VA Sunshine Healthcare Network (VISN 8)

Issue: A VA employee reported that the OIG received anonymous allegations which prompted an administrative investigation. Included in the documents the OIG received were two employees' proficiency ratings, which contained the dates of birth and last four of the SSN of…

Outcome: Notification letters sent to the two employees on 11/16/12. The whole suite was re-keyed. The proficiencies have been moved to a locked cabinet in the Chiefs office. Only the Chief has the key.

Issue: In addition to his own appointment letter, Veteran A also received Veteran B, C, and D's appointment letters stuffed in the same envelope. Veteran A returned the letters on 10/2/12, after having received them the prior week. The letters contained…

Outcome: Discussed with all HAS clerks and Chief of Volunteers. All staff reminded to stay focused on their duties. HIPAA Notifcation letters mailed.…

Issue: A Veteran A was handed Veteran B's appointment list, which was printed on Sept 7. The Veteran returned the list to his nearest CBOC, and when queried, could not recall who, when, or where he received the appt. list. The…

Outcome: All staff reminded to exercise caution when handing over patient information taken from a common printer, and to verify patient name with what's printed.

Issue: Veteran A was mailed Veteran B's Clinic appointment letter. The nletter contained Veteran B's name, address, last four of SSN and appointment type,date and time. Update: 10/01/12:Veteran B will be sent a notification letter.…

Outcome: Clinic Supervisor to provider reminder training, ensure compliance to mandated training and advised to contact Employee Relations for appropriate disciplinary actions.

Issue: A visitor came to the Nursing office and gave the Nurse of Day two electronic laboratory labels that he found on the floor hallway next to Nursing office. The labels contained full name, full SSN, ward, room number and order…

Outcome: Appropriate corrective actions should be given to Employee A violations of Privacy Policy CM No. 00-12-15 according to the Sanctions Clause V.A.5

Issue: Employee A found two EKG Strip Report of two Veterans with full name, full SSN signed by Employee B in the cafeteria. The documents were left unattended for about 1 hour. Update: 09/27/12:Two (2) Veterans will be sent letters offering…

Outcome: Appropriate corrective actions should be given to employee for violations of VHA Privacy Policy CM No. 00-12-15 according to the Sanctions Clause V.A.5 (a,c&e).

Issue: During a routine inspection today at 11:30 AM at the Neurology Lab for some construction work that is being performed, the Medical Service Chief entered room 1F184 Neurology where EEG technicians work and identified in unlocked drawers and desks lots…

Outcome: 1) Appropriate corrective actions should be given to Employee A and Employee B for violations of VHA Clean Desk Policy CM No. 00-09-71 and Privacy Policy CM No. 00-12-15 according to the Sanctions Clause V.A.52) Since these are original sleep…

Issue: Veteran A received Veteran B's appointment letter in the mail. The appointment letter contained Veteran B's first initial of last name, last four SSN, and three appointment dates identifying clinics, locations, and times. Veteran A mailed the appointment letter to…

Outcome: Clerks on the Team have been advised to exercise more caution when generating multiple appointment letters, and to carefully check each envelope before sealing.

Issue: A VA Employee called Veteran A and asked Veteran A how he was feeling. Veteran A was confused as to why the Employee was asking therefore the Employee asked Veteran A if his SSN was XXX-XX-XXXX and Veteran A stated…

Outcome: Employee supervisor contacted and advised to take corrective action and disciplinary action as appropriate.

Issue: The Austin Billing Office mailed Veteran A his Billing Statement and contained in the envelop was a bill belonging to Veteran B. Update: 09/12/12:Veteran B will be sent a letter of notification due to medical information being disclosed.…

Outcome: This is an Austin TX automated mailing process error. Document has been returned and destroyed. Health Resource Center in Kansas has been notified and a service request has been entered to investigate the incident further at their end.…