Bulk Upload - CAQH ProView - Sign In



?CAQH ProView?Practice Manager Bulk Upload Submission InstructionsContents TOC \o "1-3" \h \z \u Bulk Upload PAGEREF _Toc499863225 \h 3How to Request Access to the “Bulk Upload” Feature in the Practice Manager Portal PAGEREF _Toc499863226 \h 3Bulk Upload Notifications PAGEREF _Toc499863227 \h 5How to complete a Bulk Upload file PAGEREF _Toc499863228 \h 8How to Upload a Bulk Upload File PAGEREF _Toc499863229 \h 14Data Transfer PAGEREF _Toc499863230 \h 15Rejected Files PAGEREF _Toc499863231 \h 16Appendix PAGEREF _Toc499863232 \h 17Revision Log PAGEREF _Toc499863233 \h 25Bulk UploadThe purpose of the Bulk Upload functionality is to assist large practices with the data entry process of the common data profile sections. How to Request Access to the “Bulk Upload” Feature in the Practice Manager PortalHere’s how to obtain access to the Bulk Upload feature in the PM portal. PM admin user requesting for access:Log in to your CAQH ProView PM account. Click Manage Users> Manage Account. If there are multiple users on the account, select the account that you’d like to have access to the bulk upload feature.On the Account Information at the bottom of the page, click the checkbox for Please select check box if this user needs Bulk Upload functionality. Click Save.The Bulk Upload Status will show as Pending until the PM user is granted access to the Bulk Upload functionality. Note: This functionality is being enhanced. If you need access to the bulk upload functionality, call the helpdesk for assistance. Bulk Upload Notifications Once the file is submitted and processed, you will receive an e-mail notifying you of whether the file is accepted or rejected.Bulk Upload Submission AcceptedBulk Upload Submission FailedA rejected bulk upload file also generates an “exception” report that identifies errors on the submission file. You will be able to view the ‘Exception’ report from the ‘Bulk Upload’ page.Sample Exception Report:The sample exception report below shows the error details. Correct the errors and, re-submit an updated file.Note: If you are trying to add a Provider who does not have a CAQH ProView account yet, a new account will be created for the Provider. Details included on the Bulk Upload file will automatically be entered in the provider account. The provider needs to import information into the profile. Conversely, if you are trying to add a provider who has an existing CAQH ProView account, an exception report will be generated indicating that the provider is already on Practice Provider List.There are some cases when a bulk upload submission is accepted but an exception report is also generated. In the scenario above, the bulk upload file was accepted and processed successfully, and new accounts have been created for both providers. However, the exception report notifies the PM user that one or more of the Provider IDs are invalid, but a record was created using the other valid IDs provided. How to complete a Bulk Upload fileA Practice Manager can submit multiple Bulk Upload files; however, the files will be processed in the order in which they are received. If a provider record is in multiple Bulk Upload files, the information in subsequent Bulk Upload files will be exported multiple times.Enter the details of the provider/s on the PM Bulk Upload Headers.Note: Columns highlighted in yellow need to be filled out. These are the details required for a successful bulk upload. Please also note that the details in the attached template (see Appendix) are not real and are used for training purposes only. The records within a Bulk Upload file should correspond to the unique providers.CAQH ProView will process each record detecting any changes based on the ‘Action Flag’ (reflected on Column A in the template). “A” flag works only if the provider is not an existing provider on the practice manager list If the provider is already on the PM list, use “U” (Update) flagNote: If “U” flag is used, the Provider CAQH provider ID is required. Please be advised that the following are currently not working: Update (U) feature – If you are trying to enter details to a provider’s account that’s already in your PM list through the bulk upload feature, you may receive a notification that the bulk upload file has been accepted and processed. However, the details are not entered on the provider’s profile. The Import button will not be clickable