Patient File Load

the patient file load format will be pipe delimited (hex7c) each field is delimited by the pipe character (|) if a pipe character (hex7c) is used in field data, it must be escaped with \f\\ for example, main | street would be listed as main \f\ street each line is to be separated by a new line (hex0a) character note if mandatory fields are not included, the patient file load and/or patient record will not pass validation, and the patient will not be loaded or monitored all conditional fields must be accounted for, either with data, or a placeholder delimiter requirement designation field attributes code description mandatory the element must be used per the specification (e g , xml schema validation) conditional the element is to be used per the conditions specified header information note certain errors pertaining the record type and transmission file type fields could result the file not being processed, which would cause the response file to not be generated, preventing the visibility of resulting errors field field name type code description example 0 record type an3 mandatory identifies record type hdr 1 version an3 5 mandatory version number of this specification 2 0 2 sender id an15 mandatory id as assigned by surescripts identifying customer sending the file p00000000023456 3 sender password an10 mandatory password for customer to access the surescripts system m94wj7cw6h 4 receiver id an15 mandatory represents surescripts as the receiver of the file set to the surescripts id s00000000000006 5 transmission control number an1 10 mandatory unique identifier defined by the sender the value must be unique for each file transmission and is used to map the patient file load to the patient response file 1234567891 6 transmission date dt8 mandatory date transaction was created (d8 ccyymmdd) 20060701 7 transmission time tm8 mandatory time transaction was created (hhmmssdd) 12200101 8 transmission file type an1 4 mandatory identifier telling the type of file this file load can accept patient enrollment for panel only, patient notification only, or for both depending on the recordtype value in the detail information value pma pma 9 transmission action an1 10 conditional leave empty, or use u if empty, field will default to u u 10 extract date dt8 mandatory date file was created (ccyymmdd) 20140104 11 usage indicator an1 mandatory values t = test p = production t 12 patient population id an1 64 mandatory customer defined value to label the list of patients being loaded in this file the same patient population can be loaded/uploaded in multiple files highrisk 13 file schedule an1 20 conditional field is not currently used leave empty field will default to "adhoc" adhoc 14 look back period in months n1 3 conditional panel management field not used by prescription notifications may be left empty, or customized to pull data from one to a maximum of 12 months default value is set to 12 12 detail information the following sections describe separate detail information for enrollment and unenrollment file loads detail information for enrollment field field name type code description example(s) 0 record type an3 mandatory identifies record type values pat = prescription notifications and panel enrollment pnm = panel enrollment pma = prescription notifications enrollment note patient file loads with pat, pnm, or pma record types cannot be combined with unr record types pma 1 record sequence number n1 10 mandatory unique number for this detail row in the file (record sequence number starting with 1and continuing up to the number of detail records in the file ) 1 2 3 2 assigning authority an1 64 mandatory id for the organization/system that assigned the related patient id 1 3 44444 666 3 2 1 3 patient id an1 35 mandatory customer's internal patient id this is case sensitive, and reflected back in the final mh response file 58861323 4 last name an1 35 mandatory last name of the patient jones 5 first name an1 35 mandatory first name of the patient robert 6 middle name an1 35 conditional patient middle name sent to aid in patient matching jonathan 7 prefix an1 10 conditional patient prefix sent to aid in patient matching mr 8 suffix an1 20 conditional patient suffix sent to aid in patient matching ii 9 address line 1 an1 55 conditional first line of the patient address (no c/o type information) sent to aid in patient matching 123 street avenue 10 address line 2 an1 55 conditional second line of the patient address (no c/o type information) sent to aid in patient matching unit #41 11 city name an2 30 conditional patient city name sent to aid in patient matching jacksonville 12 state an2 55 conditional only united states addresses are supported sent to aid in patient matching note both state abbreviations and full state names are supported colorado co 13 postal code an 5 10 mandatory patient postal or zip code must consist of five digits, an optional hyphen ( ), and up to four additional digits the first five characters must only consist of numbers 55123 97116 2245 200607011 14 date of birth dt8 mandatory patient dob (ccyymmdd) 20060701 15 gender an1 mandatory patient gender values m = male f = female u = unidentified m 16 npi n10 mandatory requester npi requesting for the mh data this can be an organization or individual npi the npi will be validated against the national provider identification file to verify that it exists https //nppes cms hhs gov/#/ https //nppes cms hhs gov/#/ note a test npi can be used in staging, as no nppes validation is used during the testing process surescripts will instead only map to test data 1234567893 17 end monitoring date dt8 conditional date when this patient should no longer be monitored leave empty to monitor the patient indefinitely this field is only relevant for prescription notifications with pat and pma record types note the end monitoring date must be set beyond the current date prescription notifications cannot be stopped retroactively 20231231 18 notifications requested for this patient an1 1000 conditional the list of notifications for which the patient is being enrolled this field is only relevant for prescription notifications with pat and pma record types if left empty, this patient will be monitored for all contracted notifications if this patient is to be monitored for a list of notifications that is shorter than the contracted list, include individual notifications requested in a comma separated list field is case insensitive values pmanewrx pmarefill pmanewprescriber pmacontrolledsubstance pmanorefillsremaining pmarefillnotpickedup pmacashpayrx pmamonitoredmedrx recommendations leave this field empty to make it easy for contracting new notification types in the future without need for a patient file load reload if enrolling for specific notification types using this field, you must also include pmainfo in order to receive informational notifications (e g , patient is not found) pmanewrx, pmarefill, pmainfo detail information for unenrollment field field name type code description example 0 record type an3 mandatory identifies record type value unr = unenroll patients note patient file loads with this record type cannot be combined with pat, pnm, or pma record types unr 1 record sequence number n1 10 mandatory number for this detail row in the file 1 2 product an3 mandatory product type allowed value is pma pma 3 end monitoring date dt8 mandatory this is the date when all patients who are currently being monitored will be unenrolled from prescription notifications (panel does not apply) this date must be set in the future from current date please be aware that specific patients cannot be unenrolled using this process 20231231 trailer information field field name type code description example 0 record type an3 mandatory identifies record type value trl trl 1 total records n1 10 mandatory total detail records submitted 1 2 3