Veterans In Partnership (VISN 11)

Issue: A Consolidated Patient Account Center employee at VA Illiana Health Care System (VAIHCS) included a sheet containing information on six Veterans into Veteran A's addressed envelope. The sheet containing patient names, full SSNs, admission dates and account balances. Veteran A,…

Outcome: Education and training has been given to employees to double check and ensure there is only one patient's information included in their mailings. Work lists will be destroyed upon completion. Supervisor will monitor new process.…

Issue: A Veteran had an appointment with his provider on 07/19/11. At the end of the appointment, the provider handed the Veteran some information. When the Veteran looked at the information at home, he had a list of the provider's patients…

Outcome: The supervisor of the provider has provided additional education on securing information with PHI/PII. The provider has also been told to retake his privacy policy web training.…

Issue: A mismailing of Veteran A's information to Veteran B occurred. The mismailing was due to an incorrect address being entered into Veteran A's record. At this time it is unknown what information was sent. Update: 07/27/11:Veteran A will received a…

Outcome: The employee has retaken her privacy policy web training.The supervisor will be doing further education with this employee.

Issue: A clinic was using a patient log book and this log book was lost today. Update: 07/18/11: The log book from Pulmonary Clinic had recordings from approximately November 2010 to the present. The information contained in the log book was…

Outcome: A full investigation was conducted. The log book process has been reviewed and revised. Staff were re-educated on the new policy and service managers are monitoring compliance.…

Issue: Veteran A received the 10-10 EZ forms (full name and full SSN) for Veteran B and Veteran C in the mail and reported to facility. Facility is in the process of retreiving the data. Update: 07/12/11:Veterans B, C and the…

Outcome: Staff have been educated.

Issue: Veteran A returned the Release of Information CD that contained the information that she requested. The CD also contained PHI for Veteran B including full name, full SSN, and DOB. Update: 06/23/11:Veteran B will be sent a letter offering credit…

Outcome: Appropriate Release of Information (ROI) staff have been re-educated and the HAS/ROI Supervisor will review the current process of scanning patient information to CDs in response to Veteran/patient requests for information to resolve any immediate or ongoing issues relating to…

Issue: A patient's daughter reported that mail received from VA was re-taped closed indicating to her that it had been previously opened. It was also addressed to Address Street instead of the correct Address Lake Drive. The mailed document was a…

Outcome: This incident was discussed with the Radiology Supervisor and the Radiology Staff responsible for release of information. The Health Administration Services (HAS) Release of Information (ROI) Supervisor will be working closely with the Radiology Supervisor to assist in resolving any…

Issue: A Release of Information clerk notified the Privacy Officer and Chief Health Information Officer that protected 7332 information was sent to Veteran A's employer without the proper authorization. This occured at the Mattoon, IL Community Based Outpatient Clinic. Update: 06/17/11:Veteran…

Outcome: Employee has been educated and instructed to be more cognizant of realeasing information in the future. HIPAA notification letter was sent to Veteran.…

Issue: A Volunteer accessed his sister's CPRS record. Update: 06/20/11: A volunteer through the VBA nonpaid work experience program accessed his sister's medical record. The Privacy Officer (PO) interviewed the volunteer. He had taken his privacy and security training and knew…

Outcome: The vocational rehab volunteer was terminated, and the Veteran was sent a letter offering credit protection services.

Issue: An employee posted a Patient's name and what ward they were staying on at the VA on their Facebook page. Update: 06/16/11:Veteran A will be sent a notification letter.…

Outcome: Per Human Resources: Employee was issued a proposed reprimand on July 18, 2011. Sometime after July 28, 2011 there will be a decision made on whether or not the charge is sustained.…