on the provider’s profile either. You may utilize the Export feature to enter details to the provider’s profile in the meantime. Add (A) feature – If you are trying to add a provider to your PM list and the provider has no existing account yet, a new account will be created for that provider and the account will automatically be added to the practice provider list. However, not all details included on the bulk upload file will be entered on the provider’s profile. The provider must complete the import process for the details to display on the profile. The first record in the Bulk Upload file should correspond to the field names as specified in the “PM Bulk Upload Specifications” file below. Refer to the “Domain Table Effective 05102019” by clicking this link to assist with identifying the appropriate data values to use for certain fields as applicable.If there is an absence of data in the table, ensure those fields are left blank, please do NOT insert ‘null’ as a value.The header columns and provider records should not be in the same line. The following columns must be filled with details to avoid errors when the file is being processed:Action Flag (“A” for Add or “U” for Update)Provider First NameProvider Last NameDate of Birth (MMDDYYYY)Provider TypeProvider Address Line1Provider Address CityProvider Address StateProvider Address Zip codeProvider E-mailProvider Practice StateAt least one of the ID fields (NPI, DEA, UPIN, Tax ID, License State/License Number, SSN)CAQH Provider ID (required only for providers with existing CAQH Provider ID number and for Action Flag U – Update)Practice Managers are required to submit their Bulk Upload data in a pipe ‘|’ delimited ASCII text file format.The Bulk Upload file must be named using this format: ProviderBulkUpload_YYYY_MM_DD_HH_MM.txtFile Name Description Frequency Delimiter ProviderBulkUpload_YYYY_MM_DD_HH_MM.txt The file name is required when submitted by PM user.Ad hoc Pipe delimited New! We have added a new field: Primary_Credentialing_Contact in the bulk upload template. This is not a required field. Use Yes or No to populate this field.How to Convert a Bulk Upload File Template to Pipe ‘|’ Delimited ASCII Text Tile FormatFollow the steps below to save the bulk upload file into pipe delimited ASCII text file format:The bulk upload file in MS Excel format should first be converted to tab-delimited text file by following the steps below:Open the bulk upload file in MS Excel format.Click File>Save As then select the location where you would like to save the file.In the ‘Save As Type field’, select Text (Tab delimited).To convert a tab-delimited text file to a pipe-delimited text file, follow the steps below:Open the tab-delimited file in NotepadGo to Edit --> ReplaceEnter the tab character (select, copy, and paste the tab character) in the 'Find what' textbox and enter '|' in the 'replace with' textboxClick ‘Replace All’Save the fileNote: Use the correct file naming convention; details found on page 9 of this document.How to Upload a Bulk Upload FileYou can submit the Bulk Upload File to an “Incoming” folder in the CAQH ProView secure FTP server or through the Bulk Upload page on the portal. For users with access to the “Bulk Upload” feature, you can access the bulk upload feature on the portal by clicking on “Bulk Upload” from the “Manage List” navigation menu.Click on “Browse” to select the file you would like to upload. If desired, you can add a text description of your file. Select “Submit” to start the processing of the uploaded bulk provider data fileOnce the file is submitted via portal or FTP and cleared, the CAQH ProView system will create an export to the provider when the system determines that a provider already exists in the system.For a provider that is new to the CAQH ProView system, it will create a new provider contact record (when no provider ID matches the submitted provider). This new provider will be added to the practice provider list and the system will create an export file for the provider which will be available to him/her once they have successfully setup a new account on the ProView portal.A successfully submitted bulk upload data file will appear as an export list item on the ‘Export Records’ page.You can submit multiple Bulk Upload files; however, the files will be processed in the order in which they were received. When a Bulk Upload file is submitted that does not meet basic