01/17/2007 NPI Batch Registration Reference Guide
NPI
BATCH
REGISTRATION
Reference Guide
Version: 1.1
Publication: 01/17/2007
Trading Partner: eMedNY
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Table of Contents
1.0 OVERVIEW.......................................................................................................... 3
2.0 INPUT FILE SPECIFICATIONS....................................................................... 4
3.0 CREATE FILE IN NOTEPAD ........................................................................... 5
4.0 CREATE FILE IN MICROSOFT EXCEL & REFORMAT........................... 6
4.1 Create a batch NPI File in excel ............................................................................. 6
4.2 Renaming the .csv File to .txt ............................................................................... 10
4.3 Reformat .txt File to Make It Fixed Length.......................................................... 11
5.0 TRANSMITTING THE BATCH NPI FILE.................................................... 14
5.1 NPI Batch Registration via eMedNY eXchange .................................................. 14
5.2 NPI Batch Registration via FTP/VPN .................................................................. 14
6.0 RESPONSE FILES............................................................................................. 15
6.1 Front-End (‘F’) File .............................................................................................. 15
6.2 Acknowledgement/Reject File.............................................................................. 16
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1.0 OVERVIEW
The National Provider Identification (NPI) number is currently mandated for use in place of the
New York Medicaid Identification number on May 23, 2007. With very few exceptions, New
York State Providers and Organizations submitting Medicaid transactions to eMedNY will be
required to comply.
This document contains instructions to register batch NPI information with NYS Medicaid via
eMedNY Exchange, FTP, and VPN from providers and organizations that have a NYS Medicaid
provider ID Number. Preparers will not be able to edit the NPI number once it has been
successfully entered. If you have any questions or concerns regarding Batch NPI Registration, or
for assistance, please contact eMedNY Provider Services at 1-800-343-9000.
Note: Currently, providers and organizations can utilize the NPI registration option
available on
www.eMedNY.org. Once on the eMedNY website, click the button
labeled “
Enter NPI”. When using the web based NPI registration method, each NPI
number must be registered individually.
The batch NPI registration method (described in this guide), has been developed to
accommodate providers and organizations, that have a large quantity of NPI
numbers to register with NYS Medicaid. Batch NPI registration method is available
as of January 18
th
, 2007. If you are qualified and have not applied for an NPI, please
visit our
website for additional information.
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2.0 INPUT FILE SPECIFICATIONS
Each record in the NPI Batch Registration file must be of fixed length (196 bytes). Carriage Return and/or
Line Feed need to be included at the end of each record. When entering information in fields 106-108,
you must space fill the remainder of each field, if the information you entered does not meet the required
length specified below.
Fld # Field Name Format Length Position Req Value/Comments
101 Identifier A/N 4 1-4 R Identifier field must contain
‘NPIB’
102 Provider
Identifier
A/N 8 5-12 R Current 8 digit NYS
Medicaid Provider
Identification number (MMIS
ID)
103 NPI Identifier A/N 10 13-22 R National Provider
Identification (NPI), which
you are registering/deleting.
104 Social
Security
Number
(SSN)
A/N 9 23-31 S If field 104 is populated,
space fill field 105. If both
fields are sent, SSN (field
104) will be used.
105 Federal
Employer
Identification
Number
(FEIN)
A/N 9 32-40 S If field 105 is populated,
space fill field 104. If both
fields are sent, SSN (field
104) will be used.
106 Preparer’s
Name
A/N 50 41-90 R Preparers first name, middle
initial and last name
107 Preparer’s
Title
A/N 20 91-110 R This field must not be blank
108 Preparer’s
email
A/N 75 111-185 R This field must contain a
valid email address
109 Preparer’s
Phone
Number
A/N 10 186-195 R Enter area code and phone
number only. No hyphens or
parenthesis. Format should
be as follow : ‘8005551212’
110 Action Code
A/N 1 196 R ‘A’ to add record.
‘D’ to delete record.
All fields must be populated with the exception of SSN (Field 104) and FEIN (Field 105), of
which at lease one should be present. SSN/FEIN fields must not contain all zeros (0’s) or all
nines (9’s).
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3.0 CREATE FILE IN NOTEPAD
You may create the NPI Batch file in any text editor (ex. notepad) or you may use any application which
could generate a flat text file (fixed record length).
