Veterans In Partnership (VISN 11)

Issue: Patient A received Patient B's appointment notification letter which contained Patient B's full name, social security number, address and appointment dates. Patient A shredded the information and notified Employee A who was on duty. Update: 05/23/12:Veteran B will be sent…

Outcome: Section Chief and Supervisor of appropriate unit notified of mishandling of mail and written response received on 5-22-12 that re-training will be conducted with all staff handling mail to Veterans to ensure that all letters are double checked and matched…

Issue: A specialty physician received a call from an outside Doctor asking for information regarding one Veteran. The physician shared information regarding symptoms of the Veteran and possible diagnosis relating to named symptoms. After the conversation ended, it struck our physician…

Outcome: Provider involved has been educated to ensure authorization exits to share information prior to having a conversation with outside entities. Notification letter has been sent to the Veteran.…

Issue: It was reported that a provider at VA Illiana health Care System Community Based Outpatient Clinic gave a verbal diagnosis of a Veteran in a public waiting area where other people were sitting. The reported verbal disclosure was of 7332…

Outcome: It is recommended by HR that the provider receive a written counseling as well as training on protected health information.

Issue: A recently re-assigned Employee did not properly sort outgoing lab result letters, resulting in four mis-mailed notification letters sent to the incorrect Veterans. Update: 05/11/12:Four Veterans will be sent notification letters.…

Outcome: Notification letters have been sent to the individuals affected by this breach. Employee has been reassigned and disciplinary action will be recommended by the Privacy Officer.…

Issue: Veteran A received a copy of lab results of Veteran B which included a statement that Veteran B has diabetes. Update: 05/16/12:Veteran B will be sent a notification letter.…

Outcome: Supervisor is providing ongoing training w/staff to improve accuracy in mailing documents.NOTE: ATTACHMENT #1728189;15405.SPE75405 ENTERED IN ERROR AND PO UNABLE TO DELETE AFTER MULTIPLE ATTEMPTS.…

Issue: VA Form 4659 (Incentive Awards Recommendation and Approval) which contains employee's full SSN was scanned into the wrong employee's eOPF file in error by VA staff. Update: 05/04/12:The employee whose SSN was disclosed will be offered credit protection services.…

Outcome: Credit monitoring letter has been delivered to the impacted employee. Education has been provided to the responsible employee.…

Issue: Veteran A found a Consult belonging to Veteran B near the atrium. It appears that the consult may have been in the possession of a provider and was somehow lost. The Privacy Officer is unable to determine the origins of…

Outcome: The Privacy Officer is unable to determine the origins of the consult or to whom it belonged in order to provide education/training and awareness. however, an email has gone out facility wide on the need to be cautious and diligent…

Issue: Veteran A received an appointment letter belonging to Veteran B. Veteran A stated he has received several pieces of mail for Veteran B but could not remember the contents and since the address (on the letter inside the envelope) was…

Outcome: Veteran B finally contacted the PO with his current address and the credit protection letter was sent today. The PO also advised Veteran B to come to the facility to Registration with his ID so his current address can be…

Issue: A completed 10-10 EZR (Means test form) missing Veteran A's signature was sent to Veteran B in error. The form has a sticky not on it requesting the signature of Veteran A. The completed form for Veteran A was under…

Outcome: Credit monitoring letters have been sent to the Veteran and spouse whose information was contained in the 10-10EZR. Employee has been educated on the importance of ensuring documents pertaining to different individuals are kept separated.…

Issue: On 04/03/12, the Privacy Officer (PO) received an email from the Health Resource Center (HRC). Veteran A had called the HRC to report that his medical records were released to the State of Michigan Child Protective Services without his authorization.…

Outcome: PO has received final guidance from GC of the improper disclosure of this Veterans medical record. PO has been informed that employees have received disciplinary action in this issue as well as additional training. Since the medical records were released…