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.
- 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 Where Do I Upload 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. |
| B - SSN |
Required: Must be 9 numerical digits, including leading zeros. Formats with dashes and no dashes are accepted. (Example: 011-22-3333 or 011223333) |
| C - Facility ID |
Required: This value is located under the "General" tab of Integration Mappings. (Example: 334567) |
| 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) |
| E - First Name |
Required: (Example: Christopher or Chris) |
| F - Middle Initial |
Preferred: Can be middle name OR initial. (Example: Hilton or H) |
| G - Last name |
Required: (Example: Smith) |
| H - Former Last Name |
Preferred: (Example: Johnson) |
| I - Address Line 1 | Preferred: Must be HOME address. No P.O. Boxes. |
| 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) |
| 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. |
| O - Gender |
Optional: Acceptable formats include one of either
|
| P - Email |
Optional: Optional to populate, but if this field is populated, the data must be in standard email format (Example: test@aol.com) |
| Q - Company User ID |
Optional: Display Only |
| R -Company Dept. Code |
Optional: Display Only |
| S -Company Dept.Name |
Optional: Display Only |
| T - Job Code |
Optional: Display Only |
| U - Job Title |
Optional: Display Only |
| V - Hired Date |
Optional:(Example: M/D/YY or MM/DD/YYYY) |
| W - Unit 1 |
Optional: Decided during the Onboarding process. (Example: Nursing or ICU1234) |
| X - Unit 2 |
Optional: Decided during Onboarding process |
| Y - Discipline 1 |
Optional: Decided during the Onboarding process. (Example: DIS-0015 or Registered Nurse) |
| Z - Specialty 1 |
Optional: Decided during Onboarding process. |
A sample template is attached below!