Posted June 15, 2012 at 3:48 p.m.
The University of Louisville School of Dentistry regrets to say that a box of archived dental records for 146 patients who were treated between 1998 and 2001 cannot be located. These records, which were placed in storage more than a decade ago, may include, but is not limited to contact information, information used for billing purposes such as insurance company and account number and social security numbers, as well as treatment notes and X-ray images associated with treatment received.
Some of the information contained in the records can be utilized for medical identity theft and/or financial identity theft purposes. We encourage you to review any account statements you may receive, including medical benefits from your insurance provider, medical bills from a health care provider, and any financial accounts for suspicious activity. We also encourage you to monitor the free credit reports from the three major credit reporting agencies. If you discover any suspicious activity on your credit report, contact the credit agency directly to inform them of the activity. To assist you in this monitoring activity, the Dental School can provide you with a credit monitoring service for one year at no cost to you.
The three major credit agencies are:
P.O. Box 1000
Chester, PA 19022
P.O. Box 740241
Atlanta, GA 30374
We became aware of the lost records on April 17, 2012 when the Dental School requested the records be sent back to the Dental School for auditing before being destroyed, the storage facility notified the Dental School that the records could not be located within its warehouse. The off-site storage facility assured the Dental School that an extensive search of the physical location of the warehouse was conducted and the facility’s computer management system showed no history of anyone moving the files since arriving at the storage facility. As part of our investigation, we requested, the off-site facility conduct a second search. The Dental School also reviewed its destruction records to determine if the records could have already been destroyed. These additional efforts did not result in locating the dental records. Additionally, there is no indication that the records were stolen or that their custody was transferred to another location.
We are in the process of reviewing our policies and practices related to archived dental records, as well as our relationship with our vendor.
We have attempted to contact the affected patients. As a result of this unfortunate occurrence, we have made arrangements with a credit monitoring agency to provide the affected patients a year of credit monitoring at the School of Dentistry’s expense.
We do not have contact information for some of the patients whose records cannot be located. If you think your dental records may be part of this occurrence, please call 502-852-5663 or 1-800-335-UofL, ext 5663.