VA NY/NJ Veterans Healthcare Network (VISN 3)

Issue: The Secretary of Sleep Lab inadvertently mailed two Veterans' consults along with another Veteran's consult. The Veteran who received the consults returned them to the medical center. The consult contained the two Veterans' names, addresses, dates of birth, full SSNs…

Outcome: Secretary was made aware of her mistake and was told the importance of safeguarding patient information. She stated that this is the first time this has happened and that she would ensure that each consult goes to the correct patient.…

Issue: A Pharmacy employee mailed Veteran A's Veteran Identification Card (VIC) to Veteran B. Veteran A return the card and it was given to the Privacy Officer (PO). Update: 04/09/13:Due to name and address being exposed, Veteran B will be sent…

Outcome: The employees were reminded of the importance of protecting patient information at all times. The supervisor met with staff and stressed that they must check and double check all information that is being mailed out.

Issue: Veteran A submitted a complaint about Employee A discussing Veteran A's medical condition in the elevator. In the elevator were (2) other employees who know Veteran A. Veteran A felt the discussion took place in an inappropriate setting. Update: 06/06/13:Veteran…

Outcome: NA

Issue: An employee put Veteran A's Veteran's Health Benefit form in the envelope of Veteran B. Update: 03/27/13:Veteran A will be sent a letter offering credit protection services due to full name and full SSN being disclosed.…

Outcome: Supervisor is in discussion with HR to determine appropriate corrective action to take. Privacy Officer went to the section and gave all employees an in service on privacy; particularly addressing the safeguarding of patient information.When letter is signed we will…

Issue: A high school volunteer put another Veteran's letter in an envelope for another Veteran. Update: 03/22/13:One Veteran will be sent a general notification letter.…

Outcome: Volunteers are no longer mailing out documents with personally identifiable information.

Issue: Patient A went to the Emergency Room on 03/15/13 and when he got home, he realize he had Patient B's armband on his arm. He called the Patient Representative on 03/18/13 because he was concerned that his medical information may…

Outcome: Staff was reminded that for patient safety they double check each armband before placing and upon placing it on the patient. They were also told that they must remove the armband from each patient as they leave the Emergency Department.…

Issue: Veteran A received Veteran B's Health benefits Renewal Form. Veteran A contacted Veteran B by mail and informed him that he received his form and mailed it to him. Update: 03/11/13:Veteran B will be sent a letter offering credit protection…

Outcome: Supervisor identified responsible employee and took corrective action. PO went to section and provided an in-service.…

Issue: A Compensation and Pension (C& P) clerk mailed 6 different appointment letters to one Veteran. Update: 02/13/13:Six (6) Veterans will be sent a general notification letter.…

Outcome: C & P Supervisor spoke with the person responsible for the mishandling, took corrective action and Privacy Officer is scheduled to provide an in service.

Issue: It was reported by the Research Coordinator that a camera/video recorder used for a study was stolen. There was one research subject identifiable only by face. No SSN or name or other PHI was on the recording. Update: 02/11/13:Veteran A…

Outcome: Notification letter has been send out to patient.

Issue: A supervisor mailed a pay stub to the wrong Veteran in the CWT program. The Veteran notified the office that he received the wrong pay stub and said that he would destroy it. Update: 01/31/13:One Veteran will be sent a…

Outcome: there was a typographical error in the social security number and the pay stub went to the wrong veteran. The correction was made and employee was made awareof the error and PO instructed employee to be certain to check the…