VA Sunshine Healthcare Network (VISN 8)

Issue: Veteran A was mailed Veteran B's appointment letter. Veteran A returned the appointment letter to the VA. Privacy will investigate. Update: 04/08/13:Veteran B will be sent a notification letter.…

Outcome: VA employee involved completed VA Privacy and Information Security and Rules of Behavior as well as VHA Privacy and HIPAA training. HIPAA Notification Letter mailed to affected Veteran.…

Issue: Veteran A requested guidance regarding a letter received by mail which contained another Veterans letter. Update: 04/05/13:Veteran B will be sent a general notification letter.…

Outcome: Appropriate privacy retraining should be given to Volunteer.

Issue: A Veteran discovered a SICU Census report on the street outside of the hospital building. The report contained the name and partial SSNs for 8 patients. There was also an ECG that contained the full SSN of one patient and…

Outcome: Service suspected one of the residents, but could not confirm responsible person. Service counseled all residents on the need to appropriately safeguard PHI.…

Issue: Employee A's Proficiency Report was scanned into Employee's eOPF. Scanning was done sometime between Nov 2012 and March 2013. Employee A's full name, full SSN, and DOB were listed on the Prof Report. Employee B discovered the error when he…

Outcome: HR clerks being cautioned to carefully cross-check employees' SSN with name attached to eOPF.

Issue: A steno pad was found in the clinic seating area by a Veteran who turned it in to VHA staff. Update: 03/28/13: The VHA clinic staff member is sending the steno pad to Privacy Officer (PO) so information can be…

Outcome: Clinic area will continue to be diligent in securing any and all documents

Issue: Reasonable Accommodation paperwork was sent to another employee in error. Update: 03/25/13:Employee A will be sent a notification letter.…

Outcome: The employee who received the information in error was contacted by HR and instructed to immediately delete the e-mail, which pertained to the other employee. And if the e-mail had already been opened, they were instructed not to share any…

Issue: Veteran A brought in a letter to a volunteer for Travel at the Lee County Healthcare Center (LCHCC). The letter contained Veteran B's information; full name, SSN, address, home number and bank information. The complimentary return envelope that comes with…

Outcome: The original documents that were mismailed were recovered. Training was conducted for staff members on the importance of ensuring the appropriate VHA mailing label is attached to the complimentary envelope that is supplied. The employees were reminded to confirm the…

Issue: Veteran A called Telephone Triage stating that she was provided an appointment letter belonging to Veteran B. The error was not identified until after the Veteran A arrived home. Veteran A was ask to bring the letter with the other…

Outcome: The clerk has been counseled and verbally admonished to exercise more caution when presenting Veterans with their appointment lists.

Issue: Patient A received lab result letter in the mail. In addition, the lab result for Patient B was included with Patient As letter. Patient A return the letter of Patient B back to the facility. Update: 03/22/13:Patient B will be…

Outcome: The privacy office has reviewed the mailing distribution process and spoke to the mail distribution team. Notified them of the importance of checking and monitoring what is being sent from the medical center. They are aware and will monitor the…

Issue: Patient A received lab result letter in the mail. In addition, the lab result for Patient B was included with Patient As letter. Patient A return the letter of Patient B back to the facility. Update: 03/22/13:Veteran B will be…

Outcome: The privacy office has reviewed the mailing distribution process and spoke to the mail distribution team. Notified them of the importance of checking and monitoring what is being sent from the medical center. They are aware and will monitor the…