VA Sunshine Healthcare Network (VISN 8)

Issue: CHAMPVA spouse of Veteran alleged that her medical records were inappropriately released to former husband. Update: 01/09/13:The spouse will be sent a HIPAA letter of notification.…

Outcome: The female patient informed the PO that she has updated her medical and demographic record to reflect change of address, phone number & that she is now separated. The PO met with the ROI staff, who stated that the spouse…

Issue: Veteran A was mailed his appointment letter along with Veteran B's medical consultation sheet. Veteran Bs full name, full SSN, date of birth, address, and phone number was inappropriate disclosed. Privacy Office will investigate. Update: 01/07/13:Veteran B will be sent…

Outcome: Employee involved given a verbal counseling and completed re-training on Privacy and Information Security. Credit monitoring letter mailed to the affected Veteran.

Issue: A medication label containing patient full name, full social security number, and date of birth was discovered on the floor near a cargo elevator on the 11th floor. Update: 12/27/12:The lable was on the floor near the elevator which is…

Outcome: The label was retrieved. The person who created the label could not be identified. We provided credit monitoring to the patient.

Issue: Veteran A received an envelope addressed to him from the Bay Pines VA Healthcare System (BPVAHCS) however inside the envelope were progress notes and lab results for Veteran B. Veteran A returned the records by mail to the BPVAHCS. Update:…

Outcome: Privacy Officer discussed with staff the importance of applying additional safeguards to protect patient information when processing requests and handling individually identifiable information. Privacy Officer has provided additional education to prevent such incidents from happening again.…

Issue: Veteran/Employee A informed the Privacy Officer that he had requested his medical records from Release of Information (ROI) and received another Veteran's large packet containing the other Veterans medical record. He stated he returned the packet to ROI, however does…

Outcome: New process started where the ROI supervisor or acting will be notified of any records being returned.

Issue: Veteran A contacted Telecare Services stating he had asked for a copy of his lab results to be mailed to him by his provider. When he received the records, he also received two pages of a medication record belonging to…

Outcome: Unable to trace to any one employee. Educating team to exercise more caution when handling these type requests. Recommending that patients always go through ROI for this type information.…

Issue: Veteran B's lab results were folded into the same envelope as Veteran A's lab results. Veteran A returned B's lab results to the nearest Outpatient Clinic (OPC). Both labs were dated 12/04/12. The facility suspects the Mailroom's Pitney-Bowes machine may…

Outcome: Mechanical problem with Pitney-Bowes machine. Contractor aware. Deemed transient problem. Will clerks will continue to fan paper before putting it in tray.…

Issue: Veteran B's appointment letter was delivered with Veteran A's appointment letter in the same envelope. When Veteran A called to cancel his additional appointment, he discovered the letter belonged to Veteran B. Veteran A will return the letter and envelope…

Outcome: Re-emphasized to all clerks, including volunteers, to exercise more caution when preparing correspondence.

Issue: A clinic employee called a Veteran who was not available and imparted protected health information (PHI) to a friend in an attempt to set up an appointment. The PHI disclosed included the Veteran's name and diagnosis. Update: 12/11/12:The Veteran will…

Outcome: HIPAA and Privacy courses completed, sanctions implemented

Issue: A Medical Administration Services (MAS) Lead staff member reported three Unit Flow forms missing from the Nurses Station of an inpatient unit. Update: 12/05/12:Lead MAS has been interviewed. MAS management has been notified and instructed to establish a more secure…

Outcome: Lead MAS has been interviewed. MAS management has been notified and instructed to establish a more secure process for sharing this data. Three sheets of Unit flow forms contained 26 patients' last names, first initial, last four of the SSN,…