VA Sunshine Healthcare Network (VISN 8)

Issue: VA Employee A accessed the record of VA Employee B without authorization. Employee B recently died The access was unexplainable other than for personal reasons. Update: 02/03/12:The family of Employee B will receive a next of kin letter.…

Outcome: Notification letter was sent to the deceased employee's next of kin/personal representative. The employee who inappropriately accessed the record was asked to re-take the Privacy & HIPAA training. Supervisor and HR were included for any further action.…

Issue: Veteran A received Veteran B's Disability Parking Permit form. The form contained: full name, full address, driver license number and date of birth. Veteran A is mailing the form back to the VHA facility. Update: 02/02/12:Veteran B will be sent…

Outcome: Employee review of system check prior to mailing.

Issue: The VA Police notified the Privacy Officer (PO) of a possible identity theft. A Veteran reported to the local police that his identity was stolen sometime around August 2010. The local police conducted an investigation and the investigation resulted in…

Outcome: Without knowing what document was used it was not possible to determine how the document ended up on the floor of clinic. Veteran had received educational information at appt on or around the time of incident. The Clinic Chief Medical…

Issue: Diagnostic test results for Veteran A were mailed in error to Veteran B. Veteran A's name and protected health information (PHI) were compromised. Update: 02/01/12:Veteran B will be sent a notification letter.…

Outcome: Veteran A returned the diagnostic letter to the CBOC. The CBOC faxed it to the Privacy officer. Staff will be instructed of the importance of verification before mailing documents, to ensure accurate delivery.

Issue: While conducting a routine sensitive patient record access review, the Information Security Officer sent an inquiry about access to a patient's record to a VA employee. The employee responded to the inquiry stating that she was not on duty when…

Outcome: User was instructed to change her password and was interviewed and briefed by the PO and ISO.

Issue: Veteran A received the lab results intended for Veteran B. Update: 01/30/12:Veteran A will be sent a letter offering credit protection services, since his full SSN and lab results were disclosed.NOTE: There were a total of 32 Mis-Handling incidents this…

Outcome: Veteran A was instructed to return the results back to the VA. The Release of Information (ROI) clerk has been re-educated regarding the proper selection of the Veteran when processing requests. In this case, both Veterans had the same last…

Issue: Veteran A received a copy of his appointment follow-up letter from the Sarasota Community Based Outpatient Clinic (CBOC). Attached to his letter was a list of future appointments for Veterans B and C, including their full name, full social security…

Outcome: Credit Protection letters were mailed to Veterans B and C whose information was inappropriately disclosed. We were unable to identify which employee was specifically responsible for the event, however all employees of this section have been provided additional education by…

Issue: Patient A received one non-controlled substance medication intended for Patient B. This incident was reported to the Bay Pines VAMC (station 516) and the Bay Pines VAMC on 01/06/12. The medication bottle and parcel contained Patient Bs name, address and…

Outcome: The Veteran whose information was comprimised was sent a Notification Letter. The volunteers who stuff and seal the envelopes with these types of letters were provided additional education by Privacy Office. The supervisor of this section was spoken with and…

Issue: A release of information clerk mis-mailed Veteran A's medical records to a records retrieval company along with Veteran B's information. Veteran A is deceased. Update: 01/23/12:Veteran A's next of kin will be sent a notification letter.…

Outcome: Additional education and training has been provided to the release of information clerk, supervisor will be contacting Human Resources to discuss appropriate action and the Veteran's personal representative was mailed a notification letter.

Issue: The Medical Administration Service Supervisor reported to the Privacy Officer (PO) that a Veteran called the facility stating that he received a mailing which also contained documents intended for 5 other Veterans and a printed email intended for a VA…

Outcome: Notification letters sent to the veterans on 1/24/12. A redacted copy was uploaded. Event has been resolved and request closure of this ticket.…