NPIdentify Desktop HelpNPIdentify Desktop Version 2.6 |
| Quick Links: Installing | Update/Add States | What's in the Data? | NPPES Privacy | ||
Starting NPIdentify Desktop |
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Your NPIdentify Desktop software contains a huge database of healthcare providers – as many as 310,000 in the California edition. While smaller state files such as Wyoming open very quickly on startup, it takes a few moments to open the larger large state files. Please be patient; NPIdentify is putting itself together so that your searches will be lightning fast. To Start NPIdentify Desktop NOTE: If you have other Microsoft Access-based applications on your computer that use versions other than Access 2007, and you have opened those applications since your last use of NPIdentify Desktop, you may see the Windows Installer window briefly as you open NPIdentify Desktop. This is because NPIdentify Desktop uses the Access 2007 Runtime system, and needs to update its configuration between uses of different versions of Access. You may see the same Windows Installer window as you open one of your other Access databases. This is normal operation. To Minimize the NPIdentify Desktop Window To Exit NPIdentify Desktop To Check for Updated Provider Data Also, when your NPIdentify Desktop provider data is becoming outdated, a message box will pop up to warn you when you start the program. It is important to remember that CMS releases new data approximately monthly, with the emphasis on the word "approximately." The release date seems to be different every month, often weeks later or earlier than truly "monthly." Check for updates frequently. |
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The Listings |
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The information contained in the NPIdentify directory is produced and published monthly by the Centers for Medicare and Medicaid Services (CMS). NPIdentify assumes no liability for the accuracy or completeness of the data. For additional information, please read the complete disclaimer. Click the links below for descriptions of the data fields. Note their locations in the legend at right. D. Practice Fax E. HotBox - Click to jump to the provider's record on the CMS web site F. Type - ORG (organization), F (female), M (male) G. NPI Number H. Legacy ID & Medicare Status M. Update Date Some data elements contain more text than can be viewed within the space provided, but it's all there and it can easily be viewed. Just drag your cursor over the text to reveal the remaining information. In particular, this applies to the Provider Name and Taxonomy Description fields. The complete text is shown when printing or emailing a listing, and when copying a listing to the clipboard; there just wasn't enough room on the listings window. |
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Search |
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How Search Works |
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There are four basic parts to NPIdentify Desktop's powerful search system, illustrated in the screenshot details at right:
The first record found will then show as highlighted in a nice salmony color. To go to the next record that matches your search text, click the Find button again (see, it now reads "Next"). (For a comparison of the Find and Sift operations, see below Find vs. Sift.) In a nutshell, let's say you know the provider's first and last name: John Smith, MD, but you think it might be "Jon" Smith. Type smith, jo in the Search Bar and click Find. Okay, we found Joe Smith. So click again, and voila! Here he is: Smith, Jonathan Q., MD, MSW, DO, DDS. PDQ! (More on provider name search here.) It's really just that easy, but you should read through the step-by-step instructions below for details and tips on searching each kind of field, how to use wildcards, etc. TIP: For any of the operations below where you are instructed to click the Find button, you may click the Sift button instead (version 2 and above). Sift is different from Find, in that it limits the records displayed, and is useful for marking all records that match specific criteria; go here for details. |
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"Find" versus "Sift "(version 2 and above) |
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In version 2.x of NPIdentify Desktop, there are two buttons on the right of the search box, labeled Find and Sift. The difference is simple... Find leaves all records in the database displayed, so you can scroll up and down through all the provider records in your state; Sift limits which records are displayed to just those which match youir search criteria. So, if you enter "smith" in the search bar, searching Provider Name, and click Sift, all of the listings that have "smith" in the Provider Name will be shown. This makes it much easier to compare multiple listings to determine which one is actually your desired listing. TIP: Sift records for basic criteria, then mark them for printing or export. You can also mark all records in a sift. |
