VA New England Healthcare System (VISN 1)

Issue: A VA Employee had a list of patients who were seen in her clinic for a week. It was stored in a mail crate along with deceased patients' outside records. This was a storage place for this employee with other…

Outcome: Education and counseling was done with this employee. The mail crate was removed from the office and employee was given a cabinet that locks. Lettersare mailed to all 27 patients. A copy of the redacted letter will be sent to…

Issue: The Community Based Outpatient Clinic (CBOC) at this facility sends prescriptions in a locked blue bag to this facility. They put a check-off list in the bag of what information is included in the locked bag. The person that receives…

Outcome: Education was given to employees. A new process was put into place to help eliminate any missing documents in the future.…

Issue: An envelope was received in dietary that was ripped open. The envelope contained a Motivating Overweight Veterans Everywhere (MOVE) questionnaire with Veteran A's full name and full SSN. No other medical information was included in questionnaire. The mail was delivered…

Outcome: Cannot identify who opened envelope. Mailed credit monitoring letter to patient.…

Issue: A Veteran called to report that he was given another Veteran's clinic appointment information. Update: 01/05/12:One Veteran will be sent a letter offering credit protection services due to full name and SSN being disclosed.…

Outcome: PO requested that Veteran mail back the information. PO advised clinical staff to be vigilant that they hand the correct information to the correct Veteran.…

Issue: A VA Provider recieved information on lab work for Veteran A. There were two Veterans with the same last name who are brothers. The Provider gave the information on Veteran B to his brother. The Provider did not disclose name,…

Outcome: Education was given to the provider on the importance of Privacy and the importance of verifying the information belongs to the patient by two forms of identification.

Issue: A VA radiology clerk mistakenly gave Veteran A's X-ray CD to Veteran B. The CD was grainy and was not able to be read, however Veteran A's name, DOB, full SSN and test name was printed outside of the CD.…

Outcome: staff is being educated to avoid this in the future.

Issue: Third party medical provider contacted Privacy Officer to notify that a patient who receives care at the VA and the third party facility. The VA provider or administrative staff for the provider mailed a patient documents from three other patients,…

Outcome: Employee retook the training, was counseled and advised to revise procedures to prevent reoccurrence of issue.

Issue: A Veteran called the Patient Advocate reporting that he was called by a third party. The third party stated that he was in possession of the Veteran's medical record. The Privacy Officer called the third party who verified that he…

Outcome: NA

Issue: VA patient/employee complained that another employee told her it was time for her follow-up appointment and labs. He should not have had access to that information. Update: 05/24/12:One employee will be sent a letter of notification.…

Outcome: Referred to supervisor and HR for action. HR action underway for privacy violation - ticket changed to incident - apology letter given to complainant.…

Issue: A VA employee at the Lynn Community Based Outpatient Clinic (CBOC) handed the Veteran her medication bottle and a printout of her medication reconcilliation. The Veteran did not understand how the employee was involved with her care and why she…

Outcome: Volunteer met with Chief of Voluntary and completed all necessary training and orientation documentation to return her status to an active volunteer.