How to Convert a Passport Provider File to the PTApp Individual File with Hierarchy – ProviderTrust Support Center

Summary

This article explains how to move a Passport provider file that uses Unique ID into PTApp by copying unchanged columns, reformatting SSNs and dates, mapping Facility ID and Unit 1 to Node External ID, and identifying optional or and required fields. It also includes setup guidance and a final checklist to help prevent duplicate records or upload errors.

Overview

If you’re moving from Passport to PTApp, your existing provider file can be reused. Most columns carry over as-is, a few need reformatting, and the hierarchy columns (Facility ID and Unit 1) are handled differently. This article walks through each step.

Before You Start

You’ll need:

Your current Passport provider file
The PTApp Individual File Template with Hierarchy (CSV)

For the PTApp Individual file specifications and file template, visit our article How To: Create An Individual File Upload with Hierarchy and Optional Fields.

Copy your Passport data into the PTApp template one column at a time using the steps below. Do not rename the PTApp column headers.

Step 1: Set Up Identifiers

PTApp Column	What to enter
External ID	Your Passport Unique ID. Keep it exactly the same so existing records match and don’t duplicate.
Type	Enter `individual` on every row.

Step 2: Copy Over Columns That Don’t Change

Copy these values as-is. A few column names are slightly different.

Passport Column	PTApp Column
First Name	First Name
Middle Initial	Middle Name
Last Name	Last Name
Former Last Name	Former Last Name
NPI	NPI
Address Line 1	Address Line 1
Address Line 2	Address Line 2
City	City
State	State
Zip	Zip
Discipline 1	Discipline 1

Optional “flex” columns also copy over as-is. A few column names are slightly different.

Passport Column	PTApp Column
Gender	Provider Gender
Email Address	Email Address
Company User ID	Company User ID
Company Dept Code	Company Dept Code
Company Dept Name	Company Dept Name
Job Code	Job Code
Job Title	Job Title

Step 3: Reformat These Columns

Passport Column	PTApp Column	What to change
SSN	SSN	Remove the dashes. Use 9 digits only (123-45-6789 becomes 123456789). Keep any leading zeros.
DOB	Date of Birth	Change the date format to YYYY-MM-DD (1/29/1985 becomes 1985-01-29).
Hired Date	Hired Date	Change the date format to YYYY-MM-DD.
Monitoring End Date	End Date	Change the date format to YYYY-MM-DD. Leave blank to keep monitoring the individual.

Tips:

If your Passport file uses 2-digit years (such as 1/29/85), make sure each year is converted to the correct century (1985, not 2085).
Excel often drops leading zeros from SSNs and Zip codes. Format those columns as Text before pasting.

Step 4: Handle Facility ID and Unit 1 (Hierarchy)

PTApp uses a single Node External ID column in place of Passport’s Facility ID and Unit 1 columns.

Your Passport data	What to enter in Node External ID
Flat hierarchy (no Facility ID or Unit 1 data)	Leave blank
Facility ID only	The Facility ID
Facility ID and Unit 1	The Unit 1 value (the lowest level)
Unit 1 only	The Unit 1 value

Each person gets one value. If someone has both a Facility ID and a Unit 1, use the Unit 1 value only. The facility is determined by where that unit sits in your hierarchy.

The values you enter must match the node IDs set up in your PTApp hierarchy. If your hierarchy uses different IDs than your Passport file, your ProviderTrust contact can help you build a lookup list.

Step 5: Optional Columns

Address Type: Not required. You can leave it blank or enter Home.
License columns (License Type, Issuer, Number, Issued, Expiration): The Passport provider file doesn’t contain license data, so leave these blank. If you monitor licenses, your ProviderTrust contact will help you with the credential file.
Leave blank: TIN, Taxonomy, Document Type, Document Expiration Date, Address Name, County, Country.

Not Carried Over

Unit 2 has no matching column in PTApp. If your Passport file contains Unit 2 data, contact your ProviderTrust representative before loading.

Specialty PTApp has no matching “Specialty 1” column. If your file has Specialty 1 values, add them as an additional Discipline for that individual.

Final Checklist

Column headers match the PTApp template exactly
External ID matches your Passport Unique ID
Type says individual on every row
SSNs are 9 digits with no dashes
All dates are YYYY-MM-DD
Node External ID is blank (flat hierarchy) or matches your PTApp hierarchy
Specialty 1 values were added as an additional Discipline