How To: Create an Organization File Upload

Required 

The External ID is a variable character field and can include letters, numbers, and special characters.  It must be unique across your entire organization. This is the key identifier to add, update, or remove a subject. There is a 255-character limit.

• If a subject appears multiple times with the same external ID but different DOB, NPI, TIN, or SSN, all rows with that ID will error and display within the error report.
• If a subject appears multiple times with the same external ID but any name variation (first, middle, or last), all rows with that ID will error and display within the error report. 

UI Visibility: Yes

Included in Reports: Yes 

Required

Specifies record type; must be Exact Value = "Organization"

UI Visibility: Yes

Included in Reports: Yes

Required
Legal Name of Business (Example: ABC Company, Inc.). is Business name is a variable character field and can include letters, numbers, and special characters. There is a 255-character limit.

UI Visibility: Yes

Included in Reports: Yes

Optional

“Doing Business As” name is associated with the individual or entity. This is the trade name or alias under which the provider or organization operates, which may differ from the legal name. "Does Business As" is a variable character field and can include letters, numbers, and special characters. There is a 255-character limit.

UI Visibility: Yes

Included in Reports: Yes

Optional

Tax Identification Number (TIN) associated with an individual or business. TIN must be exactly 9 digits, including leading zeros, and must not contain any dashes.

UI Visibility: Yes

Included in Reports: Yes

Optional 

NPI must be exactly 10 digits.

Leaving this field blank will not fail the file.

UI Visibility: Yes

Included in Reports: Yes

Optional - Determined during the Implementation process 

Can be 1 to many. Taxonomy is a variable character field and can include letters, numbers, and special characters. Taxonomy can be used to supply customized data. There is a 255-character limit.

Leaving this field blank will not fail the file.

UI Visibility: Yes

Included in Reports: No

Optional (if license monitoring services are contracted)

License type is a variable character field and can include letters, numbers, and special characters. There is a 255-character limit.The data within this column can be left blank if not contracted for license monitoring.

UI Visibility: Yes

Included in Reports: Yes

Optional (if license monitoring services are contracted)

License Issuer is a variable character field and can include letters, numbers, and special characters. There is a 255-character limit.The data within this column can be left blank if not contracted for license monitoring.
 

UI Visibility: Yes

Included in Reports: Yes

Optional (if license monitoring services are contracted)

License Number is a variable character field and can include letters, numbers, and special characters. There is a 255-character limit.The data within this column can be left blank if not contracted for license monitoring.

UI Visibility: Yes

Included in Reports: Yes

Optional (if license monitoring services are contracted)

Must be in the following format: yyyy-mm-dd.The data within this column can be left blank if not contracted for license monitoring.

UI Visibility: Yes

Included in Reports: Yes

Optional (if license monitoring services are contracted)

Must be in the following format: yyyy-mm-dd. The data within this column can be left blank if not contracted for license monitoring.

UI Visibility: Yes

Included in Reports: Yes

Optional - Determined during Implementation

Document Type should only be used under specific circumstances and should be discussed during Implementation. Two types are available today: Certificate of Insurance and Credential Form.  Document Type is a variable character field and can include letters, numbers, and special characters. There is a 255-character limit.

UI Visibility: Yes 

Included in Reports: Yes

Optional - Determined during Implementation

Document Type should only be used under specific circumstances and should be discussed during Implementation. Must be in the following format: yyyy-mm-dd

There is a 255-character limit.

UI Visibility: Yes

Included in Reports: Yes

Optional: String Value 

Address Type defines the purpose or category of an address. Common examples include
 

• Home
• Work
• Billing
• Shipping
• Mailing

Address Type is a variable character field and can include letters, numbers, and special characters. Address Type can be used to supply customized data. Multiple addresses are supported for organizations and entities. Each address entered will display in the system as a separate record tied to the same subject.  There is a 255-character limit.

UI Visibility: No (option to concatenate Type name with Address Name)

Included in Reports: No

Optional

The Address Name serves as an additional identifier or label for the address, such as "Corporate Office" or "HR Department." It is not utilized in our screening processes and may be left blank. The Address Name is a variable character field that may contain letters, numbers, and special characters. Address Name can be used to supply customized data. Multiple addresses are supported for organizations and entities. Each address entered will display in the system as a separate record tied to the same subject. There is a 255-character limit.

UI Visibility: Yes

Included in Reports: No

Optional 

Address Line 1 should include the street address (e.g., 123 Main Street). ProviderTrust prefers that home addresses be provided for individuals. A business address may be included only if it is the sole available address. Address Line 1 is a variable character field and can include letters, numbers, and special characters. There is a 255-character limit.

UI Visibility: Yes

Included in Reports: No

Optional

Address Line 2 should specify secondary address details, including apartment, suite, or unit numbers (e.g., Apt 4B, Suite 300). Address Name 2 is a variable character field and can include letters, numbers, and special characters. There is a 255-character limit.

UI Visibility: Yes

Included in Reports: No

Optional

City is a variable character field and can include letters, numbers, and special characters. There is a 255-character limit.

UI Visibility: Yes

Included in Reports: No

Optional

State is a variable character field and can include letters, numbers, and special characters. There is a 255-character limit.

UI Visibility: Yes

Included in Reports: No

Optional

Must be either 5 or 9 numeric digits (no alpha), accepted formats include

12345
12345-6789
123456789

An invalid zip will error out the row. Leaving this field blank will not fail the file.

UI Visibility: Yes

Included in Reports: No

Optional

County is a variable character field and can include letters, numbers, and special characters. There is a 255-character limit.

UI Visibility: Yes

Included in Reports: No

Optional 

Country is a variable character field and can include letters, numbers, and special characters. There is a 255-character limit.

UI Visibility: Yes

Included in Reports: No

Optional - Determined during Implementation

Can be 1 to Many; if not designated, ProviderTrust will designate as 'No Business Unit'.

If a Business Unit is specified, then the Network must also be specified, or the row will error out.

Business unit is a variable character field and can include letters, numbers, and special characters. Business unit can be used to supply customized data. There is a 255-character limit.

UI Visibility: Yes

Included in Reports: Yes

Optional - Determined during Implementation

Can be 1 to Many; Network must be supplied if using business units. Network is a variable character field and can include letters, numbers, and special characters. Network can be used to supply customized data. There is a 255-character limit. Networks cannot exceed 5,000 unique values.

UI Visibility: Yes

Included in Reports: Yes

Required - Determined during Implementation

End date sets a date for monitoring to end for an organization as well as removes the organization from the Active Population list.

A date must be supplied to end monitoring for a subject; it must be in yyyy-mm-dd format.

This date represents an "up to" date. A runnable is executed periodically throughout the day to terminate subjects on that date.

If a client enters today's date, the termination will occur the first time the runnable runs on that date.

End Date should be left blank for all active subjects.

If a date is unable to be supplied, an auto-term functionality will be discussed during implementation. For more information regarding our best practices, refer to ProviderTrust Best Practices for Ending Monitoring. 

Note: If the same External ID appears on multiple rows, the End Date must be consistent across those rows or the file may error. Refer to, How To: Review File Errors (EndDate/Data Mismatch).

UI Visibility: Yes

Included in Reports: Yes