VA New England Healthcare System (VISN 1)

Issue: An employee received a call from Port City Glass stating that they received a patient's records on their fax. They were told to shred the information that they received and told that the Privacy Officer would probably call them immediately.…

Outcome: Education was given to staff to make sure that they verify number before sending fax.

Issue: Veteran/employee reported that he was told by a co-worker that another employee read his CPRS record and was discussing it with others. The sensitive patient access report was run and the identified individual did access his CPRS record. Update: 05/31/12:One…

Outcome: Referred to HR for disciplinary action. In the meantime, employee no longer has access to CPRS.…

Issue: A nurse at the Rumford Community Based Outpatient Clinic (CBOC) gave out medication information to a Veteran's girlfriend over the phone. Another employee overhead the conversation and stated the Veteran had complained about this happening in the past. The nurse's…

Outcome: Nurse was educated by supervisor regarding inappropriate release of medical information verbally. Privacy training in TMS was re assigned.…

Issue: A medical record note "Emergency Dept Discharge Note" dated 05/24/12 was printed on the Voluntary Service Employee's Printer. Unable to determine which employee sent this information to this printer. The Medical Record note was brought to Privacy Officer for destruction.…

Outcome: Education provided.

Issue: The Radiology Department mailed a CD Rom with 3 radiology studies to the wrong Veteran. Veteran who received CD contacted Radiology Dept and Radiology asked the Veteran to return the CD. CD was received and brought to privacy officer. Correct…

Outcome: Educated employee, retrieved CD

Issue: Release of Information clerk faxed radiology reports to a wrong fax number. The recipient called and reported the error. The information that was inappropriately disclosed included the Veteran's name, full SSN and radiology reports. Update: 05/18/12:The Veteran will be sent…

Outcome: Employee was aware of correct procedures and self reported. He will be more careful in the future. Additional incidents will result in disciplinary action .…

Issue: A Veteran complained that a VA employee told the Veteran's supervisor that he missed his urine toxicology test. Update: 05/25/12:The Veteran will be sent a notification letter due to PHI being disclosed.…

Outcome: A fact finding was done with the employee and action is being pursued with HR.

Issue: A Veteran opened mail which contained their information from FEE basis along with another veterans information. The information inclosed included Full name, SSN#, Address, and Fee basis information. Update: 05/11/12:The affected Veteran will be sent a letter offering credit protection…

Outcome: Education is being given to the staff on the importance of making sure that when they are mailing information that they verify it is for the correct person.

Issue: After breaking up, the ex-boyfriend of a VA employee went through boxes and found stickers with patient information on them. The stickers contained patients' names, full SSNs and dates of birth. Before he realized he should turn them in, he…

Outcome: PO sent credit notification letters to 10 Veterans. One veteran is recently deceased; NOK notification letter sent by PO to NOK on record. OIG and VA Police working on this case.…

Issue: A Veteran contacted our LCSW stating that he received paperwork regarding an appointment of his along with multiple documents on another veteran (Informational Prescription Profile). This information included diagnosis, prescriptive drugs, name, DOB, Address, Phone number, as well as other…

Outcome: Unable to determine who mailed incorrect information to Veteran. All medical information was retrieved.…