VA Sunshine Healthcare Network (VISN 8)

Report ID: SPE000000065461, U.S. Department of Veterans Affairs

Reported Entity: VISN 08 Tampa, FL

Issue:

The Privacy Officer (PO) received notification on 08/04/11 that the OIG has been conducting an ongoing investigation that began 05/17/11. While investigating an unrelated incident, the local police department discovered two civilians in possession of 287 consultation forms on patients receiving care at this facility. On 08/05/11, the PO obtained details regarding information contained on the consultation forms which is that they include each patient's full name, full SSN, date of birth, address and medical information. Update: 08/05/11: The OIG investigation is ongoing. The PO will update the ticket once clearance is received from OIG. 08/24/11: OIG has given the okay to proceed with the credit protection offers. The 287 patients will receive a letter offering credit protection services. 09/07/11: The OIG investigation still ongoing and it is not known at this time how the civilians came into possession of the documents. 11/04/11: The OIG has released 25 more names associated with this incident. They will be offered credit protection services. 12/22/11: The OIG has released 4 more names associated with this incident. They will be offered credit protection services. 10/17/12: One Veteran asked for additional years of credit monitoring. ID Analytics has offered to talk to the Veteran. E-mail string is attached.

Outcome:

Based on the OIG reported incident, facility wide notice went out to all staff to report full and near full shredder bins to appropriate staff. Staff were reminded to secure all documents including those awaiting destruction at all times. Weekly rounds have paid specific attention to this issue. IG maintains retrieved documents. Credit Monitoring and Next of Kin Letters have been mailed. 11-4-11 - ticket updated to reflect 27 additional veterans effected. Additional education and efforts since previous ticket entries: Shredding contract currently under review. Director E-News sent to all workforce regarding securing all documents. New poster/flyers completed and being affixed to bins informing staff to call immediately if bin has not been sufficiently emptied. Shredder bin information posted on screen savers on all fancily monitors. Privacy Officers have planned to present one-on-one in-services to ALL facility staff. To date PO's have presented to 5 different services, to include all administrative service chiefs and clinical service chiefs meetings. Privacy Task Force is being developed and expected to meet the end of November, beginning of December.