This article explains how to use the provider file to add, update, or remove provider data in Passport. It emphasizes keeping headers intact, saving the file as .csv, and naming files with your company name and date. Key fields include SSN, Facility ID, Monitoring End Date, and Name. Errors in fields like dates or unmapped IDs will skip rows during processing. To remove providers, input a monitoring end date. Follow detailed column specifications and download the sample template for guidance. Contact support for assistance with errors or submissions.
Quick Reminders:
- Do NOT Remove Headers. All of the headers (NPI, SSN, Facility ID, etc.) must remain on the file. Any changes made to this row will cause the file to error.
- Delete Row 2 (which designates whether a field is <required> or <optional>) before submitting the file.
- Files must be saved in .csv format (not .xls).
- Please name files using your company NAME and DATE (Ex: “ProviderTrust Provider File – 4 29 2019").
- To upload a file, follow the instructions on How to: Upload Integration Files
- If a provider is included multiple times in a file, the last line where the provider appears will be used and all other data for that provider will not be saved. In this example, provider 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 Provider Removal:
- To remove a provider from your Passport 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 provider's termination date, but you can pick any date that is appropriate, including historical or future dates. Keep in mind, that if a historical date is provided, the provider will reflect today's date as the monitoring end date.
- 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.
- If you have any questions about file errors, please contact client care at support@providertrust.com or 615-938-7878 ext 1.
Column |
Data Requirements |
| A - NPI |
Optional: Must be 10 numerical digits. No Dashes or spaces. Invalid NPIs will error the row and will be skipped. |
|
B - SSN |
Required: Must be 9 numerical digits, including leading zeros. Formats with dashes and no dashes are accepted. Invalid SSNs will error the row and will be skipped. |
|
C - Facility ID |
Decided during the Implementation process (Example: FacilityA or ICU1234) Invalid or unmapped Facility IDs will error the row and will be skipped. |
|
D - Monitoring End Date |
Required to end monitoring: Removal from Passport is not done by omission. This field must be populated in order to remove a provider from Passport. This date can be in the future or the past. (Example: M/D/YY or MM/DD/YYYY) An invalid date will error the row and will be skipped. |
|
E - First Name |
Required: (Example: Christopher or Chris) character limit: 255 characters |
|
F - Middle Initial |
Preferred: Can be middle name OR initial. (Example: Hilton or H) character limit: 255 characters |
|
G - Last Name |
Required: (Example: Smith) character limit: 255 characters |
|
H - Former Last Name |
Preferred: (Example: Johnson) Multiple former last names should be separated by a single space character limit: 255 characters |
| I - Address Line 1 | Preferred: Should be home address. |
|
J - Address Line 2 |
Preferred: (Example: Apt. #2) |
|
K - City |
Preferred: (Example: Nashville) |
|
L - State |
Preferred: Two-digit U.S. State, Territory, or Canadian Province (Example: TN) Invalid State Abbreviations will error the row and will be skipped. |
|
M - Zip |
Preferred: We support both U.S. and Canadian zip code format. U.S. zip codes 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. |
|
N - DOB |
Preferred: Must be over 14 years old and in the correct format (Example: M/D/YY or MM/DD/YYYY). Depending on which services you are ordering from ProviderTrust, a DOB may be required. Invalid DOB will error the row and will be skipped. |
|
O - Gender |
Optional: Any value will be accepted. character limit: 255 characters |
|
P - Email Address |
Optional: Optional to populate, but if this field is populated, the data must be in standard email format (Example: test@aol.com) All Email addresses are validated prior to entry. Invalid Email Addresses will be skipped. |
|
Q - Company User ID |
Optional: Display Only character limit: 255 characters |
|
R - Company Dept Code |
Optional: Display Only character limit: 255 characters |
|
S - Company Dept Name |
Optional: Display Only character limit: 255 characters |
|
T - Job Code |
Optional: Display Only character limit: 255 characters |
|
U - Job Title |
Optional: Display Only character limit: 255 characters |
|
V - Hired Date |
Optional:(Example: M/D/YY or MM/DD/YYYY) If the date is in an invalid format, the hire date will be skipped. |
|
W - Unit 1 |
Decided during the Implementation process (Example: Nursing or ICU1234) Invalid or unmapped Unit IDs will error the row and will be skipped. |
|
X - Unit 2 |
Decided during the Implementation process Invalid or unmapped Unit IDs will error the row and will be skipped. |
|
Y - Discipline 1 |
Decided during the Implementation process Invalid or unmapped Discipline IDs will error the row and will be skipped. |
|
Z - Specialty 1 |
Decided during the Implementation process. Invalid or unmapped Speciality IDs will error the row and will be skipped. |
A sample template is attached below!