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Wildcards |
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You don't need to use wildcards for most simple searches. By selecting "any part of field" on the Where selector, NPIdentify treats all search text you enter as having the asterisk wildcard both before and after it. By selecting "start of field" on the Where selector, it treats all text as having an asterisk after it. You can use the following standard wildcards in your NPI searches: * (asterisk) - Any single character or multiple characters (letter, number or symbol) ? (question mark) - Any single character (letter, number or symbol) # (number sign) - Any single number
05/*/2005 returns all dates in May, 2005 Smith*, J returns Smith, John and Smith, Jerry and Smith-Clary, Jane 207R* returns all internal medicine taxonomy codes #### S* Castro B returns all 4-digit addresses on South Castro Boulevard |
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Where In the Field to Look |
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You can select whether to look for the text you entered in the Search Box in any part of the field, or just at the start of the field. Select the Where Options at the bottom of the Search Bar to choose whether to look for the text only at the start of the field, or anywhere in the field. Example: The search text "smith, j" found at only the start of the field will find "Smith, Jane MD" but NOT "McClary-Smith, Jane MD." The search text "smith, j" found in any part of the field will find "Smith, Jane MD" and ALSO "McClary-Smith, Jane MD." |
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Search by Healthcare Provider Name |
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Click the option button Many providers list a second, "other" name in their NPPES record. NPIdentify Desktop displays this other name immediately after the legal name in parentheses, i.e., "(aka Bana, Bob MD)." When you want to include the other name in your search, be sure to select "any part of field" in the Where options (see above). Note that Provider Name may contain more text than can be viewed within the space provided; drag your cursor over the text to reveal the remaining text. Example: I want to find a physician named Josephine Y. Smith, MD. I search for the text fragment "smith, j" and NPIdentify Desktop brings up the first record matching that fragment (perhaps Smith, Jane O. MD). TIP: To make it easier to compare search results, use the Sort by Provider Name feature, which will put the providers in alphabetical order where you can see the "Smith, J..." listings grouped together. TIP: If you can't find Dr. Smith by searching for "smith, j", try typing just "smith" in the Search Box. She may be listed as a Type 2 provider using her organization's legal business name, i.e., "Josephine Y. Smith MD, LLC." GOOD TO KNOW: As far as the NPI Final Rule is concerned, there are two fundamental types of healthcare provider. Type 1 is a human being (a provider with a face), while Type 2 is an organizational entity (a provider that's a place, more or less). So it is quite possible that Dr. Smith will have two NPI numkbers, and thus two records in NPIdentify Desktop: one for her face (Type 1), and another for her place (the legal business entity – LLC, corporation, etc. – that her practice is organized under). |
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Search by Provider Type
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Search by NPI
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Search by Provider Taxonomy |
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By Taxonomy Code
Click the option button |
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By Taxonomy Description
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Search by License |
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Search by Address |
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There is much variation in the way healthcare providers have entered their address information. If you cannot find an address by searching for full address, try typing just the first few numbers of the street number, and Sort By Address to view the search results grouped together, or Sort By Zip to show nearby addresses together. Note that addresses may contain more text than can be viewed within the space provided; drag your cursor over the text to reveal the remaining text. Example: Type "5810 " (the number and a space) to find: TIP: You can also search by zip code. To find an address in a 5-digit zip, enter the state code followed by a space and the zip code. For a 9-digit zip, enter the full code including the hyphen (for instance, 74135-6453). TIP: Sorting providers by zip code is a good way to view all nearby providers together. Example: Type "OK 74135" finds 74135-6453, 74135-0091, etc.
