VA Midwest Health Care Network (VISN 23)

Report ID: PSETS0000084281, U.S. Department of Veterans Affairs

Reported Entity: VISN 23 Fargo, ND

Issue:

It was reported to the Privacy Officer (PO) that two people that were to have tele-medicine appointments in Bismarck, ND were placed in the same room instead of being place in their assigned rooms for their appointments. Investigation to fallow. Update: 01/07/13:The investigation is still ongoing but the PO has confirmed that both patients were in the room for first patient's appointment. The provider did not see the second person until the first patient's appointment was completed.01/18/13:The two Veterans were in the room at the same time. Both Veterans name and medical information was compromised. Both Veterans will receive a HIPAA letter of notification.

Outcome:

This massage was sent out to all participants Telehealth Program Privacy Protocols Service Line leadership please forward this email to all staff that are involved with Telehealth Video services. Last week there was a Veteran privacy violation that occurred. As required by the national Conditions Of Participation (COP) for Telehealth, the following NEED to occur at the start of EVERY Telehealth appointment: Ensure you are in the room and your Telehealth equipment is operational prior to the start of the VTEL (test calls can be made at the start of the day to 9999999). o I will also follow up with the Telehealth support staff at the CBOCs that they also need to have the Veteran roomed timely, or in the case of when a Veteran no-shows, they need to answer the TMED call to inform the provider of status. Ensure that you introduce yourself, identify any other staff in the room with you and the reason for the visit or type of appt/service. Ask the Veteran to identify themselves(s). Need two identifying pieces of information (last name and last four of their ssn). Ask the Veteran to if there is anyone in the room with them. This ensures that you are aware if there is anyone off camera. Educate the Veteran (they should be aware already_) that this is a virtual appt and if this the first appointment with you/this clinic, ask that they provide verbal consent. o Consent then needs to be documented in your note. The above information would/should take only a minute, but (again_) NEEDS to happening on each and every Telehealth appointment. Please share widely with all staff involved. Lastly, I have completed documenting Telehealth competencies for most staff. One area that I listed for the vast majority of the staff is in the area of required training in the TMS (Talent Management System). This is also required to be completed as soon as possible for all staff involved.