arm?s a DEPARTMENT OF HEALTH 8; HUMAN SERVICES OFFICE OF THE SECRETARY Voice- {215) 361-4441, {215) 361?4440 5 - (215} 361-4431 Of?ce for Civil Rights, Region mm 150 S. Independence Mall West Public Ledger Building, Suite 372 Philadelphia. PA 19106-9111 February 14, 2012 Central Virginia Group, inc. 1011 Care Way, Ste. rede?cksburg, VA 22401 Transaction number: 130299 Dear (?limit-Whine) On July 6, 201 l, the Department of Health and Human Services (HHS), O?ice for Civil Rights (OCR) received a complaint alleging that Central Virginia OB-GYN Group is not in compliance with the Federal standards for privacy of individually identi?able health infonnation andfor the Security Standards for the Protection of Electronic Protected Health Information (45 CPR. Parts 160 and 164, Subparts A, C, and E, the Privacy and Security Rules). Speci?cally, requested copies of her medical records and was told that the storage facility could not locate her ?le. This allegation could re?ect a violation of 45 CPR 160.524 regarding access to ones protected health information. OCR enforces the Privacy Rule, and also enforces Federal civil rights laws which prohibit discrimination in the delivery of health and human services because of race, color, national origin, disability, age, and under certain circumstances, sex and religion. On January 25, 2012, OCR noti?ed the Central Virginia Group, Inc. (Central Virginia of the complaint. We have renewed the matters raised in the complaint. Central Virginia provided OCR with the following information: They assured OCR that their former employee who was in charge of medical records did not follow procedures and was terminated in December 2011. Central Virginia informed OCR thatrecords were sent to their secure storage and the former employee should have called the facility to request that the records be sent to the office immediately- Central Virginia OB?yn noted that although it may take some time for the facility to locate the records, the employee was reaponsible for ensuring that the request had been ful?lled or to contact the Practice Administrator to inform them of the situation so that other steps can be taken. Unfortunately, Central Virginia stated that since the employee is no longer employed at the Practice, it is impossible to know what she did with the record request. Page 2 After receiving the complaint from OCR, Central Virginia immediately contacted the storage facility, obtained a copy of the records and then informed both OCR and that the ?le was located. Central Virginia con?rmed that the address was correct and indicated that records were then mailed to her. They also apologized for any inconvenience . comp ainant may have had with regard to this matter. All matters raised by this complaint at the time it was ?led have now been resolved through the voluntary compliance actions of Central Virginia and therefore, the case will be closed. determination as stated in this letter applies only to the allegations in this complaint that were reviewed by OCR. Under the Freedom of Information Act, we may be required to release this letter and other information about this case upon request by the public. In the event OCR receives such a request, we will make every effort, as permitted by law, to protect information that identi?es individuals or that, if released, could constitute a clearly unwarranted invasion of personal privacy. If you have any questions, please contact Amy Kaplan, at (215) 861-4446. Sincerely, Man-Aha Marlene L. Rey Acting Regional Manager