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By Practice Address |
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By Mailing Address |
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Search By Phone or Fax Number |
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Practice Phone |
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Practice Fax |
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Search by Legacy ID
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Search by Update Date
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Sort Order |
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How Sort Works"Sort" means to put the listings in order. In NPIdentify Desktop, this means alphabetical or numerical order, depending on the kind of data that is in the field you choose to sort by. You can sort by any of the fields in NPIdentify Desktop, plus practice address zip code and mailing address zip code. Sort is a very important tool, because you will want to look at more than one record at a time – see them side-by-side so to speak – in order to compare them and make sure you've found the correct provider. For instance, you can search the Provider Name field for smith, j to find "Smith, Jane MD" and then sort Type to just show the female "smith, j" physicians (Jane, Jasmine, Josephine, etc.) in the listings. |
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Sort by Provider Name |
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Sort by Provider Type |
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Sort by NPI Number
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Sort by Provider Taxonomy |
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By Taxonomy Code
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By Taxonomy Description
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Sort by License |
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Sort by Address |
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By Practice Address |
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By Mailing Address |
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Sort by Zip Code |
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By Practice Zip Code
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By Mailing Zip Code
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Sort By Phone or Fax Number |
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Practice Phone |
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Practice Fax |
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Sort by Legacy ID
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Sort by Updated Date
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Output (print, email, export) |
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Output a Single Listing |
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Using the Email, Copy or Print buttons below the search bar you can output the currently selected single listing. To select a listing, just click anywhere on the record . The Email button opens the Email window, displaying the selected listing as the message of the email. Type in the email address(es) you want to send to, and click the Send button. The Copy button copies the selected listing to the clipboard. The listing can then be pasted into any program that supports Windows copy and paste operations. The Print button sends the selected listing to the Windows default printer. See your Windows documentation for instructions on setting the Windows default printer. |
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Output Multiple Listings(version 2.6 and above) SUPPORT NOTE: If your computer prevents you from checkmarking records, it may be because your security settings are forcing NPIdentify Desktop to open in the Read-Only condition. Change the permissions on the NPIdentify folder in your Program Files directory to grant all users Full Control, Modify and Write permissions. |
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Outputting multiple listing requires you first to mark one or more listings that you would like to print, email or export, then view the marked listings in the View Marked Listings window, then click the Print, Email or Export button. You can now export, print or email up to 100 records at a time. |
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Mark ListingsIn the main NPIdentify Desktop window, check the box at left of the provider name on those listings that you want to print, email or export as a group. All marked listings will appear in the View Marked Listings window when you click the View button. Mark All Records - To mark all listings that are currently displayed in the main window (includes listings that show only when scrolled), click the checkmark icon at left in the orange bar. This is useful when you have used the Sift button to limit displayed listings to those which match search criteria, such as all providers within a zip code.
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Unmark ListingsYou can unmark a single listing by clicking the checkbox at left of the record to remove the checkmark from the box. Unmark All Records - To unmark all marked listings, click the View button to display the View Marked Listings window, then click the Unmark All button.
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Print Multiple ListingsOnce you have marked the records you want to print as described above, click the View button below the search bar to display the View Marked Listings window, then click the Print button. All marked listings will be sent to the Windows default printer. See your Windows documentation for instructions on setting the Windows default printer. You can print a maximum of 100 listings at one time (additional marked listings will not be sent).
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Email Multiple ListingsOnce you have marked the records you want to email as described above, click the View button below the search bar to display the View Marked Listings window, then click the Email button. The Email window opens. Type in the email address(es) you want to send to, and click the Send button. The Email window uses the Windows default email client. See your Windows documentation for instructions on setting the Windows email client (Outlook, Outlook Express, Lotus, etc.). You can email a maximum of 100 listings at one time (additional marked listings will not be sent).
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Export Multiple ListingsOnce you have marked the records you want to export as described above, click the View button below the search bar to display the View Marked Listings window, then click the Export button. Listings will be exported as a Comma Separated Values (CSV) file, suitable for opening with Microsoft Excel® or import into a wide range of applications. You will find the exported file in the same directory as your NPIdentify Desktop software, usually C:\Program Files\NPIdentify, with the current date and a random number as part of the filename. Subsequent exports will not overwrite previous exports. You can export a maximum of 100 listings at one time (additional marked listings will not be sent).
