VA Mid South Healthcare Network (VISN 9)

Report ID: PSETS0000088615, U.S. Department of Veterans Affairs

Reported Entity: VISN 09 Nashville, TN

Issue:

On Thursday, 04/25/13, at 9:00 AM, the Program Assistant, Compliance Office (Nashville Campus) found a Gains and Losses (G&L) sheet in the mens restroom (B-111). The G&L sheet contained the full name, last four digits of the SSN, and ward location for approximately 90 Veterans. The Program Assistant, Compliance Office (Nashville Campus) placed the G&L sheet in the shredder box. Today, 04/29/13, at 9:00 AM, the Program Assistant, Compliance Office (Nashville Campus) found three (3) G&L sheets in the mens restroom (B-102). G&L sheets contained the full name, last four digits of the SSN, and ward location for approximately 180 Veterans. The G&L sheets are utilized in morning report. It is believed the G&L sheets were inadvertently left in the restrooms by an employee who attended morning report on the dates in question. Morning report ends at approximately 8:45 AM so the G&L sheets were left unattended for a very short period. Update: 04/29/13:Due to the fact that ward location is considered Protected Health Information (PHI), 270 Veterans will receive notification letters.05/22/13:This was determined to be HITECH reportable by VHA Privacy Office.

Outcome:

It is believed the G&L sheets were inadvertently left in the staff restrooms by an employee(s) who attended the morning meeting. HIPAA notification letters were mailed today. Staff have been reminded of the importance of safeguarding patient information to include the appropriate process for disposal of such documents.