Notice to Patients of Transcription Records Incident

Virtua Medical Group (“VMG”) is committed to protecting the security and confidentiality of our patients’ information.  Regrettably, this notice is regarding an incident involving some of that information.

On January 21, 2016, we first learned that, in early January 2016, certain patient information from three practices, Virtua Gynecologic Oncology Specialists, Medford Surgical Services, and Virtua Pain and Spine, had become viewable on the internet by using a search engine.

We immediately began a thorough internal investigation and ultimately determined that a VMG transcription vendor had a server that had been unintentionally misconfigured during an upgrade, allowing the transcription documents to be viewable by using a search engine on the internet. VMG immediately had the vendor remove the patient information from the server, and VMG confirmed that patient information was no longer viewable. VMG also took action to have the records removed from search engines.  The transcription record may have included patients’ names, physicians’ names, birthdates, and treatment information from the office visit. The transcription record did not contain any social security numbers, financial information or addresses.

This incident did not affect all VMG patients, but only certain patients treated in the three named practices and seen between 2011 to January 2016.

We have no indication that any patient information has been used in any way. However, in an abundance of caution, we sent letters to patients on March 11, 2016. If you need additional information or if believe you are affected but do not receive a letter by March 26, 2016, please call 1-844-369-9360, Monday through Friday from 8 am to 5 pm Eastern Time (closed on U.S. observed holidays).

We deeply regret any inconvenience this may cause our patients.  To help prevent something like this from happening in the future, we have ceased doing business with this transcription vendor.
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