VA Sunshine Healthcare Network (VISN 8)

Issue: Veteran A received fax that had Veteran Bs information. Veteran Bs full name, full SSN, address, and DOB were on fax. Update: 05/07/12:Veteran B will be sent a letter offering credit protection services.…

Outcome: RN Section Chief working w/HR/LR on sanctions. Employee has retaken Privacy Training and received a verbal counseling.

Issue: A Schedule of Operations, listing 15 patients with full names and full SSN's, and Surgical Nursing staff assignments was found in the public restroom by a Service Chief. Update: 05/07/12:Fifteen (15) Patients will be sent letters offering credit protection services…

Outcome: Nurse Executive Office has been notified. Investigation is ongoing. Letters mailed to 15 Veterans on 5/15/12. Event resolved.…

Issue: Between 11:30 AM and 12:30 PM, a Consultation Sheet for Veteran A was printed by an Ambulatory Care employee and handed to a vendor representative to have her follow up with Prosthetics. The Consultation Sheet contained Veteran A's full name,…

Outcome: All clerks received the Privacy Dos and Donts fact sheet and an email reminder with detailed instructions was sent all clerical personnel as well. Credit monitoring letter mailed to affected Veteran.…

Issue: Veteran A was provided a radiology disk with Veteran B's full name and full SSN on the front and radiology images. A radiology covered-entity nurse contacted the Privacy Officer (PO) after Veteran B provided the disk to her. It is…

Outcome: Employee involved received a warning of unacceptable conduct letter and retook Privacy and Information Security training. The correct Veterans radiology disk was provided to the covered entity. An in-service training for all staff is scheduled to review the image distribution…

Issue: Veteran A was provided Veteran B's Medication List while at a clinic appointment. Before leaving the clinic Veteran A noticed the error and reported it and returned the List to a VA employee. The list included Veteran B's name, date…

Outcome: Supervisor notified to contact HRMS for appropriate disciplinary action. Verbal counseling given to employee and re-education.…

Issue: A Veteran reported he received an envelope from one of our VA clinics with his full SSN on the front. He emailed a copy of the envelope to a VA employee who reported it. The Privacy Office will further investigate…

Outcome: The clinic will no longer use window envelopes to mail travel vouchers. The clerks will use a label printer to address travel voucher envelopes. Each clerk in the travel office completed Privacy and Information Security Awareness training. A credit monitoring…

Issue: A paper folder containing a Veteran's information pertaining to a biopsy performed on 04/30/12 in the Short Procedure Unit was found in a bed linen in the Laundry Department. Update: 05/01/12:The Veteran will be sent a letter offering credit protection…

Outcome: The folder was given to the PO. A meeting was held with ISO, PO and appropriate Surgical and Nursing staff to discuss & determine alternative means of communication with staff and the Short Procedure Unit. We will establish verification of…

Issue: Veteran A met with a clinician and emptied his bag of medication bottles on the clinicians desk. When the clinician gathered up all the bottles to place them back in the bag, the clinician mistakenly placed a single medication bottle…

Outcome: Supervisor and Clinic Chief Medical Officer notified and instructed to contact HRMS for appropriate disciplinary actions. Additional education provided.…

Issue: A VHA supervisor sent Employee A's Knowledge, Skills and Abilities (KSA) to Employee B who sent the information to her personal e-mail account. The KSAs included Employee A's name and full SSN. Update: 05/02/12:Employee A will be sent a letter…

Outcome: Service Chief has initiated sanctions with HR/LR. Remediation - education at staff meeting.

Issue: The Healthy Heart class coordinator left a class roster with 14 names and full SSNs behind in the classroom where she was teaching. The roster was discovered on a corner table two and one half days later when the classroom…

Outcome: Future Rosters will have SSNs blacked out, or cut the roster to remove the SSNs. Employee will re-sign the Rules of Behavior.…