VA Midwest Health Care Network (VISN 23)

Issue: An employee received a notification that a document had been added to her E-OPF folder. She stated she went in to her electronic personnel folder to review the information and realized that the document belongs to another employee with the…

Outcome: The employee who wrote the incorrect SSN on the form will contact E-OPM and have the document removed from the incorrect file. The employee whose information was inappropriately put into another employee's folder will be advised that her folder has…

Issue: A contractor entered VA patient's data into a non-VA patient's file for an insurance company. The Insurance company sent an explanation of benefits to the non-VA patient. Update: 03/26/12:The VA Patient will be sent a letter of notification.…

Outcome: Working with contractors operation manager. Contract employee required to retake privacy training.

Issue: While VA Police were conducting security checks of the exterior buildings, they encountered a man going through a shredding container behind an out building. The man fled off campus when he saw the Police. It is unknown if the suspect…

Outcome: The Privacy Officer educated the staff in the department. With the support of the Director's office, the facility also immediately implemented 100% shredding of paper in the facility. An email was sent out to all staff. The facility changed the…

Issue: A VA employee inappropriately accessed a co-workers record. Update: 03/12/12:The co-worker will receive a letter offering credit protection services.…

Outcome: Evidence folder sent to HRMS for sanctions. Employee will be required to re-take privacy training.

Issue: A Veteran stated he was brought into an exam room where the computer had not been locked and the previous patients information was still on. The Veteran explained repeatedly that if he had wanted to he could have hacked into…

Outcome: Credit monitoring letter was sent out to Veteran. Education was given to the provider and the investigation was handed over to the supervisor for determination of further action.…

Issue: A letter was sent out to a Veteran and in the window of the envelope, the Veteran's full name along with full social security number and full address was showing. The Veteran is very upset and would like credit monitoring.…

Outcome: Education given to staff involved

Issue: A VA employee accessed a Veteran co-worker's health record to see his appointments. Update: 02/16/12:According to the Privacy Officer (PO) the employee acted alone. The co-worker went to Emergency Room (ER) for care and the employee accessed his appointments to…

Outcome: Sent to HR for action. Employee also required to retake privacy training again.

Issue: Veteran A was sent a letter in a window envelope and instead of the address being displayed the window of the envelope showed the Veteran's full name, full SSN and date of birth instead of the address. The USPS returned…

Outcome: staff in area educated regarding ensuring indifvidually identifiable information is not showing when sent in mail.

Issue: Veteran B's medication was added to Veteran A's prescription bag in error and given to Veteran A. Update: 02/06/12:Veteran B will be sent a notification letter, as his name and medication was disclosed improperly.NOTE: There were a total of 19…

Outcome: Veteran A returned the medication bottle to the VA once he recognized the extra prescription was in his bag the day of the incident.

Issue: A Veteran reported that he received the diagnostic results concerning Veteran B in the mail. Veteran A received Veteran B's full name, address, and medical information. Update: 02/03/12:Veteran B will receive a letter of notification.…

Outcome: One time mistake; all involved have been briefed on being more careful.