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Data Details |
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Disclaimer |
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The data contained in NPIdentify is sourced from data contained in the National Plan and Provider Enumeration System (NPPES) and other US federal sources obtainable under the Freedom of Information Act (FOIA) and provided monthly by the Centers for Medicare and Medicaid Services (CMS), an agency of the U.S. federal government. Included are provider listings for the 50 U.S. states, District of Columbia and Puerto Rico. Neither NPIdentify, its parent company CarePrecise, nor its partners and advertisers are responsible for the National Plan & Provider Enumeration System (NPPES) data contained in its directories. The data was submitted to the National Provider Identifier (NPI) Enumerator by healthcare providers themselves, and those listings are taken as-is from the NPPES database distributed by CMS, exactly as uploaded by the healthcare providers. CMS, not NPIdentify, has made the determination regarding what information would be available under the Freedom of Information Act (FOIA), and CMS alone has determined which data to make publicly available. No warranty is expressed or implied as to the accuracy, completeness or timeliness of the information presented here. If you are a provider and wish to update your NPPES record, visit the NPPES provider update site at this link. Neither NPIdentify nor its parent company CarePrecise has any way of updating your information. The availability of the CMS web site via embedded links, and the information contained therein, are outside our control. Click here for an updated message from CMS regarding the current NPPES data file, which was used in the development of the NPIdentify Desktop products. HITTG endeavors to work around the numerous challenges tossed down by CMS, and often, the issues that are the subject of these CMS messages have been dealt with. |
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State NPI Directories |
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These state National Provider Identifier directories are prepared by NPIdentify using publicly available information supplied by the Centers for Medicare and Medicaid Services (CMS). Healthcare providers can add themselves to the database or update their information at http://www.cms.hhs.gov/NationalProvIdentStand/ at any time. CMS has committed to providing updated output on a monthly basis, and HITTG updates NPIdentify Desktop with each CMS data release. NPIdentify Desktop directories are compiled by Practice State. NPIdentify Desktop's listings are compiled from up to 37 separate data points, including 34 separate NPPES elements and three taxonomy description elements. |
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Provider Name |
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Provider Name is the first field listed in each NPIdentify Desktop listing, at the upper left corner in bold type. NPIdentify Desktop displays the provider's organization legal business name for Type 2 providers (organizations), and the provider's last name, first name, middle name, suffix (Jr, III, etc.) and credentials (MD, DO, etc.) for Type 1 providers (individual human beings). Full legal business names, as entered by the organizational (Type 2) providers themselves, are displayed, including any misspellings or typographical errors. No liberties have been taken with the data as provided by CMS. Individual provider (Type 1) names are displayed in the following format: [Last Name], [First Name] [Middle Name] [Suffix] [Credentials] Many providers have listed a second, "other" name in their NPPES record. NPIdentify Desktop displays this other name immediately after the legal name in parentheses, i.e., "(aka Bana, Bob MD)." When you want to include the other name in your search, be sure to select "any part of field" in the Where options (see here). Example: Smith, Joseph Yelena Jr. MD (Type 1 Provider Name) Saint Vincent Mercy Hospital Outpatient Clinic of Southern Wassapottamie County (Type 2 Provider Name) Banacconoya, Robert K. MD (aka Bana, Bob MD) (Provider with an "other" name listed) Not all name fields were entered by all providers. |
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Provider Type |
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Type is listed to the right of the Provider Name in the top line of each NPIdentify Desktop listing, just to the right of the green box. NPIdentify Desktop displays Type 2 Providers, a designation devised by CMS to indicate organizations, such as hospitals, as opposed to human persons, with the identifier "ORG" in red. Individual providers (Type 1), indicating a single human being, such as a physician, are indicated by their gender code (M or F). Examples: ORG (Type 2 provider) M (Male Type 1 provider) F (Female Type 2 provider) |
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NPI Number |
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NPI is listed in light blue at about the center of the top line in each NPIdentify Desktop listing. The National Provider Identifier (NPI) number is a unique ten-digit numerical code assigned by the Centers for Medicare and Medicaid Services in the provider enumeration process. NPIdentify Desktop displays the NPI number in bold blue-green type. Example: 1234567890 (NPI number) |
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Provider Taxonomy |
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Provider Taxonomy is a a code that describes a type of healthcare facility or practitioner’s specialty or subspecialty. |
