On May 31, 2016, Goochland Powhatan Community Services discovered that we had a privacy breach of 75 closed paper charts in our Powhatan Office. During remodeling, two file drawers were removed from file cabinets where these charts were briefly not stored according to our policy. Personal Health Information contained within these charts included full names, addresses, dates of birth, social security numbers, diagnoses, and insurance information. We rectified the issue as soon as it was found; securing these records in a locked file cabinet. We don’t believe any information was accessed; however mailed notification letters to the impacted consumers. As 23 of these notification letters have been returned as undeliverable, GPCS is posting this notice to alert the impacted community. In addition, employees will receive refresher training in GPCS policies and procedures, including HIPAA requirements. If you have any questions or concerns, you may contact me by phone: 804-556-5400, mail: P.O. Box 189 Goochland, VA 23063, or email: firstname.lastname@example.org. We also want to make you aware of steps you can take to guard against identity theft or fraud. We recommend that individuals remain vigilant for incidents of fraud and identity theft, by reviewing account statements and monitoring free credit reports. In addition, you can report suspected incidents of identity theft to local law enforcement, Federal Trade Commission, or the Virginia Attorney General. To learn more, you can go to the FTC’s Website, at: www.consumer.gov/idtheft, or call the FTC, at (877) ID THEFT (438-4338) or write to Federal Trade Commission, Consumer Response Center, 600 Pennsylvania Avenue, NW, Washington, DC 20580.
Susan Bergquist, MPA
NOTICE OF DESTRUCTION OF RECORDS
When you are discharged from services, GPCS will retain your record for a period of 6 years from the date of last contact. After 6 years, your record will be destroyed in a manner consistent with HIPAA and state guidelines. Record destruction occurs on an annual basis. Annual Record Destruction will occur on Friday, September 30, 2016
You may exercise your right to request access to your record or to transfer copies of your record to another provider at any time before destruction.