VA Mid South Healthcare Network (VISN 9)

Issue: The Privacy Officer received letter today from Veteran A who stated that he received Veteran B's armband during his October 2012 Emergency Room visit. Veteran A named Veteran B that was on the Armband. There are 21 Veterans names matching…

Outcome: This issue was discussed with the specific MAA staff and the Assistant Chief Business Office. Education has been provided to all Medical Administrative Assistants and Administrative Officers of the Day.…

Issue: However, there was also a Fee Denial Letter intended for Veteran B within the packet of documents.. It was determined the letter was mailed by the Fee Section and these letters were prepared for mailing by a Volunteer. Veteran B's…

Outcome: It was determined that a Volunteer was the one that prepared these documents for mailing. The Supervisor of this area has already educated all current Volunteers to perform quality checks on all correspondence being prepared for mailing. HIPAA Notification Letter…

Issue: A Nurse received a Secure message from Veteran A that he had received the wrong appointment profile when he left the clinic yesterday. "This afternoon when I got home I noticed that the "Appointment Profile" printout that I was given…

Outcome: Discussed with supervisor of "patient service assistants" and provided cautionary education. The patient was handed the information belonging to another patient. Notification letter mailed November 30th…

Issue: On 11/20/12, Veteran A presented to Release of Information (ROI), Nashville Campus, and obtained copies of his medical record. On 11/26/12, Veteran A returned to the ROI office to report that after arriving at home, he noticed that he also…

Outcome: CM Letter has been mailed.This incident was referred to the Business Office and the employee involved with this incident will be receiving a written counseling.

Issue: Veteran A received an appointment letter for Veteran B in the same envelope as his information. Veteran A's wife is a VA employee and brought the letter with Veteran B's information to the Privacy Officer this afternoon. The Privacy Officer…

Outcome: All employees that put information into envelopes to be mailed to patients were reminded to double check and insure that they only had one patient. Notification letter mailed to Veteran.…

Issue: Patient A received a medication and instruction sheet for Patient B along with his own medication. Update: 11/21/12:Patient B will be sent a notification letter.…

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

Issue: Patient A sent a denial letter for FEE related benefits back to us. The letter was for Patient B. It contained Patient. B's name, address, claim number and the date of service he had submitted for payment. Update: 11/19/12:Patient B…

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

Issue: Patient A contacted to the Pharmacy to report he had received Patient B's medication along with his own. He is to return the medication and packaging today. Update: 11/16/12:Veteran B will be sent a notification letter.…

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

Issue: On 10/31/12, Veteran A presented to Release of Information (ROI), Nashville Campus, and obtained two copies of her medical records. After arriving home, Veteran A put the documents aside and did not review the information until 11/07/12. At this time,…

Outcome: 11/14/12 - Fist incident regarding this nurse. Employee counseled. CM letter mailed.…

Issue: Three VA employees, who currently work at Pathology and Lab, reported through the union President that their personal sensitive information (i.e. full SSN) has been inappropriately used and exposed by the Core Lab night supervisor. The fact of the incident…

Outcome: PO has concluded his fact-finding on this case. He met and spoke with 4 employees who were connected with this incident: 2 complainants and 2 supervisors. Initially it was reported to PO that 3 employees were involved (i.e. complainants). Later…