VA Mid South Healthcare Network (VISN 9)

Issue: Veteran/Employee, Outpatient Lab, Nashville Campus, alleges the supervisor, Outpatient Lab, Nashville Campus, inappropriately discussed his medical condition (PTSD) with other employees. The Privacy Officer has initiated an investigation and will esclate this to an incident if the allegations are substantiated.…

Outcome: 1/10/13 - PO substantiated Lead Tech (incorrectly referred to her as the supervisor) inappropriately discussed employee's diagnosis with another employee on several occasions in the past. PO referred to HR for appropriate disciplinary action. HIPAA notification mailed. PO requests ticket…

Issue: Employee accessed medical records of her spouse. SPAR report indicates 16 accesses over 01/01/2012 to present. Investigation is being conducted. Update: 12/17/12:It was confirmed that the employee accessed her spouse and her co-worker's spouse Veteran Medical Records without authorization. Both…

Outcome: Recommended Administrative action take place for employee, including re-education on Privacy Practices.

Issue: After a telemedicine conference between 2 physicians and multiple patients (all in one room), the microphone was left open and the physicians discussed private details about Patient A and 4 to 7 Veterans overheard the conversation, including Patient A. The…

Outcome: Services are re-educating staff and creating SOP's for disconnecting telehealth monitors.

Issue: Patient A was given Patient. B's appointment list after his appointment today. He is to return it to the Privacy Officer (PO) so the amount of information (full or partial SSN) can be determined. Update: 12/28/12:Patient B to receive a…

Outcome: Staff reminded to be more cautious when handling documents with PII/PHI.

Issue: A Registered Nurse from the nursing home reported that the Quality Improvement data log books are missing. Staff offices have been moved recently and the log books were maintained in different areas. The first floor is missing the log books…

Outcome: The credit protection letters and NOK notification letters were placed in the mail. The employee was counseled and the nurse manager reviewed the necessity of maintaining the minimum amount of patient information. She also discontinued the practice of maintaining the…

Issue: Patient A called to say he had received a bag of medications intended for Patient B. Upon examination, he stated that the bag contained two mailing labels. He will return the medications and packaging to Pharmacy for closer investigation. Veteran…

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

Issue: A Surgical Technician left paperwork unattended in room and returned to find it missing. The paperwork contained the Patient's full name, full SSN, address and medical information. This involved one patient. The paperwork was not found after searching the area…

Outcome: Educated staff on importance of securing PHI.

Issue: Patient A received Patient B's medication in the mail. The medication vial contained only the full name of the patient. No other Protected Health Information (PHI) was involved. This involved one patient, information was outside of VA control for greater…

Outcome: Educated staff about the importance of handling PHI.

Issue: A patient called to report that she had been given another patient's ID band upon check in at Huntington. She will return the armband to the facility. Update: 12/06/12:One patient will be sent a letter offering credit protection services.…

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

Issue: Veteran A contacted the Privacy Officer (PO) to advise that Veteran B called him stating that he had received records on Veteran A. Veteran B has never received his records either. Veteran A and B's records were sent out the…

Outcome: Both PO and Chief HIMS have spoken to both Veterans and apologized. PO has stressed the importance to the HIMS Chief, of checking all information that is going into the envelopes that are being mailed out to Veterans. Check and…