Summary

This article provides a guide on how to effectively interpret Bulk Search results. It covers the process of match strength, which is crucial for evaluating the relevance and accuracy of the search outcomes. Additionally, the article offers detailed instructions on how to review and provide notes and status updates for any flagged issues that may arise during the search process, ensuring that users can resolve these problems efficiently and maintain the integrity of their data.

Read the results

1. Click on a completed upload to see the results for each searched subject. 
    

   

2. Use the status tabs to narrow the results and the free-text filter to find a subject.          

You can review each result by the following status and corresponding tabs.

Open the Result

Expand a row to review the result for that subject.

A row searched using multiple identifiers has one aggregate result across all applicable products.

• Match cards: Findings are grouped by results, with identifier matches first, followed by name-only and organization-name matches.
• NPPES profile: Available for rows containing an NPI.
• SSDMF: Available when a TIN was submitted and your organization has the applicable product.
• Cleared: Shows the sources that were checked and returned no finding.

Understand match strength

Match strength describes how much evidence connects a returned record to the submitted row. It helps prioritize review; it does not make the review decision.

There are styling methods used for results to indicate a strong match versus a softer match.

A strong match gets a red pill and a red stripe down the card's edge; softer matches get a neutral grey pill. Discriminators like date of birth, address, and license number on the card are there to help you rule a soft match in or out.

The two softer tiers side by side. An exact name match ("Name-only match") above a similar-name hit ("Possible match") — both open as Needs Review.	A strong match. The record carries the submitted NPI, so the pill, stripe, and NPI render red — and it still opens as Needs Review.

Use the evidence to make a decision

Review the identity details shown on the match card. For softer matches, use available discriminators such as date of birth, address, license number, organization details, and identifiers to determine whether the record belongs to the searched subject.

• Confirm the submitted identifiers and the matched record’s identifiers.
• Compare names, organization details, and other available identity information.
• Check source dates and record status.
• Consider whether the evidence represents the same subject or a different person or organization.
• Record a concise explanation in the review note.

Review and resolve matches

Each match has its own review status and history. The subject row summarizes the status of its matches, for example, “2 to review,” “1 of 8 resolved,” or “Resolved.”

1. Needs Review: The status label for all new results. The match has not yet been assessed.
2. Under Review: A reviewer is actively assessing the evidence.
3. Resolved: The review decision has been recorded.

Please note: selecting a status will save the update. Include a note before choosing a status.

Add a review note

Use the optional review note to capture the rationale for the decision. Notes can contain up to 3,500 characters. Write enough detail for another specialist to understand what was checked and why the match was resolved.

• 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 PT App's reporting features, so your organization has a traceable and compliant record of its alert review process.

Best Practices

• State whether the record belongs to the searched subject.
• Reference the strongest confirming or disconfirming evidence.
• Document any follow-up or limitation that affects the decision.

Review history

The review trail records who made each change, when it occurred, the status selected, and the review note. Review history follows the subject across searches within your organization, including earlier Bulk Search jobs and single searches. Previous adjudications may therefore appear automatically on a new result.