validations, the system creates a bulk upload exceptions report. This report will include any provider data that could not be processed because the file format did not meet the required file specifications.If the file fails completely upon upload, no exception report will be posted. Data TransferAside from uploading a Bulk Upload file through the Bulk Upload page on the portal, Practice Managers may also submit their Bulk Upload File to an “Incoming” folder in the CAQH ProView secure FTP server. CAQH ProView will pull the files from the FTP server and process the Bulk Upload file. The file must meet the CAQH basic standards, which are covered in the succeeding sections.Follow the steps below to complete the Bulk Upload via SFTP. Log in to SFTP User using SFTP client like WinSCP or FileZilla. Suggested download links for the SFTP client- WinSCP or FileZillaNote: User must have permission from his/her organization to access above client and validate any suspicious malware before download.Give Host name: sftp.proview.Port number: 22Provide login credentials and go on for login.Rejected FilesThe submitted Bulk Upload file will be rejected in its entirety if the following criteria are not satisfied:File name does not meet naming standardsFile contains incorrect layoutFile does not contain all required columnsFile contains invalid delimiterAppendixBulk Upload SpecificationsBulk Upload Field NameRequiredFormatOtherAction FlagYA or UProvider First Name Y?Field used in matchingProvider Middle Name N?Field used in matchingProvider Last Name Y?Field used in matchingProvider Name Suffix?N?Field used in matchingGender?N?Field used in matchingDate of Birth YMMDDYYYYField used in matchingCity of Birth?N??State of Birth?N??Country of Birth?N??Ethnicity?N??SSN Y?Field used in matchingProvider Type Y?Field used in matchingForeign National Identification Number (FNIN)?N??FNIN Country of Issue?N??Provider Language Code?N?Multiple – separated by semi-colonsProvider Address Line1 Y?Field used in matchingProvider Address Line2 N?Field used in matchingProvider Address City Y?Field used in matchingProvider Address State Y?Field used in matchingProvider Address Zipcode Y?Field used in matchingProvider Telephone N?Field used in matchingProvider Email Y?Field used in matchingProvider Fax N?Field used in matchingProvider Correspondence Address Line1 (if different from above)?N??Provider Correspondence Address Line2?N??Provider Correspondence Address State N???Provider Correspondence Address Zipcode N???Provider Correspondence Telephone?N??Provider Correspondence Fax?N??Provider Practice State YLicense Number N?Field used in matchingLicense State N?Field used in matchingBulk Upload Field NameRequiredFormatOtherLicense Issue Date?NMMDDYYYY?License Expiration Date?NMMDDYYYY?License Status?N??License Type?N??Provider Tax ID N?Field used in matchingProvider DEA number N?Field used in matchingDEA State of Registration?N??DEA Issue Date?NMMDDYYYY?DEA Expiration Date?NMMDDYYYY?State Controlled Substance Registration Certificate Number N??State Controlled Substance State of Registration?N??State Controlled Substance Registration Certificate Issue Date?N?MMDDYYYY?State Controlled Substance Registration Certificate Expiration Date ?N?MMDDYYYY?Medicare Provider Number?N??Medicaid Provider Number?N??Medicaid State???Provider UPIN N?Field used in matchingProvider NPI N?Field used in matchingEducational Commission for Foreign Medical Graduates (ECFMG)Number?N??ECFMG Issue Date?NMMDDYYYY?United States Medical Licensing Examination (USMLE) Number?N??Workers Compensation Number?N??Graduate Type?N??Provider’s Professional School Name?N??Professional School Address?N??Professional School Address2?N??Professional School City?N??Professional School State?N?Professional School Zipcode?N??Professional School Country?N??Professional School Phone?N??Professional School Fax?N??Degree Awarded N???Professional School Start Date N?MMDDYYYY?Professional School End Date (Graduation Date)?NMMDDYYYY?Bulk Upload Field NameRequiredFormatOtherUndergraduate School Name?N??Undergraduate School Address?N??Undergraduate School Address2?N??Undergraduate School City?N??Undergraduate School State?N??Undergraduate School Zipcode?N??Undergraduate School Country?N??Undergraduate School Phone?N??Undergraduate School Fax?N??Undergraduate School Start Date?NMMDDYYYY?Undergraduate School End Date (Graduation Date)?NMMDDYYYY?Internship