for tracking employee health charts will be examined and updated to avoid similar situations in the future. Staff reminded that these records are to be returned to proper office as soon as possible.…

Issue: A bag of medications was mislabeled and sent to the Patient A. The name and address of Patient A was on the bag but Patient B's medications and instructions were in the bag. The instruction sheet included the Patient B's…

Outcome: Staff reminded to use more caution when preparing medications for shipment. Patient is to return meds & packaging.…

Issue: On 4/24/12, the Privacy Officer received a telephone call from Veteran A. Veteran A reported that he requested copies of his medical records from the Release of Information Office (ROI). His request was processed by the Alvin C. York Campus…

Outcome: CM Letter to be mailed this date, 5/11/12. Release of Information Supervisor provided training to all ROI Staff concerning the important of performing quality checks on outgoing requests. PO also recommended the Supervisor make routine Quality Checks as well and…

Issue: A VA employee reported two Memphis VAMC staff have accessed her medical records on two different occasions. Complainant stated the suspected VA staff are neither providers nor patient care staff, and should not have accessed her medical records - unless…

Outcome: PO has spoken with the two VA employees who accessed complainant's record. PO drew their attention to Privacy Act requirements and other VA Privacy policies and guidelines regarding access and use of VA sensitive information. PO also discussed VA Rules…

Issue: Surgical Schedule was found on the sidewalk outside of the VAMC. The information on the schedule contained 13 patients full name, full SSN, medical condition/diagnosis. The information was likely outside of VA control for more than 72 hours. Update: 04/17/12:All…

Outcome: Reminded employees the proper method for protecting PHI.

Issue: Veteran A received Veteran B's letter. The letter contained Veteran B's full name, address and protected health information (PHI). The information was outside of VA control for more than 72 hours. Update: 04/11/12:Veteran B will be sent a notification letter.…

Outcome: Reminded employees the proper method for protecting PHI.

Issue: Patient A was given Patient B's discharge instructions by mistake upon discharge. Patient A will mail the discharge instructions back to the Privacy Officer (PO) . The discharge instruction contained patient B's name, address, date of birth, full SSN and…

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

Issue: Two patients had colonoscopies on the same day. Patient A received Patient. B's post procedure documents. He will return the documents to us. The documents contained Patient B's name, full SSN and diagnosis. Update: 04/06/12:Veteran B will be sent a…

Outcome: Recipient returned other patient's document. Employees reminded of the need for caution when handling documents with PII.…

Issue: On 04/04/12, Veteran A contacted the Release of Information (ROI) office, Nashville Campus, to report he received medical records in the mail (approximately 100 pages) which belonged to Veteran B. Upon investigation, the Supervisor of the ROI office found Veteran…

Outcome: 4/17/12: ROI clerk received written counseling. PO mailed CM Letter.…