Passport now has the capability to upload a provider file unrestricted by a specific template or format.
Employee information can be exported directly out of an Human Resources Information Systems (HRIS), Payroll or other data source without having to change or format the file or columns.
In order to utilize the flexible file, clients must begin by creating a .csv or .psv file. The file must contain at a minimum, the following information in four columns.
- First Name
- Last Name
- Social Security Number
- Monitoring End Date (to indicate termination of monitoring for providers)
Create a header row on the file to clearly identify which each column represents as you will map the columns during the upload process.
While it is not required, for highest level of accuracy with monitoring results, it is recommended to include as much of the following preferred data as possible.
- Middle Name or Initial
- Former Last Name
- Street Address
- City
- State
- Zip
- DOB
- NPI
Your file may contain any additional data such as job title, job code, department, etc, however, it will not be uploaded to Passport or used for monitoring purposes.
Step 1: Initial File Upload
Begin by logging in to Passport > Integration > File Submission > "Upload File"
Next, drag and drop a file to the "Upload Provider File" box or press "browse" to locate the .csv or .psv file on your computer. Press "Upload and Continue."
Step 2 : Map Required Data
As you are not restricted to a specific file template, the next step is to map the data on your file to the required fields:
- First Name
- Last Name
- SSN
- Monitoring End Date (this typically corresponds with a termination date in an HRIS).
Passport will display the header row from file and the first line of data (row 2) to help easily identify what each column represents. Once you have completed, press "Save and Continue."
Step 3: Map Preferred Data Fields
Next, you will map the columns that represent "preferred" data.
- Middle Name or Initial
- Former Last Name
- Street Address
- City
- State
- Zip
- DOB
- NPI
At this point, only your unmapped columns will appear. For the highest quality results, it is strongly recommended to include additional data about these providers. Failure to add additional identifiers will result in fewer matched results.
Upon mapping all preferred data on your file, press "Save and Review." If any preferred data is un-mapped you will receive an alert ensuring you do not have any additional data to provide. You can press "Return" to map additional data or "Continue" to the final review.
Step 4: Final Review & Submit
Before submitting your file, there is one last review to compare the columns on your file to the columns that you've mapped. Once you've reviewed and confirmed the data is accurate, press "Start Monitoring."
You will return to the "File Integration" Page where you will see your file in "Incoming Files" while Passport processes the data. Once the processing is complete, the file will move to "Processed Files and Results" (successful file) or "Error Files and Results" (failed file).
If a file failure occurs, click on "View Errors" next to your file name and review the errors on each line of your file. Correct the error on your file and complete the upload process again.
Common reasons for file errors include formatting issues such as:
- Social Security number: Must be 9 digits, with or without dashes, cannot repeat the same digit
- NPI: Must be 10 digits
- Date of Birth: Must be MM/DD/YY or MM/DD/YYYY, cannot be under 15 or over 100 years old
- Zip Code: Must be 5 or 9 digits
Need more help? Watch a quick video of the Flex File Upload Below: