VA Western New York Healthcare System at Batavia

Issue: An employee noticed some papers on the ground while walking to the parking lot at the university across the street. The documents contained three Veterans pre-operative anestias assessments. The employee turned the documents over to a supervisor.…

Outcome: 07/30/13: Three (3) Veterans will be sent letters offering credit protection services.…

Issue: A file of 6 x-rays for one individual was sent to Iron Mountain (BAA) via UPS to test scanning. UPS confirms the packaged was signed for at Iron Mountain, however, Iron Mountain is unable to locate the package. Iron Mountain…

Outcome: 07/19/13 The patient will receive a letter offering credit protection services. 07/30/13: Upon further review, the patient is deceased. The next of kin (NOK) will be sent a NOK letter.…

Issue: A Release of Information (ROI) clerk received call from Non VA radiology for a mammogram report. Non VA radiology provided wrong Fax number to ROI. ROI faxed to number provided. Recipient (local community development program) contacted ROI that they had…

Outcome: 06/26/13: The Veteran will receive a HIPAA letter of notification.…

Issue: Staff gave Veteran A Veteran B's discharge instructions. Veteran B's daughter called to report the issue. She had shredded the papers. The discharge instructions contain name and full SSN.

Outcome: 06/13/13: Veteran B will be sent a letter offering credit protection services.…

Issue: The Associate Director found a label on the floor of the elevator. It contained the full name, full SSN, and date of birth of a patient. The label was secured and given to the Privacy Officer.…

Outcome: 06/03/13: Veteran A will be sent a letter offering credit protection services.…

Issue: Resident left computer screen open in hallway. Family member complained to nursing that he could see his fathers name and social security number.

Outcome: 06/03/13: This was left like this in a public area for an unknown amount of time. The family member stated that anyone would have access to the patient's SSN who was walking in the ward. Credit protection services will be…

Issue: An employee called Veteran A regarding a follow-up to appointment. Part way through the conversation, the employee realized she was speaking to the wrong Veteran. She called back to apologize and spoke with Veteran A's wife who was upset and…

Outcome: 05/23/13: Veteran A will be sent a notification letter. 06/05/13: This was determined to be HITECH reportable by VHA Privacy Office.…

Issue: Wife of veteran had her brother in law stop at VA to obtain information on VIC card and benefits. Her gave her pamphlets and an envelope. When she opened the envelope she noted that it contained information on other veterans.…

Outcome: Received items in today's mail. contained 8 deceased veteran's death information including full SSN, diagnosis, copy of death certificate. application for burial flag, funeral arrangements & personal effects. Spoke with VSC manager, these items were to go to scanning. Envelop…