The provider file is one of two ways to add/delete/update provider information into your Passport system. This article will guide you through how to put your file together and what columns to populate.
Quick Reminders:
- Leave Row 1 containing all of the headers (NPI, SSN, Facility ID, etc.) as it is. 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 you submit the file. Leaving Row 2 will cause file to fail.
- Your file must be saved in .csv format (not .xls).
- Please NAME your file using your company NAME and DATE. (Ex – “ProviderTrust Provider File – 4 29 2019")
- 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.
- To upload your file, you can follow the instructions on How to: Upload Integration Files
- If your file fails, please check the View Summary tab under Results 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 |
Notes |
| 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!