VA Mid South Healthcare Network (VISN 9)

Issue: Veteran A requested a copy of his medical records. The Release of Information (ROI) clerk filled the request and the accounting of disclosure shows that 14 specific items of progress notes, and xray reports were released to the right patient…

Outcome: Information Resource Management filed OI&T remedy ticket regarding this glitch the ROIDSS software occasionally puts the wrong name on the address of the cover-letter. All ROI clerks have been reminded to review all documents to insure that the information belongs…

Issue: On 02/13/12, Veteran A called and reported to the Privacy Officer (PO) that Veteran B notified him on 02/11/12 that when Veteran B opened his Compensation and Pension clinic appointment letter that he received via US mail, he saw his…

Outcome: Since PO could not reach and discuss this issue with the Veteran who received complainant's C&P letter, he met with the Supervisor from C&P to discuss the resolution of this complaint. Supervisor stated she will be meeting with her staff…

Issue: A report with the names, last four numbers of the SSN, year of birth ,and usernames of 42 individuals participating in the MyHealtheVet program was left on a printer from 2/2/2012 to 2/7/2012. A patient/Veteran working in the Compensated Work…

Outcome: Employee responsible reminded to be more cautious when choosing printer.

Issue: A stack of pamphlets was taken to the VA Medical Center's library to be folded by the machine. In the midst of this stack was a patient's medication list. A compensated work therapy (CWT) patient found it and brought the…

Outcome: Employees reminded to be more cautious when handling documents with PII.

Issue: Veteran A received Veteran B's narcotic contract and other papers. Full name was involved. The Privacy Officer (PO) is unable to determine the other types of information involved and will provide an update when Veteran A is contacted. The information…

Outcome: Re-educated facility staff that might have been responsible for this. Attempted to reduce the sensitivity of the documents that are being sent. (last 4 of SSN rather than full SSN).…

Issue: A Compensation & Pension (C-File) is missing. It contains the following: PHI, Full Name, Last Name, Full SSN, Phone Number, Labs, Progress Notes, etc. It has been missing for more than 72 hours. Staff are still trying to locate the…

Outcome: Unable to determine how the C-File was lost. However, we reviewed policy and procedures to ensure that this wouldn't happen again on the VHA side.…

Issue: 6 Veteran/employees believe that a provider entered their record inappropriately. We are reviewing sensitive access logs and patient records to see if there was a compelling business need to be in the record. Update: 05/24/12:The provider did not go through…

Outcome: Provided Training/Education to Employee health team on proper access to Veteran Health records.

Issue: An Attorney's office called and stated that they had received a CD from VA labeled with a patient's name. They had not requested information from us on this patient, and were inquiring why we had sent it. Update: 02/02/12:Veteran A…

Outcome: ROI staff were educated to double check patient identification with the request. Processes were revisited with scanning and changes made to communicate with ROI clerk with questions arise. CD was returned from attorney's office and destroyed.…

Issue: Patient A received Patient B's medication. Update: 01/31/12: Patient B will be sent a notification letter due to full name and PHI being exposed.…

Outcome: Employee responsible reminded to use more caution when handling documents with PII.

Issue: Patient A received Patient B's medication. Information disclosed was full name, medication, and home address. Update: 01/31/12:Patient B will be sent a notification letter due to full name and PHI being exposed.…

Outcome: Employee responsible reminded to use more caution when handling documents with PII.