Summary
This article provides instructions for using the Passport Unique ID model provider file to add, update, or remove subject data in the ProviderTrust Application. It details the required and optional data fields, formatting guidelines, and error-prevention strategies. Our accepted file formats are .csv UTF-8 and psv. Detailed column specifications and a sample template are provided.
A Note on the PTApp Upgrade
As part of the PTApp upgrades project, you may continue using this Unique ID model file format — no changes are required on your part. When your file is transmitted via SFTP, PTApp automatically and systematically converts it into the format necessary for ingestion into the platform. There is no further action required to maintain your existing integration.
Want to move to the native PTApp file format instead? You're welcome to convert at any time. Just reach out to support@providertrust.com, and our team will assist you with the transition.
If you're planning to expand your services with ProviderTrust or are going through an HRIS migration, our team will proactively engage with you to review and update your file format as needed to support those changes.
Quick Reminders:
- Do NOT Remove Headers or alter them in any way. All of the headers (NPI, SSN, Facility ID, etc.) must remain as is on the file. Any changes made to this row will cause the file to error.
- Delete Row 2 from the provided template below (which designates whether a field is <required> or <optional>) before submitting the file.
- Files must be saved in .csv format (not .xls). Quotations must adhere to CSV rules.
- Please name files using your company NAME and DATE (Ex: “ProviderTrust Provider File – 4 29 2019").
- If a subject is included multiple times in a file, the last line where the subject appears will be used, and all other data for that subject will not be saved. In this example, subject 1234 will be saved without an NPI, with an SSN of 444556666, facility ID of 2, and name of Joseph Schmoe.
Tips on Errors, Skipped Rows, and Subject Removal:
- To remove a subject from your population, put in the date you wish for them to be removed from the system in Column D (Monitoring End Date). Many clients choose to align this field with the subject's termination date, but you can pick any date that is appropriate.
- If your file fails or processes with rows that were skipped, please check the View Results tab under File Submission and click the button to the right of the file name to get detailed results.
Passport File Specifications for Unique ID Upload to PTApp
|
Column |
Notes |
| A - Unique ID |
Required: The Unique ID can include letters, numbers, periods, dashes, or spaces. It must be unique across your entire organization. This is the key identifier to identify when you want to add, update, or remove a subject. Unique ID is case-sensitive. Note: Do not reuse Unique IDs. |
| B - NPI |
Optional: Must be 10 numerical digits. No Dashes or spaces. Invalid NPIs will cause the file to fail. |
| C - SSN |
Preferred: Must be 9 numerical digits including leading zeros. Formats with dashes and no dashes are accepted. Depending on which services you are ordering from ProviderTrust, an SSN may be required An invalid SSN will fail the file. |
| D - Facility ID |
Decided during the implementation process Please enter either the ProviderTrust Code or the Facility ID assigned to the specific facility. (This information can be found here: Integration tab > Integration Mappings > General) Invalid or unmapped Facility IDs will cause the file to fail. |
| E - Monitoring End Date |
Required to end monitoring: this field must be populated when you wish to remove a subject. This date can be in the future or the past. (Example: M/D/YY or MM/DD/YYYY) An invalid date will fail the file. |
| F - First Name |
Required: (Example: Christopher or Chris) character limit: 255 characters |
| G - Middle Initial |
Preferred: Can be middle name OR initial. (Example: Hilton or H) character limit: 255 characters |
| H - Last name |
Required: (Example: Smith) character limit: 255 characters |
| I - Former Last Name |
Preferred: (Example: Johnson) Multiple former last names should be separated by a single space character limit: 255 characters |
| J - Address Line 1 | Preferred: Must be a HOME address. No P.O. Boxes or business addresses. |
| K - Address Line 2 |
Optional: (Example: Apt. #2) |
| L - City |
Preferred: (Example: Nashville) |
| M - State |
Preferred: Two-digit U.S. State, Territory, or Canadian Province (Example: TN) Invalid State Abbreviations will be skipped. |
| N - Zip |
Preferred: We support both U.S. and Canadian zip code formats. A U.S. zip code must be either 5 or 9 digits. (Example: 68510 or 68510-3354) Canadian zip codes are alphanumeric, have six characters, and are in the format of A1A 1A1, where A is a letter and 1 is a digit, including a space separating the third and fourth characters. Invalid zip codes will be skipped if not in the correct format. |
| O - DOB |
Preferred: Must be over 14 years old and in the correct format (Example: M/D/YY or MM/DD/YYYY). An invalid date will fail the file. |
| P - Gender |
Optional: Any value will be accepted. character limit: 255 characters |
| Q - Email Address |
Optional: Optional to populate, but if this field is populated, the data must be in a standard email format (Example: test@aol.com) All Email addresses are validated before entry. Invalid Email Addresses will be skipped. |
| R - Company User ID |
Optional: Display Only character limit: 255 characters |
| S - Company Dept Code |
Optional: Display Only character limit: 255 characters |
| T - Company Dept Name |
Optional: Display Only character limit: 255 characters |
| U - Job Code |
Optional: Display Only character limit: 255 characters |
| V - Job Title |
Optional: Display Only character limit: 255 characters |
| W - Hired Date |
Optional:(Example: M/D/YY or MM/DD/YYYY) If a date is in an invalid format, data will be skipped. |
| X - Unit 1 |
Decided during the Implementation process (Example: Nursing or ICU1234) |
| Y - Unit 2 |
Decided during the Implementation process Invalid or unmapped Unit IDs will fail the file. |
| Z - Discipline 1 |
Decided during the Implementation process Invalid or unmapped Discipline IDs will fail the file. |
| AA - Specialty 1 |
Decided during the Implementation process Invalid or unmapped Specialty IDs will fail the file. |
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