VA Southeast Network (VISN 7)

Issue: Birmingham VA Medical Center (BVAMC) Privacy Officer (PO) was advised by the Central Alabama Veterans Health Care System (CAVHCS) PO that Veteran A reported to a CAVHCS social worker that he received a CD belonging to Veteran B from a…

Outcome: Birmingham VA Medical Center (BVAMC) Privacy Officer (PO) is preparing a Postmaster and presentation for Target Vision to address this issue. BVAMC PO will also discuss with Patient Care Services Education Administrator the need for this to be addressed during…

Issue: Veteran A received a copy of Veteran B's x-ray results in the mail. The document contained Veteran B's full name and last 4. Veteran A has returned the documentation to the medical center outpatient clinic and alerted the staff. Update:…

Outcome: Proper procedure for patient notification reviewed with staff. Copy of minutes provided to the Privacy Officer.

Issue: During routine sorting operations, the VISN7 Consolidated Laundry at Tuscaloosa VA Medical Center (TVAMC), an employee found a document "Ticket to Ride" in the linen that contained Personally Identifiable Information (PII). The laundry employee forwarded the document to the Laundry…

Outcome: Privacy Officer discussed with Acting Associate Director and Chief Nurse, Acute Care. Forms are only to contain patient last name and last four of social. Staff will be re-educated.…

Issue: The Privacy Officer (PO) was informed that the medical records for Veteran A were returned to the Release of Information (ROI) office by Veteran B's wife. Veteran B's wife stated they were not the records of her husband. The medical…

Outcome: Both ROI clerks were required to retake the Privacy & HIPAA training. Documents were returned to VAMC. Memo of recommendations will be sent to the Service Line & HR. The Manager of ROI has changed the process for on the…

Issue: A Veteran stated that "I know people are going into my records and I want a copy." The Veteran also called names of employees and requested to know everyone who has access to his records. He requested and was given…

Outcome: Three employees received disciplinary action.

Issue: Veteran A received Veteran B's fee basis authorization and consultation (Non-VA Care-Surgery-Plastics). Veteran A provided this information when a Patient Services Assistant contacted Veteran A on 05/01/12. In addition to his fee basis authorization and consultation, Veteran A received Veteran…

Outcome: Supervisor re-educated staff and stress the importance of safeguarding patient information.

Issue: Veteran A received Veteran B's medication on 04/30/12 from the Outpatient Pharmacy. Veteran A returned the medication to the Outpatient Pharmcy on 05/01/12; Items disclosed included the bottle of medication and the instruction sheet which included Veteran B's full name…

Outcome: Pharmacy staff was re-educated on the need to safeguard patient information.

Issue: A Veteran went to a Congressman's office to make an unrelated complaint. A Field Representative called the Central Alabama Veterans Health Care System (CAVHCS) Patient Advocate to help calm the Veteran down and before the conversation ended he told Patient…

Outcome: Veteran was provided free credit monitoring for one year; notification letter mailed May 15, 2013. CBOC staff reminded to make sure they give information to the correct Veteran.…

Issue: A request for a Sensitive Patient Access Report (SPAR) was received by the Privacy Officer (PO) on 02/03/12. It was printed on 02/04/12 and the PO notified the Veteran/employee of the print completion. The report was picked up by Veteran/employee,…

Outcome: Training and Administration action taken.

Issue: A Veteran's incorrect address was entered into a database and medications were sent to the wrong house number, 775 instead of 755. Update: 04/25/12:One Veteran will be sent a letter of notification.…

Outcome: Privacy Officer unable to determine how address was changed incorrectly to 775 from 755. UPS cannot be blamed since they delivered the package where VAMC sent it. Address is now showing correctly and Veteran ended up with two medications. PO…