Transitioning from SSN to Unique ID Provider Files

The following article describes the process required to transition your current Passport system, utilizing a social security number as a provider's unique identifier to using the Unique ID Data Model. This model allows Passport to monitor individuals without social security numbers, however, it is strongly encouraged to always provide the social security number when available for highest level of accuracy in employee monitoring. 

If currently none of the providers have a Unique ID, this article outlines the steps to give them a Unique ID for the first time.  It also provides the ability going forward to be able to update the Unique ID when a client transitions to a new HRIS system that may also impact the ability to the same Unique IDs.

The attached file would be a rarely updated file format that would allow clients to first identify the provider that needing an update by populating SSN and/or Current Unique ID, plus Facility ID, First Name and Last Name.  All of those fields need to align to a single provider within an Organization first, then Passport can move on to add/update the provider's Unique ID to the value in column C.  If Middle Initial and/or Former Last Name are also populated, they will be used to further identify the provider needing the update, and will be required to match as well. 

This is designed so the client will need to be well organized and clear on which provider is getting an update, and not mistakenly make large incorrect updates because it is hard for them to navigate or filter the file. 

First, Passport has to identify which provider the client is referencing (Blue)

Second, Passport makes the update to the New Unique ID (Green)

(SSN and/or Current Unique ID) + Facility ID + First Name + Last Name = Used to identify the provider already in Passport.  If Middle Initial and Former Last Name are included in the file, it will also be added to the equation and be required to match a provider.

If no match to a current provider can be found the file will fail.

If a match is made to a current provider, Passport will add/update to the new Unique ID.

Scenario 1: 

You are a current client transitioning from the legacy SSN Data model to the Unique ID Data Model and will need to add in Unique IDs for the first time with this file.

Important Steps for Transition of Current Legacy SSN Data Model to Unique ID Data Model

1. Work with Client Success to determine what system of Unique IDs you will use across your ENTIRE population - it is critical that your unique id remains consistent every upload and does not duplicate for another employee.

2. Work with IT team to set up the new Provider File and Credential File templates requiring Unique ID.  Test sample files in anticipation of a Go-Live Date.

3. Prepare this Unique Identifier Update Template.  Ensure all providers are listed, and no duplicates are in the file. Additionally, all First, Middle and Last names must match exactly with what is in Passport. For example, if ProviderTrust is monitoring Jane B. Smith and the Unique Identifier Data Template provides Jane Betty Smith, this will fail the file.

4. Upload the file successfully which will add a Unique ID into each provider's record.

5. Notify Client Success of successful upload before uploading your first Provider File in the new format. 

6. Upload the new Unique ID Provider File successfully.

Scenario 2:

You are currently on the Unique ID Model but need to change all Unique IDs to new values

Ensure the following fields are populated: