How To: Create an Individual File using Hierarchy

Required - Determined during the Implementation process
 

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 = "Individual"

UI Visibility: Yes
Included in Reports: Yes

Required

Subject's first name. There is a 255-character limit.

UI Visibility: Yes
Included in Reports: Yes

Optional

Subject's middle name. There is a 255-character limit.

UI Visibility: Only visible when viewing alerts
Included in Reports: Yes

Required

Subject's last name. There is a 255-character limit.

UI Visibility: Yes
Included in Reports: Yes

Optional

Must be in the following date format: yyyy-mm-dd

UI Visibility: Yes
Included in Reports: Yes

Optional

SSN must be exactly 9 digits, including leading zeros, and does not contain any dashes.

Leaving this field blank will not fail the file

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 

Tax Identification Number (TIN) associated with an individual. TIN should only be supplied if an individual is the business owner or the primary pharmacist. Data in the TIN field will not be used in monitoring. The TIN must be exactly 9 digits, including leading zeros, and must not contain any dashes.

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. Specialty is a variable character field and can include letters, numbers, and special characters. Specialty 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 - 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

Required (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

Required (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

Required (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 

Can be 1 to Many; 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 individuals. 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

Can be 1 to Many; 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 individuals. 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 

Can be 1 to Many; 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

Can be 1 to Many; 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

Can be 1 to Many; 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

Can be 1 to Many; 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

Can be 1 to Many; 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

Can be 1 to Many; 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 

Can be 1 to Many; 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

Required - Determined during Implementation

The End Date sets the date monitoring will end for an individual and removes the individual from the Active Population list.

• An End Date must be supplied in yyyy-mm-dd format.
• End Date represents an “up to” date. A runnable executes periodically throughout the day to terminate subjects whose End Date matches the current date.
• If a client enters today’s date, termination will occur the next time the runnable executes on that date.
• End Date should be left blank for all active subjects.

Entering a Past End Date

Clients may enter an End Date in the past; however, the monitoring termination date applied in the system will be the date the file is processed, not the historical date provided in the file.

Entering past End Dates is not considered a best practice, as it may create discrepancies between the intended monitoring end date and the actual termination date applied within the system. For additional guidance and recommended processes, refer to the Best Practices for Ending Monitoring guide.

Auto-Term Functionality

If an End Date cannot be supplied, auto-term functionality may be discussed during implementation.

Data Consistency Requirement

If the same External ID appears on multiple rows, the End Date must be consistent across all rows. Mismatched End Dates may cause the file to error.

Refer to: How To: Review File Errors (EndDate/Data Mismatch)

UI Visibility: Yes
Included in Reports: Yes

Required - Determined during Implementation

The Node External ID is the client-assigned unique identifier for a hierarchy node. When included in the individual/subject file, it specifies which node in the client's hierarchy tree the subject should be assigned to. It links the subject to a specific location in the organization's hierarchy.

Key characteristics:

• Must be unique within a client (max 255 characters)
• Matching is case-insensitive
• It is the same External ID (Ext ID) that is defined when creating nodes via the hierarchy file or Identity API
• Node Zero always has the External ID CLIENT_DEFAULT
• If a subject's Node External ID is blank or doesn't match a valid node, the subject lands on Node Zero (the root node)

When the same subject’s External ID appears on multiple rows, the Node External ID may be the same or different, depending on the intended hierarchy assignment. Use the same node value when all rows represent the subject’s assignment to one node. If the subject should be associated with multiple hierarchy nodes, provide the appropriate node value on each row.

UI Visibility: Yes
Included in Reports: Yes