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Taxonomy Code |
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Taxonomy is listed to the right of the blue-green NPI number in the first line of each NPIdentify Desktop listing. NPIdentify Desktop lists the provider's 10-character Primary Taxonomy Code if available. If the Primary is not entered by the healthcare provider, NPIdentify Desktop lists the Taxonomy Code which was entered in the first position (among up to 15 Taxonomy Codes) by the healthcare provider. NPIdentify Desktop displays Primary Taxonomy Codes in black text; others are displayed in gray text. Examples: 123456789X (Primary) 123456789X (Other) |
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Taxonomy Description |
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Taxonomy Description is listed to the right of the Taxonomy Code in the first line of each NPIdentify Desktop listing. The description is provided as a convenience, and to facilitate searches by text that might be found in a description, such as "chiropractor" or "acupuncturist." We've added abbreviated descriptive text to indicate the code's position in the hierarchy of the code set. Please refer to the authoritative Taxonomy Code Set for specifics and complete information. This is the CMS authoritative source on the taxonomy topic: https://nppes.cms.hhs.gov/NPPES/Help.do?topic=Taxonomy |
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License |
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The healthcare provider's licensing state and license number, if available, is displayed at the top left of each NPIdentify Desktop listing. CMS does not require a license number for all Taxonomy codes, so this field may be blank. Also, CMS has chosen to redact numbers that look like tax identifiers (EIN, SSN or ITIN), in which case they may replace the value with special characters, such as equal signs, dollar signs, or asterisks, respectively. Such policies are subject to change, and are completely under the control of CMS. The NPIdentify format is License (State) Example: D12345 (WI) |
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Address |
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The NPIdentify Desktop address fields each have five parts: [First Line of Address], [Second Line of Address (if given)], [City], [State] [Postal Code] Please note that providers are permitted to enter essentially anything they want in some mof these fields, and the NPPES data reflects this decision on the part of CMS. Provider organizations have the option to obtain a separate NPI for each location where they do business. However, this is NOT a requirement, and the NPPES database allows only a single Practice Address to be listed. Therefore, a multi-facility provider may have only one NPI with just one of those locations listed as Practice Address. |
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Practice Address |
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The address of the healthcare provider's practice, displayed in black at left on the second line of the listing. Example: 5810 E. Skelly Dr., Suite 715, Tulsa OK 74135-6453 For details on the practice address, refer to https://nppes.cms.hhs.gov/NPPES/Help.do?topic=PracticeAddress |
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Mailing Address |
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Mailing address for the healthcare provider, displayed in light brown following the Practice Address on the second line of the listing. Example: 5810 E. Skelly Dr., Suite 715, Tulsa OK 74135-6453 For details on the mailing address, refer to https://nppes.cms.hhs.gov/NPPES/Help.do?topic=MailAddress |
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Phone and Fax Numbers |
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Practice Phone and Fax numbers are displayed at left on the last line of NPIdentify Desktop listings. Practice phone numbers are in black, and Practice Fax numbers are in purple. These are formatted: [3-digit Area Code]-[3-digit Exchange]-[4-digit Number] Examples: 918-555-0000 (Practice Phone Number) 918-555-1111 (Practice Fax Number) |
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Practice Phone Number |
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The healthcare provider's practice telephone number. |
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Practice Fax Number |
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The healthcare provider's practice fax number. |
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Legacy ID & Medicare Status |
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Where healthcare providers entered other identifiers into their NPPES record, NPIdentify Desktop display them in light blue in the last line of the listing. The types of legacy IDs ("Other Identifiers") displayed by NPIdentify Desktop include:
Example: UPIN: D12345 / Other: 567890 (MN) / Mcd: 1234567 (MN) Please note that NPIdentify Desktop must rely on the data supplied by the providers themselves or their authorized officials, and the data they have supplied can get pretty dicey. And, as in other locations throughout the NPPES database, efforts have been made (not by us but by CMS) to suppress social security numbers and tax identification numbers, which results in the curious redactive strings you see in the data (for instance, $$$$$$$$$, *********, or =========). The Medicare Status of each provider is shown as a checkbox at right of the Legacy ID on each record. A checkmark indicates that the provider has enrolled as a Medicare provider. This data is from the PECOS database maintained by Centers for Medicare and Medicaid Services. |
