This article outlines how to add or update providers' credential information in Passport using a credential file. Credentials must be tied to an active provider record in Passport, with a matching Unique ID. Follow these key steps: ensure the header row remains unchanged, delete the second row, and save the file as .csv. Credential data includes licenses, certificates, and documents, with required fields such as License Type, Authority, and Number. To add multiple credentials for a provider, use separate rows or expand sections for additional licenses. Contact Client Care for assistance with import modes.
The credential file is one of two ways (the other is to manually key credentials in Passport - How Do I Add A Missing License or Certificate?) to add/update providers' credential information into your ProviderTrust system.
All credentials are tied to a provider (person) record. You cannot add a credential for a Unique ID without that Unique ID first being within your Passport System as an active employee. If the Unique ID is not currently in Passport, the file will fail.
Quick Reminders:
- Do NOT Remove or Edit the Header Row. All of the headers must remain 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 Credential File – MM-DD-YYYY").
- To upload a file, follow the instructions on How to: Upload Integration Files
This chart will guide you through how to put your file together and which columns are Required vs. Optional. The sample file can be downloaded at the bottom of the article:
| Column | Notes |
| Unique ID |
Required: Must match existing unique ID for provider in Passport. Row of Credential Data will be skipped if unique ID is not found in Passport. |
| 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 Facility ID row, even if it does not match the current facility id of the provider in Passport at time of import. |
| License Type 1 |
Required: License Type vs. Code will be decided during onboarding. (Example: Registered Nurse or LIC-0001) |
| License Authority 1 |
Required: 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) |
| License Number 1 |
Required: Must be exact License Number, including any leading zeros. (Example: 0004T48) |
| License Expiration Date 1 |
Optional*: Must be MM/DD/YYYY format. (Example: 12/15/2025) |
| License Issue Date 1 |
Optional: Must be MM/DD/YYYY format. (Example: 12/15/2015) |
| Delete License 1 | Optional: Type in the word 'delete' (all lowercase). Reminder: Required License columns MUST be complete. |
| License Credential Tag 1 | Optional: Free form text that will be reflected in Reports. This can be used for valuable client language or codes to identify a specific credential |
| License Identifier 1 | Leave empty for future functionality |
| Certificate Type 1 |
Optional: Certification Type vs. Code will be decided during onboarding. (Example: ACE or CER-0025) |
| Certificate Number 1 |
Optional: (Example: 564685) |
| Certificate Expiration Date 1 |
Optional: (Example: MM/DD/YYYY = 12/15/2015) |
| Certificate Issue Date 1 |
Optional: (Example: MM/DD/YYYY = 12/15/2015) |
| Delete Certificate 1 | Optional: Type in the word 'delete' (all lowercase). Reminder: Required certificate columns MUST be complete. |
| Certificate Credential Tag 1 | Optional: Free form text that will be reflected in Reports. This can be used for valuable client language or codes to identify a specific credential |
| Document Type 1 |
Optional: Document Type vs. Code will be decided during onboarding. (Example: 12 Months Experience or DOC-0042) |
| Document Expiration Date 1 |
Optional: (Example: MM/DD/YYYY = 12/15/2015) |
| Document Issue Date 1 |
Optional: (Example: MM/DD/YYYY = 12/15/2015) |
| Delete Document 1 | Optional: Type in the word 'delete' (all lowercase). Reminder: Required document columns MUST be complete. |
| Document Credential Tag 1 | Optional: Free form text that will be reflected in Reports. This can be used for valuable client language or codes to identify a specific credential |
*When the license expiration date field is left blank for the initial license addition, it will go into an "incomplete" status. Once primary source verified, it will reflect the expiration date identified during the most recent verification moving forward.
Please coordinate with the Client Care team on which import mode should be used given your client situation. Depending on which monitoring services you've selected, and the integrity of the credential data, ADD Mode may be more appropriate than ADD/UPDATE Mode. Remember to always save your file as a .csv.
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 Unique ID 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!