VA Sunshine Healthcare Network (VISN 8)

Issue: Veteran A received his/her Pharmacy Care appointment information in the mail along with Veteran B's appointment information. Update: 03/10/11:Veteran B will receive a letter of notification.…

Outcome: The employee responsible for this incident was retrained in Privacy Awareness and counseled by supervisor. A notification letter was sent to the Veteran involved and the lab follow up note sent in error was mailed to the correct Veteran.…

Issue: Nursing staff employee took patient information home to work on a project. Update: 03/08/11:The Privacy Officer (PO) has investigated the incident. There were 986 last names and last four digits of the SSN on a list, but no other identifiers.…

Outcome: PO & Nurse Executive Office will review and assess when the information is returned to the VA by the employee. Training will be provided to the employee.…

Issue: A mix-up of patient records resulted in Veteran A receiving Veteran B's records. Veteran A was at a clinic appointment when he started having chest pains. He was transported to a civilian hospital and his medical records were sent also.…

Outcome: Discussed with Physician and his nurse that if they are going to mail PHI/PII to a veteran, then they should be the ones who actually perform that function. Both seemed agreeable and readily embraced the idea. This was also discussed…

Issue: Veteran A requested to receive a complete copy of his medical records on CD. The CD was labeled with Veteran As information, however the contents of the CD belonged to Veteran B. Veteran A returned the CD to Release of…

Outcome: The staff members in ROI were provided education by the Privacy Office and are putting additional safeguards in place to prevent this type of disclosure. A credit protection letter has been mailed to Veteran B.…

Issue: Veteran A and Veteran B have similar names. Lab results intended for Veteran A, were inadvertently sent to Veteran B. Veteran B mailed the lab results back to the VA. Update: 03/02/11:Veteran A will receive a letter offering credit protection…

Outcome: Staff trained on Privacy activity.

Issue: VET A RECEIVED VET B APPT LETTER IN THE MAIL. APPT LETTERS AUTO STUFFED IN EVELOPES. APPT LETTER CONTAINS VETERANS FULL NAME, ADDRESS AND APPT CLINIC, DATE AND TIME. Update: 02/24/11:Veteran B will receive a letter of notification.…

Outcome: Letter mailed and eduction provided.

Issue: VET A RECEIVED VET B APPT LETTER IN THE MAIL. APPT LETTERS AUTO STUFFED IN EVELOPES. APPT LETTER CONTAINS VETERANS FULL NAME, ADDRESS AND APPT CLINIC, DATE AND TIME. Update: 02/24/11:Veteran B will receive a letter of notification.…

Outcome: LETTER MAILED. EDUCATION PROVIDED.

Issue: VET A PICKED UP HIS MEDICAL RECORDS AT RELEASE OF INFORMATION WINDOW WHICH ALSO CONTAINED MEDICAL RECORDS FOR VET B. Update: 02/24/11:Veteran B will receive a letter offering credit protection services since their full SSN was exposed.02/25/11:Veteran B is deceased.…

Outcome: LETTER MAILED.EDUCATION PROVIDED.

Issue: Statement of MCCR Account Activity with medication names and co-pay amounts was mis-mailed. Veteran A reported that he received Veteran B's statement -- Veterans had same first and last names. Privacy Office to investigate. Update: 02/23/11:Veteran B will receive a…

Outcome: HIPAA notification letter mailed.Complainant letter mailed.

Issue: Triage Pharmacist reported 3 unrelated accidental disclosures involving mailing of medications. Privacy Office will investigate. Update: 02/24/11:The PO reports the Service Chief sent a memo to further investigate this matter a reply is due by 03/4/2011.02/28/11:A total of Seven (7)…

Outcome: Employees involved counseled, medication error reported, must comply with mailing patient medication process and check mailing label against contents, and retook privacy training.Nine HIPAA Notification letters mailed.Complainant letter mailed.