How To: Add a Review Status for NPI Searches

Summary

This article outlines the steps for resolving issues or matches found during an NPI instant search. It explains the Status History field, which allows organizations track notes and progress for each issue or match. Each entry is timestamped and auditable, ensuring a transparent and traceable record of all actions taken and changes made throughout the resolution process. This feature supports accountability and provides a clear audit trail for compliance purposes.

Overview

1. When searching by an NPI, a detailed overview of all search results will display.
   The overview displays key information such as:

   • NPI Searched

   • Name of Individual or Organization

   • Issue(s) Found

If issues are found during an NPI search, a red Issue Found indicator will appear in the Results Overview display. 

On the Sanction Results page, navigate to the bottom section. Below the NPPES profile data located on the right-hand side, you will find the Internal Review Status display. 

Update Status:

1. In the Status History panel located at the bottom right of the page, select Update Status. This action will open the Update Status dialog box.

2. 

3. From the Change Status drop-down menu, select one of the following options:

   1. Needs Review – Indicates a new or unreviewed alert.

   2. Under Review – Indicates the alert is currently under investigation.

   3. Resolved – Indicates the investigation is complete and the issue has been closed.

4. Provide any relevant notes to document your findings or actions taken.

5. Click Save Status in the bottom-right corner of the dialog box to save your changes.

Important Notes

• If there are multiple issues for a single NPI, please ensure that notes are made for all alert types, including: Federal Exclusions and State Sanctions, Medicare Opt-Out Status, NPI Validation, CMS Preclusion List*

• All notes and status changes are automatically timestamped and recorded for audit purposes.

• Once entered, notes and statuses cannot be edited or deleted.

• All updates are reflected in the system’s reporting features, ensuring traceable and compliant documentation of your organization’s alert review process.

• For reporting guidance, please reference our support article How To Download Search Reports.