or Residency Institution Name?N??Internship or Residency Institution Department Name?N??Internship or Residency Institution Address1?N??Internship or Residency Institution Address2?N??Internship or Residency Institution City?N??Internship or Residency Institution State?N??Internship or Residency Institution Zipcode?N??Internship or Residency Institution County Code?N??Internship or Residency Institution Phone Number?N??Internship or Residency Start Date?NMMDDYYYY?Internship or Residency End Date?NMMDDYYYY?Primary Specialty?N??Primary Specialty Certifying Board?N??Primary Specialty Initial Certification Date?NMMDDYYYY?Primary Specialty Last Recertification Date?NMMDDYYYY?Primary Specialty Expiration Date (if Applicable)?NMMDDYYYY?Basic Life Support (BLS) Certification Expiration Date ?NMMDDYYYY?Advanced Cardiac Life Support (ACLS) Certification Expiration Date ?NMMDDYYYY?Advanced Life Support in OB (ALSO) Certification Expiration Date ?NMMDDYYYY?Bulk Upload Field NameRequiredFormatOtherCredentialing Contact First Name N???Credentialing Contact Last Name?N??Credentialing Contact Middle Name?N??Credentialing Contact Address1?N??Credentialing Contact Address2?N??Credentialing Contact City?N??Credentialing Contact State?N??Credentialing Contact Zipcode?N??Credentialing Contact Phone?N??Credentialing Contact Fax?N??Credentialing Contact Email?N??Primary Credentialing Contact NYes or NoPrimary Practice Name?N??Primary Practice Address1?N??Primary Practice Address2?N??Primary Practice City?N??Primary Practice County?N??Primary Practice State N??Primary Practice Zipcode?N??Primary Practice Phone?N??Primary Practice Fax?N??Primary Practice Email ?N??Primary Practice Type?N??Primary Practice Tax ID?N?Multiple - separated by semi-colonsName Associated with Primary Practice Tax ID ?N??Primary Practice Start Date?NMMDDYYYY?Office hours Monday Start Time?N?24-hour clockOffice hours Monday End Time?N?24-hour clockOffice hours Tuesday Start Time?N?24-hour clockOffice hours Tuesday End Time?N?24-hour clockOffice hours Wednesday Start Time?N?24-hour clockOffice hours Wednesday End Time?N?24-hour clockOffice hours Thursday Start Time?N?24-hour clockOffice hours Thursday End Time?N?24-hour clockOffice hours Friday Start Time?N?24-hour clockOffice hours Friday End Time?N?24-hour clockOffice hours Saturday Start Time?N?24-hour clockOffice hours Saturday End Time?N?24-hour clockOffice hours Sunday Start Time?N?24-hour clockOffice hours Sunday End Time?N?24-hour clockAfter hours Phone Number?N??Bulk Upload Field NameRequiredFormatOtherPrimary Practice Partner/Associate First Name N???Primary Practice Partner/Associate Last Name?N??Primary Practice Partner/Associate Middle Name?N??Primary Practice Partner/Associate Specialty?N??Primary Practice Partner/Associate Provider Type?N??Primary Practice Covering Colleague First Name?N??Primary Practice Covering Colleague Last Name?N??Primary Practice Covering Colleague Middle Name?N??Primary Practice Covering Colleague Specialty?N??Primary Practice Covering Colleague Provider Type?N??Primary Practice Phone Coverage Type?N??Primary Practice Office Manager First Name?N??Primary Practice Office Manager Last Name?N??Primary Practice Office Manager Middle Name?N??Primary Practice Office Manager Phone Number?N??Primary Practice Office Manager Fax Number?N??Primary Practice Office Manager Email?N??Primary Practice Billing Contact First Name?N??Primary Practice Billing Contact Last Name?N??Primary Practice Billing Contact Middle Name?N??Primary Practice Billing Contact Address1?N??Primary Practice Billing Contact Address2?N??Primary Practice Billing Contact City?N??Primary Practice Billing Contact State?N??Primary Practice Billing Contact Zipcode?N??Bulk Upload Field NameRequiredFormatOtherPrimary Practice Billing Contact Phone Number N???Primary Practice Billing Contact Fax Number?N??Primary Practice Billing Contact Email ?N??Primary Practice Credentialing Contact First Name?N??Primary Practice Credentialing Contact Last Name?N??Primary Practice Credentialing Contact Middle Name?N??Primary Practice Credentialing Contact Address1?N??Primary Practice Credentialing Contact Address2?N??Primary Practice Credentialing Contact City?N??Primary Practice Credentialing Contact State?N??Primary Practice Credentialing Contact Zipcode?N??Primary Practice Credentialing Contact Phone Number?N??Primary Practice Credentialing Contact Fax Number?N??Primary