The credential file is one of two ways to add/update providers' credential information into your ProviderTrust system. The other is to manually key credentials in Passport, please see How Do I Add A Missing License or Certificate?
All credentials are tied to a provider (person) record. You cannot add a credential for an SSN without that SSN first being within your Passport System as an active employee.
This chart will guide you through how to put your file together. The sample file can be downloaded at the bottom of the article:
| Column | Data Requirements |
| A - SSN |
Required: ALL nine digits, including leading zeros, may include dashes but not required. Data will be skipped if SSN is not found in Passport. |
| B - Facility ID |
Optional: Each facility is assigned a unique ID number or Name that has been established during onboarding. This can also be blank. Passport will import credential data regardless of data in the Facility ID row, even if it does not match the current facility ID of the provider in Passport at the time of import. |
| C - License Type 1 |
Required (if adding a license): License Type vs. Code will be decided during onboarding. (Example: Registered Nurse or LIC-0001) |
| D - License Authority 1 |
Required (if adding a license): License Issuer vs. Code will be decided during onboarding. This is the issuer of the license, which may be a state or other national issuer. (Example: AL or LIS-0001) |
| E - License Number 1 |
Required (if adding a license): Must be exact License Number, including any leading zeros. (Example: 0004T48) |
| F - License Expiration Date 1 | Optional: Must be in MM/DD/YYYY format (Example: = 12/15/2015) Note: When this license expiration date field is left blank for the initial license addition, licenses will go into an "incomplete" status. Once primary source verified, the system will reflect the expiration date identified on the most recent verification moving forward. |
| G - License Issue Date 1 |
Optional: Must be in MM/DD/YYYY format (Example: = 12/15/2015) |
| H - Delete License 1 | Optional: Type in the word 'delete' (all lowercase). |
| I - License Credential Tag 1 | Optional: Free form text that will be reflected in Reports. This can be used for valuable client-specific language or codes to identify a specific credential |
| J - License Identifier 1 | Optional: Free form text that will be reflected in Reports. This can be used for valuable client-specific language or codes to identify a specific credential |
| K - Certificate Type 1 |
Optional: Certification Type vs. Code will be decided during onboarding. (Example: ACE or CER-0025) |
| L - Certificate Number 1 |
Optional: (Example: 564685) |
| M - Certificate Expiration Date 1 |
Optional: (Example: MM/DD/YYYY = 12/15/2015) |
| N - Certificate Issue Date 1 |
Optional: (Example: MM/DD/YYYY = 12/15/2015) |
| O - Delete Certificate 1 | Optional: Type in the word 'delete' (all lowercase). |
| P - Certificate Credential Tag 1 | Optional: Free form text that will be reflected in Reports. This can be used for valuable client-specific language or codes to identify a specific credential. |
| Q - Document Type 1 |
Optional: Document Type vs. Code will be decided during onboarding. (Example: 12 Months Experience or DOC-0042) |
| R - Document Expiration Date 1 |
Optional: (Example: MM/DD/YYYY = 12/15/2015) |
| S - Document Issue Date 1 |
Optional: (Example: MM/DD/YYYY = 12/15/2015) |
| T - Delete Document 1 | Optional: Type in the word 'delete' (all lowercase). |
| U - Document Credential Tag 1 | Optional: Free form text that will be reflected in Reports. This can be used for valuable client-specific language or codes to identify a specific credential. |
There are two methods for creating multiple credential records for the same provider.
1. Simply add a second license, certification, or document in a new row. Each row of data is processed independently, so the same SSN can be listed multiple times on multiple rows, and we will import all licenses for the provider in Add and Add/Update Mode.
2. The sections of License, Certification, and Documents can be expanded out like an accordion. An entire section of 8 license columns can be inserted after the License 1 section beginning with "License Type 2". The entire 8 columns need to be inserted, no partial chunks of columns, and no skipped or new column headers can be present. This creates a number of alternate formats. Those additional chunks can be inserted up to License 17.
You can download the sample credential file below!