VA Sunshine Healthcare Network (VISN 8)

Issue: Veteran A received information pertaining to Veteran B. Veteran A mailed the information back to the Privacy Officer, who will notify Veteran B. Update: 07/25/11:Veteran B will be sent a letter offering credit protection services, because Veteran B's name, SSN,…

Outcome: Notification letter signed by the facility Director and mailed 8/1/11.Request closure of this ticket.

Issue: Veteran A received Veteran B's appointment card. The appointment card had correct address of Veteran B but was bundled with Veteran A's mail. Veteran A opened the appointment card without looking at address. Update: 07/21/11:Veteran B will receive a letter…

Outcome: The Veteran's apppointment card delivered by USPS to wrong address.

Issue: An employee discovered a file folder with three appointment list from the same Veteran, the file contained full name and full SSN. She immediately refer it to her supervisor, who later reported it to the Privacy Officer (PO). Update: 07/21/11:The…

Outcome: Education was given to pathologist to reinforce expectations and compliance with privacy policies and procedures, which include the proper handling of documents containing personally identifiable information.

Issue: Veteran A received appointment letters for four other Veterans and Veteran B received appointment letters for four additional Veterans. Appointment letters contains name, address, last four the SSN and medical appointment date and time. Update: 07/18/11:The eight other Veterans will…

Outcome: Process changed to prevent mailing error by no longer having youth volunteers fold and place any veteran letters in envelopes. Employees involved retook Privacy and Information Security training. Clerical staff counseled on the importance of privacy and security of our…

Issue: A Prosthetics technician provided Veteran A's wife with a brief, hand-written description of the proper chair lift she was to purchase. When she returned home with her husband, she turned over the note and discovered it was written on the…

Outcome: The Prosthetics technician was verbally counseled by the Prosthetics supervisor. In addition, the Privacy Officer has been invited to review this incident at the Department's next scheduled training meeting in August. All members have already been cautioned about this incident.…

Issue: Privacy Officer received notification that a Veteran received an appointment letter in the mail, but the envelope also contained mailings intended for two other veterans. Update: 07/01/11:Veteran B and C will be sent a notification letter.…

Outcome: Appropriate Supervisor has been contacted and informed of the incident. Education provided to staff by the Privacy Officer regarding the protection of information.They were reminded to check mailings to be sure that paper does not stick together. Copy of redacted…

Issue: A pathology report intended for a West Palm Beach (WPB) VA physician was erroneously faxed to a private residence. The fax contained the patient's full name, medical information, and DOB . The resident contacted the Privacy Officer (PO) to report…

Outcome: The Privacy Officer will contact the Pathology Department to confirm the correct fax number for future use. The Privacy Officer did converse with the Pathologist at the facility. She assured the Privacy Officer that the fax number will be corrected…

Issue: Veteran A's Disability Benefits Questionnaire was mailed to Veteran B. Questionnaire contained medical information. Update: 06/23/11:Veteran A will be sent a notification letter.…

Outcome: The employee was reminded and educated by the Privacy Officer to confirm that information being sent out is accurate. The supervisor was notified and counseling was completed.

Issue: Veteran A presented to Bradenton Community Based Outpatient Clinic (CBOC) to pick up paperwork from the doctor's office. Once home, he noticed that the envelope included Veteran B's medical records. The information was prepared by a Bradenton CBOC Employee. Veteran…

Outcome: A credit letter was mailed to the Veteran whose information was involved. All staff involved in Veteran's care were spoken to about the incident and provided additional training by the Privacy Office.…

Issue: Patient A's Radiology CD was mailed to Patient B. The CD Sleeve contained Patient B's full name and full SSN. Patient B notified the patient advocate who in turn notified the Privacy Officer (PO). Patient B has agreed to personally…

Outcome: Radiology staff advised to use two forms of ID when making CDs. This will be briefed to a wider audience at next staff meeting.…