Remember: Each record in this file must be 196 bytes. Carriage Return and/or Line Feed need to be
included at the end of each record
Example:
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4.0 CREATE FILE IN MICROSOFT EXCEL & REFORMAT
If you plan to create the file in MS Excel, you have to export the file in text format and rename the file with
extension .txt. Follow these steps to export MS Excel file as a Text file:
By default Windows List Separator is set to a comma. If you are planning on creating your NPI file in
excel, then we need to remove the comma to make it a fixed length file. In order to do this, follow these
instructions:
Note: All images in this section were created in MS Office Excel 2003. Your options may differ, if you
use a different version of MS Excel or an OS other than Windows XP.
4.1 Create a batch NPI File in excel
Open a new excel document and select Columns A through J (All Rows)
Right Click anywhere in the highlighted area and select ‘Format Cells…’
Following screen should come up
Select ‘Text’ from Number Tab under Category:
Click OK button
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Now begin entering the data, starting from cell A1
Note: After entering the data for fields 105, 106 and 107 (
Input File Specifications), please
remember to space fill appropriately, in order to meet the required field lengths
Delete any excess worksheets such as Sheet2 and Sheet3 here. When converting the file into a
.csv format, excel can only have one worksheet.
Follow these steps to save this file as a comma delimited text file (.CSV):
Click on File and then Save As
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Following window should come up:
Click on Create new folder button
Type in the Folder name in New Folder window
Click OK.
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Enter a File name
Click on the drop down box next to Save as type and select ‘CSV (Comma delimited) (*.csv)’.
Press Save.
Click Yes
If you are done entering all the data, Click File and Exit
Excel may ask you to save the file again when you try to exit. Click Yes to all.
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4.2 Renaming the .csv File to .txt
In order for you to transmit the file to eMedNY, you will need to change the file extension from
.csv to .txt
Follow these instructions to do so:
Open the folder ‘Batch NPI Registration’ from your desktop
Right click on the file name and select Rename
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Remove the .csv extension and replace it with .txt
4.3 Reformat .txt File to Make It Fixed Length
Since this should be a file containing fixed length fields, we do not need delimiters. Therefore we
need to remove the delimiters (in this case comma ‘ , ‘)
Open the .txt file
File should look similar to this.
Select the Edit option and click Replace
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Enter comma (‘ , ‘) into field ‘Find what’
Leave ‘Replace with’ field blank
Click ‘Replace All’ button
Click ‘Cancel’ button
Now your file should look like this (with no commas)
Verify that each record is exactly 196 bytes.
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Click on File and then Save.
Click File and then Exit.
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5.0 TRANSMITTING THE BATCH NPI FILE
Once you have created your Batch NPI File, you may use any of the following batch transmission
methods to submit the file to eMedNY:
-
eMedNY eXchange
-
FTP/VPN
You may use any of these methods provided you currently have a user account on one of these
platforms.
5.1 NPI Batch Registration via eMedNY eXchange
Log on to eMedNY eXchange and go to the ‘Send A Batch’ page.
A new “Batch Type” will be added to this page.
Select “NPI” from Batch Type.
Browse or enter the path and file name to attach a file
Press Send button.
Currently there are no restrictions on the naming convention of the file which you upload.
A new file name is assigned by eXchange, which will follow the following naming convention:
This is an automatically assigned file name and it will be displayed as such in your ‘Sent
Batches’ page.
If you have question about eMedNY eXchange, please click here for FAQ’s.
5.2 NPI Batch Registration via FTP/VPN
As with any other file submissions via FTP/VPN, Zip the Batch NPI file and upload as usual.
Use the normal FTP naming convention for naming the Zip file.
Note: You may name the NPI Batch file within the zip file anything you please. You may send
only one NPI Batch file within each zip file.
For assistance with submission via FTP, please click
here.
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6.0 RESPONSE FILES
6.1 Front-End (‘F’) File
An ‘F” file will be generated for all files submitted. File format and Record format errors will be
detected by this Front-End response file. If there are no Front-End errors, you will receive a
response “FILE ACCEPTED FOR FURTHER PROCESSING”
Example:
If there is a file format or record format error you will receive the following response “FILE
REJECTED”. In this case please review the error in the “F” file then correct and resubmit the file
for further processing.
Example:
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6.2 Acknowledgement/Reject File
An Acknowledgment/Reject File will be generated for all valid and invalid records. All possible
errors for a given record will be reported in the reject file for submitter identification and
correction. NPI information editing that result in a record rejection will cause the entire file to be
rejected.
Example of a successful Acknowledgment/Reject File:
Example of an unsuccessful Acknowledgment/Reject File:
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