VA Mid South Healthcare Network (VISN 9)

Report ID: SPE000000073290, U.S. Department of Veterans Affairs

Reported Entity: VISN 09 Nashville, TN

Issue:

On or about 2/27/12, the Nashville VA File room requested records from Neosho Kansas Records Center on two Veterans. Those records were shipped on 2/27/12 via UPS with a Tracking Number. The Package was received at the VA Nashville Campus on 2/29/12 and signed for by one of the mail clerks.When the file room went to the mailroom to pick up the package, it could not be located. A search was conducted and is still being conducted within the facility to try and locate. A this time, they cannot locate.The Privacy Officer was notified of this issue/incident on this date (3/23). The Privacy Officer (PO) was provided with the two names of the Veterans affected and was informed that one Veteran had a Medical Record ordered (this Veteran has expired) and the other Veteran had both a Medical and Administrative File that was ordered. Update: 03/23/12:The living Veteran will be offered credit protection services. The deceased Veteran's next-of-kin will be sent a letter of notification.

Outcome:

A thorough search of the facility was conducted with no luck locating this missing UPS Package. A station-wide e-mail was also sent, and also with no luck. Both records have been flagged as missing in the VISTA Record Tracking Package to alert staff if located and returned. Education will be provided to the mail room staff about the importance of maintaining and controlling tracked mail and also to immediately report to their supervisor, any packages unaccounted for or missing.