The provider file allows you to add, update, or remove provider information in Passport. Keep the header intact and delete Row 2 before submitting the file in .csv format. Unique IDs are required for all providers and must match your organization’s system. Include mandatory data such as monitoring end dates for provider removal and ensure all fields meet format and mapping requirements. Errors or skipped rows can be reviewed in the "View Results" tab under File Submission. A sample template is provided for reference.
Quick Reminders:
- Do NOT Remove Headers or alter them in any way. All of the headers (NPI, SSN, Facility ID, etc.) must remain as is 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). Quotations must adhere to CSV rules.
- 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.
- 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 |
Notes |
| A - Unique ID |
Required: The Unique ID can include letters, numbers, periods, dashes, or spaces. It must be unique across your entire organization. This is the key identifier to identify when you want to add, update, or remove a provider from Passport. Unique ID is Case Sensitive. |
| B - NPI |
Optional: Must be 10 numerical digits. No Dashes or spaces. Invalid NPIs will fail the file. |
| C - SSN |
Preferred: Must be 9 numerical digits including leading zeros. Formats with dashes and no dashes are accepted. Depending on which services you are ordering from ProviderTrust, an SSN may be required An invalid SSN will fail the file. |
| D - Facility ID |
Decided during Implementation process Please enter either the ProviderTrust Code or the Facility ID assigned to the specific facility. (This information can be found here: Integration tab > Integration Mappings > General) Invalid or unmapped Facility IDs will fail the file. |
| E - Monitoring End Date |
Required to end monitoring: Removal from Passport is not done by omission, this field must be populated when you wish 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 fail the file. |
| F - First Name |
Required: (Example: Christopher or Chris) character limit: 255 characters |
| G - Middle Initial |
Preferred: Can be middle name OR initial. (Example: Hilton or H) character limit: 255 characters |
| H - Last name |
Required: (Example: Smith) character limit: 255 characters |
| I - Former Last Name |
Preferred: (Example: Johnson) Multiple former last names should be separated by a single space character limit: 255 characters |
| J - Address Line 1 | Preferred: Must be a HOME address. No P.O. Boxes or business addresses. |
| K - Address Line 2 |
Optional: (Example: Apt. #2) |
| L - City |
Preferred: (Example: Nashville) |
| M - State |
Preferred: Two-digit U.S. State, Territory, or Canadian Province (Example: TN) Invalid State Abbreviations will be skipped. |
| N - Zip |
Preferred: We support both U.S. and Canadian zip code formats. A U.S. zip code 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. Invalid zip codes will be skipped if not in the correct format. |
| O - 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. An invalid date will fail the file. |
| P - Gender |
Optional: Any value will be accepted. character limit: 255 characters |
| Q - Email Address |
Optional: Optional to populate, but if this field is populated, the data must be in a standard email format (Example: test@aol.com) All Email addresses are validated before entry. Invalid Email Addresses will be skipped. |
| R - Company User ID |
Optional: Display Only character limit: 255 characters |
| S - Company Dept Code |
Optional: Display Only character limit: 255 characters |
| T - Company Dept Name |
Optional: Display Only character limit: 255 characters |
| U - Job Code |
Optional: Display Only character limit: 255 characters |
| V - Job Title |
Optional: Display Only character limit: 255 characters |
| W - Hired Date |
Optional:(Example: M/D/YY or MM/DD/YYYY) If a date is in an invalid format, data will be skipped. |
| X - Unit 1 |
Decided during the Implementation process (Example: Nursing or ICU1234) |
| Y - Unit 2 |
Decided during the Implementation process Invalid or unmapped Unit IDs will fail the file. |
| Z - Discipline 1 |
Decided during the Implementation process Invalid or unmapped Discipline IDs will fail the file. |
| AA - Specialty 1 |
Decided during the Implementation process Invalid or unmapped Speciality IDs will fail the file. |
A sample template is attached below!