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Update Date |
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The most recent date on which the healthcare provider updated its NPPES record is displayed in the lower right corner of the listing. Note the leading zeroes when searching this field. Example: 05/23/2009 |
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Other Useful Information |
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National Plan and Provider Enumeration System (NPPES)
CMS / NPPES Privacy Information
Search the CMS NPI Registry
CMS Data Dissemination Policy and Information
CMS Information on FOIA-Disclosable Data Elements
CMS NPI Webpage
Updating Your NPI Data or Applying for a New NPI
NPI Posts on the HIT Transition Weblog |
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Installing Your First NPIdentify Desktop(Go here for instructions on installing updates or additional states) |
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System RequirementsOPERATING SYSTEM: Windows XP, Vista or Windows 7. |
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1. Select Your Product. If this is your first installation of NPIdentify Desktop on this computer, find the version for your state here. If you are updating, or installing another state, you can do it much faster by downloading the much smaller package here, but ONLY if you have already successfully installed a previous NPIdentify Desktop Package on this computer.
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2. Your Information. You will be asked to provide your email address, name and some other information (see our privacy policy here). If you have already established a login at our online store, you may simply login using the email address and password you gave when you made your first order.
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3. Checkout. Confirm your order. You will be taken to a payment options page where you can choose to use Visa, MasterCard, Discover, American Express credit card, PayPal account or check by mail. After paying, you will arrive at the NPIdentify Desktop Download Button (except for the check by mail option; we will issue a download link after your check is received).
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4. Download and Install. Click the download button, and when the download dialog appears, select Save (not Open), and save the file to any folder on your computer. To avoid your download timing out (failing to complete, or it "expires"), be sure you are: 1) Using a broadband internet connection, and 2) Not trying to download while your computer or your internet connection is busy doing something else, like watching videos, download Outlook email, etc. (these are BIG files). Also, you may have difficulty downloading large files over a wireless connection. When the download has completed, extract the files into any temporary folder. Click the Start button in the task bar and select Run. In the Run window, browse to the folder where you extracted the files, and select setup.exe. Click OK to begin installation. If during the installation process on your computer you get an error message informing you that the setup program could not find the NPIdentify Desktop MSI file, browse to the folder where you extracted the program, and double-click the file named NPIdentifyDesktop_[your state].msi.
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5. Follow Installation Wizard. Follow the instructions in the NPIdentify Desktop installation program. It will create a new program shortcut in your Start | All Programs menu, and a new shortcut on your desktop. After installation you may delete the contents of the temporary folder to conserve disk space (optional). |
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TROUBLESHOOTING If you are having difficulty, check the troubleshooting guide here. |
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The data contained in NPIdentify is sourced from data contained in the National Plan and Provider Enumeration System (NPPES) and other US federal sources obtainable under the Freedom of Information Act (FOIA) and provided monthly by the Centers for Medicare and Medicaid Services (CMS), an agency of the U.S. federal government. Included are provider listings for the 50 U.S. states, District of Columbia and Puerto Rico. Neither NPIdentify, its parent company CarePrecise, nor its partners and advertisers are responsible for the National Plan & Provider Enumeration System (NPPES) data contained in its directories. The data was submitted to the National Provider Identifier (NPI) Enumerator by healthcare providers themselves, and those listings are taken as-is from the NPPES database distributed by CMS, exactly as uploaded by the healthcare providers. CMS, not NPIdentify, has made the determination regarding what information would be available under the Freedom of Information Act (FOIA), and CMS alone has determined which data to make publicly available. No warranty is expressed or implied as to the accuracy, completeness or timeliness of the information presented here. If you are a provider and wish to update your NPPES record, visit the NPPES provider update site at this link. Neither NPIdentify nor its parent company CarePrecise has any way of updating your information. The availability of the CMS web site via embedded links, and the information contained therein, are outside our control.
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