Practice Credentialing Contact Email ?N??Primary Practice Payment and Remittance Contact First Name?N??Primary Practice Payment and Remittance Contact Last Name?N??Primary Practice Payment and Remittance Contact Middle Name?N??Primary Practice Payment and Remittance Contact Address1?N??Primary Practice Payment and Remittance Contact Address2?N??Primary Practice Payment and Remittance Contact City?N??Primary Practice Payment and Remittance Contact State?N??Primary Practice Payment and Remittance Contact Zipcode?N??Primary Practice Payment and Remittance Contact Phone number?N??Primary Practice Payment and Remittance Contact Fax number?N??Primary Practice Payment and Remittance Contact Email?N??Bulk Upload Field NameRequiredFormatOtherPrimary Practice Billing Department name (if Hospital based)?N??Primary Practice Check Payable To?N??Primary Practice Minimum Age limitation (if any)?N??Primary Practice Maximum Age limitation (if any)?N??Primary Practice Gender limitation (if any)?N??Primary Practice Mid Level Practitioner First Name?N??Primary Practice Mid Level Practitioner Last Name?N??Primary Practice Mid Level Practitioner Middle Name?N??Primary Practice Mid Level Practitioner State License Number?N??Primary Practice Mid Level Practitioner License State?N??Primary Practice Mid Level Practitioner Type?N??Primary Practice Language?N?Multiple - separated by semi-colonsAccrediting/Certifying Program (e.g. CLIA, COLA, MLE, AAFP, CAP, etc.) (if any)?N??X-Ray Certification Type (if any)?N??Class/category of anesthesia used (if any)?N??Anesthesia Administered by First Name?N??Anesthesia Administered by Last Name?N??Hospital Name?N??Hospital Address1?N??Hospital Address2?N??Hospital Address City?N??Hospital Address State?N??Hospital Address Zipcode?N??Hospital Address Phone number?N??Hospital Address Fax number?N??Hospital Affiliation Start Date?NMMDDYYYY?Hospital Affiliation End Date?NMMDDYYYY?Hospital Department Name?N??Hospital Department Director's First Name?N??Bulk Upload Field NameRequiredFormatOtherHospital Department Director's Middle Name N???Hospital Department Director's Last Name?N??Hospital Admitting Privilege Status?N??Professional Liability Insurance Carrier Name?N??Professional Liability Insurance Carrier Address1?N??Professional Liability Insurance Carrier Address2?N??Professional Liability Insurance Carrier City?N??Professional Liability Insurance Carrier State?N??Professional Liability Insurance Carrier Zipcode?N??Professional Liability Insurance Carrier Country?N??Professional Liability Insurance Carrier Contact First Name?N??Professional Liability Insurance Carrier Contact Last Name?N??Professional Liability Insurance Carrier Phone number?N??Professional Liability Insurance Carrier Fax number?N??Professional Liability Insurance Policy number?N??Professional Liability Insurance Type of Coverage?N?None, Claims made, OccurrenceProfessional Liability Insurance Effective Date?NMMDDYYYY?Professional Liability Insurance Expiration Date?NMMDDYYYY?Professional Liability Insurance Retroactive Date (if applicable)?NMMDDYYYY?Professional Liability Insurance Amount Coverage per Occurrence?N?XXXXXX.XX?Professional Liability Insurance Amount Coverage Aggregate?N?XXXXXX.XX?Note: Fields indicated as required must be populated with details to avoid errors when submitting the file. Some fields may not be required in submitting the bulk upload file but are required on the provider profile.Revision LogVersionUpdatesVersion 1.0OriginalVersion 1.1Removed reference to the requirement for practices to have more than 50 providers to utilize Bulk Upload.Added reference to the Domain_Tables_11.0.xls on page 2 to assist with development of the Bulk Upload data file. Version 1.2Updated the domain table documentAdded screenshots for converting bulk upload template to pipe delimited formatMoved the steps for requesting access at the beginning of the documentAdded number 5 under How to Upload a Bulk Upload FileVersion 1.3Updated the steps on how to complete the bulk upload headers/templateAdded steps on how to complete the bulk upload via SFTPVersion 1.4Updated Add and Update functionality details; added bulk upload template on the AppendixVersion 1.5Updated link to the latest Domain TableVersion 1.6Updated link to the latest Domain TableAdded details about the new field Primary Credentialing Contact ................
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