The provider file is one of two ways to add/delete/update provider information in your Passport system. This chart will guide you through how to put your file together. The sample file can be downloaded at the bottom of the article:
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
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.
- 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 fail file. |
| B - SSN |
Required: Must be 9 numerical digits, including leading zeros. Formats with dashes and no dashes are accepted. Invalid SSNs will fail file. |
| C - Facility ID |
Decided during Implementation process (Example: FacilityA or ICU1234) Invalid or unmapped Facility IDs will fail file. |
| 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) Invalid date will fail file. |
| 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 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 fail file. |
| 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 date is in an invalid format, data will be skipped. |
| W - Unit 1 |
Decided during Implementation process (Example: Nursing or ICU1234) Invalid or unmapped Unit IDs will fail file. |
| X - Unit 2 |
Decided during Implementation process Invalid or unmapped Unit IDs will fail file. |
| Y - Discipline 1 |
Decided during Implementation process Invalid or unmapped Discipline IDs will fail file. |
| Z - Specialty 1 |
Decided during Implementation process. Invalid or unmapped Speciality IDs will fail file. |
A sample template is attached below!