VA Sunshine Healthcare Network (VISN 8)

Issue: A VISTA email was sent to a VHA mailgroup and the faility is unable to determine how a remote user was added with a verizon.net email address. Update: 10/25/12:Since the Patient's medical information went outside the VA network Patient A…

Outcome: Memo received from Chief of Service with investigation - remediation -sanctions. Training certs received.

Issue: A VA employee inadvertently left several records on top of her car after she parked and exited the vehicle. The employee was transporting the records from an adjacent office building back to the main Clinic. A VA Volunteer on parking…

Outcome: The employee has been verbally counseled on the necessity to secure all records when transporting from one facility to another to prevent the potential for any unauthorized disclosure of employee information.

Issue: Veteran A reported that he received a letter which was intended for Veteran B. This letter contained the lab results of Veteran B. Update: NA…

Outcome: Veteran A has returned the information pertaining to Veteran B. A copy of the lab results and letter will be sent to Veteran B. Administrative staff will be reminded to exercise caution and review sensitive documents prior to mailing. This…

Issue: It was discovered that a VA employee accessed and documented in her father's medical record. Update: 10/24/12:Vetean A will receive a notification…

Outcome: The Service Chief is conducting a fact finding. Once completed, he will consult with HR staff and SR Management to discuss the next steps of appropriate action.Notification letter mailed to the veteran 11/28/12.

Issue: Veteran A was mailed a medical record consultation sheet belonging to Veteran B. The consultation sheet arrived with Veteran A's appointment letter. The consultation sheet contains full name, full SSN, DOB, address and phone number. Privacy Office will further investigate.…

Outcome: Service Chief reported there is no way to discern who actually sent the information to the Veteran. However, we will remind everyone at our next staff meeting on the importance of protecting privacy information. Everyone is current with privacy training…

Issue: When Veteran A opened his pharmacy re-fill package from Consolidated Mail order Outpatient Pharmacy (CBOC), he discovered that the medications were for Veteran B. Veteran A informed telephone triage and agreed to return the medications to the nearest CBOC. Veteran…

Outcome: Employee verbally counseled by supervisor to exercise caution and verify proper patient's record before making changes.

Issue: A Release of Information clerk mis-mailed a Veteran's medical records to the attorney of the Veteran's ex-wife rather than a physician to whom disclosure was authorized. Medical records were reportedly provided to ex-wife who has shared the information with the…

Outcome: The Privacy Office has provided additional training to the employee responsible for this event to ensure each and every request are thoroughly reviewed prior to disclosing sensitive personal information.

Issue: A VA police officer delivered a small lunchbox color black and blue with Nokia Cell Phone, eating utensils and 24 sheets of paper with Patients' information (Name, Social Security number, room number, assigned doctor) to the Privacy Officer's office. The…

Outcome: 1) Appropriate corrective actions should be given to nurse for violations of Privacy Policy CM No. 00-12-15 according to the Sanctions Clause V.A.52) Reinforcing the procedure to take printouts of VA sensitive information home or to another remote location outside…

Issue: Veteran A (name unknown) was mistakenly handed Veteran B's lab results by his Provider. Veteran A returned the lab report to the nearest CBOC and gave a brief explanation of what transpired. Due to task saturation and under manning at…

Outcome: The Provider was counseled and re-educated by the Chief Medical Officer.

Issue: A VA employee accessed two Veteran/Employees' medical records without authorization to do so. The employee was not a part of either Veteran/Employee's direct or indirect care. Update: 10/03/12:Two Veterans will be sent a letter of notificaiton.…

Outcome: Employee was provided additional education by Privacy Officer and supervisor was included to for any disciplinary action. Employee was informed of the minimum necessary standards. Privacy Officer requesting ticket closed.…