VA Mid South Healthcare Network (VISN 9)

Issue: A CD was returned to VA from our optical lab. The CD had images of a patient's CT scans (according to the label). The only personally identifiable information (PII) on the CD was the patient's full name, the fact that…

Outcome: Employees have been reminded to use caution when handling documents (or storage device) containing PII.

Issue: A Veteran was given a VistA printout that showed locations of his daily appointments. Also located on the list was the full name, full SSN and dates of birth for 2 other Veterans. The document was retrieved by a nurse…

Outcome: Reminded employees the proper method for protecting PHI.

Issue: Twenty lab specimens for 8 patients at a Community Based Outpatient Clinic (CBOC) that were to be transported to the VA Medical Center cannot be located. A copy of the manifest would contain the patients' names and labs ordered, and…

Outcome: The acceptance of specimens will be documented so the transport can be tracked in the future.

Issue: A Patient received copies of three other patients' Medical Powers of Attorney. The forms contain their full name and full SSN. The Patient will return them when he attends his appointment on Friday. Update: 04/03/12:All three Veterans will be sent…

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

Issue: A Veteran submitted a request to the Release of Information Office for a copy of his medical records to be mailed to his residence. When the box of medical records arrived at his residence, along with his medical records, the…

Outcome: PO has completed and mailed out CM Letters to both Veterans. The Chief, Business Office and the employee's Supervisor is in the process of taking appropriate action against the Release of Information Clerk. In addition, the Supervisor of the Release…

Issue: A packet of information given to an Patient A contained a document that had been completed on Patient B. The spouse of the inpatient Veteran discovered the error and gave the packet of information to the Patient Representative. Patient B's…

Outcome: All admission packets have been reviewed to ensure no others contain documents with PII. Employees reminded to use caution when handling documents with PII/PHI.…

Issue: Patient A was given copies of medical bills that belonged to deceased Patient B.Patient B is now deceased. Patient A has returned all documents. Update: 03/29/12:Notification letters will be sent to Patient B's next of kin.…

Outcome: Employee reminded to use caution when handling documents containing PII/PHI.

Issue: Veteran A received Veteran B's travel voucher in the mail. The information contained full name, full SSN and address. It was outside of VA control for more than 72 hours before it was recovered from the Veteran. It involves one…

Outcome: Reminded employees the proper method for protecting PHI.

Issue: One of our contract CBOCs received a package from USPS Mail Recovery Center that contained two manila envelopes. Inside the manila envelopes were smaller envelopes which contained signed forms VA patients are submitting to request release of their medical records…

Outcome: This incident was investigated with facility Mail Room staff. PO learned that the Mail Room processes large volume of letters and other correspondence on each given day, and so it was difficult identifying the reason that led to the incident.…

Issue: Patient A's bag of medications was mailed to Patient B. Patient A contacted the Pharmacy and informed them of the error. He is sending the medications and packaging back. Once the packaging is returned, the Pharmacy should be able to…

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