VA Mid South Healthcare Network (VISN 9)

Report ID: SPE000000081129, U.S. Department of Veterans Affairs

Reported Entity: VISN 09 Nashville, TN

Issue:

The Privacy Officer atthe Murfreesboro Campus was notified of the following incident by an employee, Chattanooga Outpatient Clinic (COPC). COPC received an envelope from the Post Office which was returned due to an insufficient address. Through the window of the envelope, an employee noted the full name, full social security number, and clinic location of two Veterans was visible. The envelope was forwarded to the Privacy Officer at Murfreesboro for investigation and received on October 12, 2012. Upon inquiry, it was determined the envelope was mailed from the Murfreesboro Campus with the return address listed as Chattanooga CPOC. The envelope was intended as a pre-appointment letter. It was discovered, within the pre-appointment letter, another document also printed that lists the names/social security numbers of Veterans with a pending appointment. However, the pre-appointment letter was not assigned to print. When this document was folded and mechanically placed in a window envelope, the Veterans personal identifiable information (PII) was viewable. Update: 10/15/12:Two (2) Veterans will be sent letters offering credit protection services due to full name and full SSN being exposed.

Outcome:

10/23/12 - The PO found the responsible employee failed to do a quality check on the envelopes before mailing. Employee has undergone education and training regarding the importance of checking documents prior to mailing. CM letter mailed to both Veterans.

Related Reports:

1 other violation reported on the same date. Note that other citations may be about the same event: SPE000000081127