VA Mid South Healthcare Network (VISN 9)

Issue: On 09/15/11, the TVHS Director found a label with a Veterans Personally Identifiable Information (PII) on the ground near the first floor elevator (Nashville campus).The Veteran identified on the label is currently admitted to 3N. PII on the label included:…

Outcome: 9/29/11 - PO found labels are used on all inpatient units for OR patients. This Veteran underwent surgery on the day in question and it is believed the label was dropped in transport to OR. Staff has been re-educated on…

Issue: A Veteran initially called into the Director's Office to report both a HIPAA violation and to report how this Veteran was treated by a specific Nurse. The Privacy Officer (PO) called the Veteran for additional information. The Veteran stated that…

Outcome: The Nurse in question was provided training and education concerning Auditory Privacy and acknowledged she would be more aware of auditory privacy in the future. HIPAA Notification Letter being mailed on 10/11/11.…

Issue: A Veteran was referred by Nashville VA to a transitional housing facility (per diem grant program) in Lewisburg, Tennessee.On Friday, 09/09/11, the Veteran obtained a list of his medications through the Release of Information (ROI) department, Nashville campus, which he…

Outcome: The case manager did not follow the admission process. The case manager was counseled regarding the importance of safeguarding PII. In the future, PII will be kept in a locked filing cabinet in locked office. CM letter mailed.…

Issue: A patient was given an appointment list which contained the full SSN, full name and diagnosis of 8-12 other patients. The patient who received this information returned the appointment list and it was out of VA control for more than…

Outcome: Provided privacy training to employee. Re-educated staff in this area about proper safeguarding of PHI.…

Issue: On 09/01/11, the Privacy Officer was notified of the following incident: On 08/26/11, Veteran A presented to outpatient pharmacy (Nashville campus) to retrieve his medication. Veteran A was informed the medication had been picked up earlier in the day. Upon…

Outcome: 9/29/11 - Pharmacy tech did not follow protocol for dispensing medication and received a counseling. Arrangements were made to retrieve Veteran A's medications from Veteran B.…

Issue: In May 2011, a Veteran's son requested copies of his father's medical records (from 1996 to 2004) through Release of Information (ROI). The Veteran and son have the same name. The request was completed in May. In August 2011, ROI…

Outcome: 9/2/11 - NOK HIPAA notification letter mailed. The Privacy Officer investigated this incident and found it was caused by human error. The employee involved had been temporarily detailed to ROI to assist during a staffing shortage and was not fully…

Issue: Disable American Veterans (DAV) drivers left listings with PII on their desk in the waiting area. One document was left on the desk and the others were attached to a clipboard and placed on a cabinet. The listing contained the…

Outcome: Drivers reminded to keep documents with PII secure when unattended. Locking box provided for that purpose.…

Issue: A physician had a list of patients that he was working on in his locked office. The physician locked the office and returned to find the list missing. The office is shared with several other providers. The full SSN, full…

Outcome: PO have taken corrective action - removing logbook, remedial privacy training.

Issue: Patient A was given hemoccult cards that had Patient's Bs name & full SSN prefilled in. He discovered the error and returned them to our Patient Representative Update: 08/24/11:Veteran B will be sent a letter offering credit protection services.…

Outcome: Staff reminded to ensure the proper patient receives their cards.

Issue: An employee of the grounds crew found a document with the names, full SSNs, dates of birth, and biopsy locations for six patients in the parking lot. It is unknown how this document ended up in the parking lot. Update:…

Outcome: Resident reminded that documents with PII are not to be removed from facility & are to be disposed of properly.