The NPDB Data Import file is the method to add individuals' data information into your ProviderTrust system and includes NBDP continuous query for all designated monitored subjects. This article will guide you through how to put your file together and what columns to populate.
Quick Reminders:
- Leave Row 1 containing all of the headers (External ID, Type, First Name, etc.) as it is. Any changes made to this row may cause the file to error.
- Your file must be saved in .csv utf-8 format or .psv.
- The template is attached at the bottom of this article, please delete the second row of the template prior to uploading.
- Please NAME your file using your company NAME and DATE. (Ex – “Test Client - Individual File – 4 29 2020")
- To remove an individual from your ProviderTrust population put in the date you wish for them to be removed from the system in the final column (End Date) OR discuss auto-term functionality during Implementation.
- More than 1 row can have the same External ID, but it means those rows reference the same individual. This is how you add multiple addresses, etc. for the same entity.
- To upload your file, you can follow the instructions on How To: Upload Data to SFTP
- If you have any questions about the files, please contact client care at support@providertrust.com or 615-938-7878 ext 1.
| Header | Details |
| External ID | Required: Must be unique |
| Type | Required: Individual |
| First Name | Required |
| Middle Name | Optional |
| Last Name | Required |
| Suffix Name | Optional for NPDB continuous query |
| Date of Birth | Required: Must be in the following format: yyyy-mm-dd |
| SSN | Required: Must be 9 digits including leading zeros, without dashes; Required for NPDB continuous query (or valid license and state information + professional school and graduation date) |
| TIN | Optional: Must be 9 digits including leading zeros, without dashes; only provide an individual's TIN not the TIN for a business, unless the individual is the business owner or the primary pharmacist. |
| NPI | Recommended: Must be 10 digits; HIGHLY suggested for NPDB continuous query |
|
FEIN |
Optional for NPDB continuous query, Federal Employer Identification Number (FEIN) |
| DEA | Optional for NPDB continuous query, Drug Enforcement Administration (DEA) Number |
| UPIN | Optional for NPDB continuous query, Unique Physician Identification Number (UPIN) |
| Specialty | Optional: Can be 1 to many |
| Taxonomy | Optional: Can be 1 to many |
| ITIN | Optional for NPDB continuous query, Individual Taxpayer Identification Number (ITIN) |
| Gender | Optional for NPDB continuous query, M or F |
| Organization Name | Optional for NPDB continuous query, Name of organization where subject works. |
| Professional School Name | Required for NPDB continuous query if SSN is not included, Name of professional school attended by a subject. |
| Graduation Year | Required for NPDB continuous query if SSN is not included, Year of graduation in YYYY format. |
| License Type | Required (if you are monitoring licenses); Required if sending a license for NPDB continuous query & not sending SSN to NPDB |
| License Issuer | Required (if you are monitoring licenses); Required if sending a license for NPDB continuous query & not sending SSN to NPDB |
| License Number | Required (if you are monitoring licenses); Required if sending a license for NPDB continuous query & not sending SSN to NPDB |
| License Issued |
Optional: Must be in the following format: yyyy-mm-dd |
| License Expiration |
Optional: Must be in the following format: yyyy-mm-dd |
| License Specialty | *Required for NPDB continuous query, Note: specialty is required if licenseType is a physician (MD/DO) or dentist. Otherwise should be blank. For a complete list see the Specialty code list in https://www.npdb.hrsa.gov/software/CodeLists.pdf |
| License Description |
*Only required for NPDB continuous query if Type = “Other”
|
| Is Main License | *Required for NPDB continuous query if sending more than one license, True/False |
| Document Type | Optional |
| Document Expiration Date | Optional |
| Address Type |
Required: String Value; Required for NPDB continuous query; Must say Business or Work |
| Address Name | Optional |
| Address Line 1 | Required |
| Address Line 2 | Optional |
| City | Required; can be any value |
| State | Required; can be any value |
| Zip |
Required: Must be either 5 or 9 numeric digits (no alpha), accepted formats include xxxxx An invalid zip will error out the row |
| County | Optional |
| Country | Optional; can be any string value |
| Business Unit | Optional: Can be 1 to Many; if not designated ProviderTrust will designate as 'No Business Unit' |
| Network | Optional: Can be 1 to Many; if Business Unit is used but no Network naming is needed, duplicate Business Unit value |
| End Date |
Required to end monitoring, must be in yyyy-mm-dd format. Leave blank if not terminating. OR discuss auto-term functionality during implementation |
| NPDB End Date |
Optional for NPDB continuous query, But needed to end NPDB Continuous Query from ProviderTrust, YYYY-MM-DD |
| Is NPDB |
Required for NPDB continuous query, True/False |
| NPDB DBID |
Optional for NPDB continuous query, But required if the client has multiple NDPB Entity IDs and the client wants to enroll the subject into a specific NPDB Entity |
| NPDB Entity Name |
Optional for NPDB continuous query, but needed if the client wants to clearly identify which NPDB Entity the subject is enrolled. |
| NPDB Data Bank Subject Id |
Optional. Used if syncing NPDB subjects with ProviderTrust. |
| NPDB Dcn |
Optional. Used if syncing NPDB subjects with ProviderTrust. |
| NPDB Subject Id |
Optional. Used if syncing NPDB subjects with ProviderTrust. |
| NPDB Enrolled Date |
Optional. Used if syncing NPDB subjects with ProviderTrust. Will be returned when the subject is enrolled with NPDB continuous query with ProviderTrust. |
| NPDB Eft |
Required for NPDB continuous query, True/False |
Reasons Data Will Error Out:
- When the same provider appears on the file multiple times with the same external ID, but has a different DOB, NPI, TIN or SSN - all rows identified with that unique ID will error out of the import and appear on the error report.
- When the same provider appears on the file multiple times with the same external ID but has any variation to first name, middle initial/name, last name - all rows identified with that unique ID will error out of the import and appear on the error report.
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