VA Mid South Healthcare Network (VISN 9)

Issue: Disabled American Vets (DAV) volunteer driver had a list containing 7 patients names, last 4 of their SSN, home address, phone numbers, and appointment info for use in taking Veterans to their appointments. While dropping off patients Veteran A began…

Outcome: HIPAA notification letters sent to all patient's. DAV supervisor was advised to go over the safeguarding of information with all drivers.…

Issue: A VA employee accessed Patient A's record to gain contact information so he could send the Patient a personal text message. Patient A contacted the VA Police Service and reported the incident. The employee claims that he had been given…

Outcome: Employee reminded it is never appropriate to access a patient's chart unless information is needed to fulfill their job duties.

Issue: During internal Environmental of Care (EOC) rounds Information Security Officer (ISO) discovered a patient list on magnetic white board in nurses station containing names, SSN, diagnoses of 4 Patients on Hospice ward. Update: 05/03/11:Four (4) Patients will be sent letters…

Outcome: Service Chief has been informed that information at Nurses station should be safeguarded at all times. Asked Chief to speak to staff with regard to this issue.Credit Monitoring letters mailed out 05/09/11.…

Issue: On May 3, 2011, in preparation for a radiology procedure, a radiology tech at the Nashville campus placed a patient's paperwork and armband in an exam room and left the area for a few minutes. Upon return, the tech noted…

Outcome: 6/2/11:The employee has been counseled on the proper procedures for handling/protecting PII.CM letter mailed.

Issue: Veteran A is enrolled at the Cookeville Community Based Outpatient Clinic (CBOC). On April 27, 2011, Veteran A contacted the pharmacy call center to request a refill on his medication. The request was referred to the Cookeville CBOC.On April 29,…

Outcome: 5/19/11: LPN completed additional privacy training. It was also discovered the documented information regarding this Veteran's health care proxy and disclosure instructions were unclear in that the Veteran provided more than one contact number. The Nurse Practitioner contacted Veteran to…

Issue: Patient A received Patient B's appointment letter. Letter was mismailed (double stuffed). It contained Patient B's full name, last four of their SSN, Protected Health Information (PHI). It was out of VA control for over 72 hours, involves one patient…

Outcome: Provided privacy training to employee and section staff so that this will reduce the chances of happening again.

Issue: An Employer of a Veteran, who was an active inpatient at the time, called the medical center to check on the Veteran. A Doctor (name unknown at the time), spoke with the Employer and began discussing medical information that should…

Outcome: Privacy Complaint response letter signed by the Director was mailed to the Complainant on 6/22/11. A Memo from the Director has been sent to the Service Chiefs that had individuals involved with this incident which will require them to read…

Issue: A Registered Nurse was arrested for a possible DUI charge and during the search of the Nurse's purse, the Murfreesboro, Tennessee Police Department discovered approximately 30 partial patient armbands containing Personally Identifiable Information (PII). Local management has been notified to…

Outcome: The employee involved with this incident has been placed on authorized absence. OIG will be pursing criminal charges and Human Resources Service will take administrative action once the OIG report is completed.…

Issue: Veteran A was given Veteran B's lab report. This report had Veteran B's full name, address, and full SSN. Update: 04/21/11:Veteran B will be sent a letter offering credit protection services.…

Outcome: Have received document back from patient. Have reminded staff of importance of verifying identity prior to giving documents with PII to individual.…

Issue: Patient A was given discharge paperwork that belonged to Patient B. Patient A presented the paperwork to the Pharmacy employee. The Pharmacist discovered the error and kept the paperwork. The paperwork contained Patient B's name, full SSN, date of birth…

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