Veterans In Partnership (VISN 11)

Issue: An employee's car was stolen out of his driveway. The car contained 3 boxes and a rollaway bag. The rollaway bag is used by the employee to transport files back and forth between the VA and clients. The boxes contained…

Outcome: Employee has been counseled by the supervisor. Steps are being taken to terminate the employee. ISO/PO are trying to determine which Veteran's were compromised.

Issue: A VISTA appointment list printed for Veteran A was inappropriately given to Veteran B in error. It contained Veteran B's name, full SSN and appointment information. Update: 02/21/13:Veteran A will be sent a letter offering credit protection services.NOTE: There were…

Outcome: Education has been provided to the employee responsible for the error. Credit Monitoring offer/notification letter has been sent to the impacted Veteran.…

Issue: A book containing patient information went missing from a unit at the VA Illiana facility but was recovered. The Privacy Officer (PO) does not have any more information at this point and will update this ticket as the PO progresses…

Outcome: Education was provided to staff to ensure that information on Veterans must remain secure at all times. HIPAA Notification letters were mailed to Veterans.

Issue: Family Medical Leave Act (FMLA) paperwork containing a mental health diagnosis pertaining to one employee was inappropriately included in an Administrative Investigation Board (AIB) evidence file and released to three board members. Update: 02/20/13:The employee will receive a HIPAA letter…

Outcome: Employees responsible have been educated on the proper uses of FMLA paperwork. Notification letter has been sent to the impacted employee/Veteran.…

Issue: The Privacy Officer ran an access report on a high profile former employee. The employee last worked and also received her medical care at facility in 2008. Two individuals were found to have accessed medical records. Update: 02/14/13:The former employee…

Outcome: This matter has been fully investigated and all matters completed by this PO. Documentation has been turned over to HR for determination of mitigation/corrective action response.

Issue: A box clearly labeled BARD Catheters was mailed from the Community Based Outpatient Clinic Pharmacy to the patient's home address. Update: 02/14/13:The Veteran will be sent a HIPAA notification leter.02/19/13:The Data Breach Core Team reviewed the appeal and determined that…

Outcome: The Privacy Officer is working with the Pharmacy Service Chief to assure that a process is in place to mail these packages in non-see-through wrapped packages.

Issue: Veteran/Employee A received a letter addressed to Veteran B in with a letter they received. The letter for Veteran B included the full name, address, negative and positive test results - tests that could be embarrassing to Veteran B. Update:…

Outcome: PO discussed with Supervisor and staff the need to review all documents. Supervisor indicated they will provide additional training to staff to insure these types of incidents do not occur again.…

Issue: An employee at a contracted CBOC was terminated 2-5-2013 effective immediately. She left a meeting and accidently took a provider's patient schedule with her. The manager of the CBOC has called and left messages for her to bring the schedule…

Outcome: Management will make sure they have an employee check everything including their pockets when they are being terminated, prior to leaving the building.

Issue: Release of Information Clerk mailed requested medical information to the wrong Veteran. Update: 02/01/13:Due to full SSN and medical information being sent to wrong Veteran. The Veteran will be sent a letter offering credit protection services.…

Outcome: Individual received verbal counseling.

Issue: Over 40,000 letters were mailed to Veterans introducing the new Director. Also in the letter was information on our pause. One letter with Veteran A's full name and address was enclosed in Veteran B's letter.Veteran B returned Veteran A's letter.Veteran…

Outcome: Mail room staff have been re-educated on the importance of double checking letters before they are mailed.