How To: Review File Errors

Tony Threatt
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Summary 

Failed files can be retrieved via sftp.providertrust.com in the services/failed/individuals or services/failed/organizations directories. Common errors include invalid field formats (e.g., dates, TIN/SSN, NPI, ZIP), file transformation issues, duplicate external IDs, and CSV formatting problems. ProviderTrust returns both the original file and an error file named using the client’s file with an appended error type. Clients are also notified by email, though best practice is to review the SFTP site directly for error details.

Where are your failed files?

You can retrieve your error files from the services root folder in your account via sftp.providertrust.com.

Error files are found by logging in to your SFTP to the following sub-directories.

  • services/failed/individuals
  • services/failed/organizations

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What are the typical errors?

Typical errors include:

  1. Validation Errors for specific fields -
    • Date must be YYYY-MM-DD
    • TIN/SSN must be nine digits including leading zeros (without dashes),
    • NPI must be 10 digits
    • ZIP must be 5 or 9 digits.
  2. When transforming the file to upload, there is an error
  3. Uploading the file and assigning business unit and networks
  4. Trying to assign an external ID that is already used.

    1. Example Error Message

      1. {"timestamp":1592405547516,"status":422,"error":"Unprocessable Entity","path":"null/monitor/monitored-subjects","message":"We cannot update the Monitored Subject to be a different type."}

      2. This error means that a Monitored Subject with that external ID is already in ProviderTrust and the external ID trying to be used for a different monitor subject.

  5. When the file is created, saved as, or copied and pasted with the CSV UTF-8 format.

    1. Example Error Message

      1. {Exception: 'utf-8' codec can't decode byte 0xa0 in position 220975: invalid start byte}

      2. Address lines, taxonomies, or specialties usually cause the issue.

  6. Quote values in a column where the delimiter (e.g., comma) is being used. The way to fix this is to use a different delimiter (e.g., pipe '|' or tab) when generating the file.

    1. Example Error Message

      1. {Exception: Error tokenizing data. C error: Expected 23 fields in line 37, saw 25}

 

Data Mismatch Error: External ID has different End Date values

When it happens

When multiple End Dates exist for the same entity (same External ID), the record will error.

Example Error Message

Data Mismatch Error: Row 3 has the same External ID as Row 2 but different data in the following column: EndDate

What it means

ProviderTrust treats multiple rows with the same External ID as the same monitored subject. If the end date differs across those rows, the system cannot determine the correct termination behavior.

Recommendation / How to fix

Multiple End Dates

If multiple End Dates exist for the same entity, use the latest (most future) End Date. If any record for that entity has a blank End Date, set End Date to blank for all related records.

When you want to remove an entity from one specific Business Unit/Group and keep that entity in a different Business Unit/Group

If any row has a blank End Date, keep the row with the blank End Date on the file. This allows the entity to remain active in the associated Business Unit/Group. If another row for the same entity has a populated End Date, remove that row from the file. This removes the entity from that specific Business Unit/Group while maintaining them in the remaining group(s).

When only one End Date exists for an entity

Keep that row on the file to ensure the entity is properly removed from monitoring.

 

Individual error file types

ind_create_errors.csv

ind_par_errors.csv

ind_upload_errors.csv

license_errors.csv

document_storage_errors.csv

subjects_errors.csv

npdb_errors.csv

individual_errors.csv (for those that failed validation)

Organization error file types

org_create_errors.csv

org_par_errors.csv

org_upload_errors.csv

organization_errors.csv (for those that failed validation)

When receiving error files

When you have an error, we will return your original files as well as the error files. The error file name will be <yourfilename>_<error file type>.csv.

Example:

ReferralFile1_ind_create_errors.csv.


Error File Emails

When uploading multiple files in a folder (e.g., individual or organization) and an error occurs, ProviderTrust will

  • Send an email that shows all files uploaded.
  • If an error occurs for a single file, but the client uploaded other similar file types (e.g., individual or organization), return
    • The error file
    • All other files uploaded at that time
  • Even though PT returns all files, only the file with the corresponding error file had an issue
    • Except when the client receives an error that the file type is incorrect. This error will stop all files in the folder from uploading.
  • It is a best practice that the client access the SFTP site to see which file(s) failed.

PT App Error File Naming Convention

Inbound files received from the PT App will exclusively be sent back to clients through sFTP. In the event of a failed file or skipped rows during the import process, ProviderTrust will return both the client's original file and an Error File to the sFTP site. 

The PT App Error Files will adhere to naming conventions mirroring the client's original file uploads.

Towards the end of the client's file name, the Error File naming convention will incorporate the file type name, "errors," and a date and time stamp. (UTC timezone)

Please see the example below for clarification:

  • Ex – Company Name - Individual File - 2 6 2024.psv_individuals_errors_2024-02-06_1753
  • Ex – Company Name - Organization File - 2 6 2024.psv_organizations_errors_2024-02-06_1753

 

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