NPDB Insights - July 2022

Register Now For the Writing Narrative Descriptions for Reports Webinar on Thursday, July 14!

Join us exit icon on Thursday, July 14, at 2:00 p.m. Eastern time.

The Writing Narrative Descriptions for Reports webinar will provide best practices for writing thorough and meaningful narratives when submitting an NPDB report.* The webinar will also examine details of a strong subject statement, where a report subject can give a perspective on the report.

At the completion of the webinar, attendees will

  • understand what narrative descriptions are and what they should include and exclude
  • gain tips for drafting narrative descriptions
  • have a better understanding of how to interpret narrative descriptions
  • know how to frame a response to a report's narrative description

This webinar is meant to be interactive, with numerous examples. It will include a Q&A session with NPDB staff members. For more details, visit our Events page.

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*For each report submitted to the NPDB, entities are required to provide a narrative description, which is a summary of the official findings or facts related to the action and a description of the circumstances that led to the action. The description must include sufficient detail to ensure that future queriers have a clear understanding of what the subject of the report is alleged to have done and the nature of and reasons for the event upon which the report is based.

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Is It Reportable?

After conducting a professional review of a surgeon's competence, a hospital assigned a surgical proctor for 60 days. The surgeon could not perform surgery without being granted approval by the surgical proctor. Is the hospital required to report this action to the NPDB?

Yes. Since the surgeon cannot practice surgery without approval from the proctor, and the restriction of clinical privileges lasts more than 30 days, this must be reported.

Updating Report Information

To change or update information on a previously submitted report, one of two methods should be used, depending on the situation: a Correction Report or a Revision-to-Action Report. You must submit a Correction Report when something in a report is incorrect or incomplete. A Revision-to-Action Report must be submitted if an additional action or a change to the action is made that relates to the Initial Report.

Correction Report

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A Correction Report replaces a previously submitted report. A Correction Report fixes an error or omission made in a report (such as the wrong date of birth, state license number, or type of action taken). You must submit a Correction Report as soon as possible after the discovery of an error or omission in a report. A Correction Report can be submitted on an Initial Report, an earlier Correction Report, or a Revision-to-Action Report. If a report is substantially incorrect, (e.g., submitted on the wrong practitioner), the system may prompt you to void that report and submit a new report.

Revision-to-Action Report

Revision-to-Action Report Image

A Revision-to-Action Report is an addition to a previously submitted report (such as a reinstatement of a suspended license or a change to the length of a suspension). A Revision-to-Action Report does not alter the Initial Report. It documents an update that is related to the previously reported action. After submitting a Revision-to-Action report, the Initial Report and the revision remain in the NPDB as two separate reports, but they are disclosed together.

For more information on all types of NPDB reports, visit our About Reporting page.

How to Designate an Authorized Agent

Person using a computer

Health care organizations can give another registered organization (an “authorized agent”) the authority to query or report to the NPDB on their behalf.

To establish an authorized agent, both the health care organization and the agent must properly register with the NPDB and have a written agreement in effect prior to the authorized agent's querying or reporting. They must also approve of one another through the NPDB system.

Once the health care organization and the agent have registered and have a written agreement in place, your Data Bank administrator must follow these steps:

  1. Sign in to the NPDB as the Data Bank administrator.
  2. On the Select an Option page, select Administrator Options.
  3. On the Administrator Options page, select Maintain Agent Information.
  4. On the Authorized Agents page, select Add.
  5. Complete the form on the Designate Authorized Agent page.
  6. Certify the information and select Continue, then follow the instructions on the Agent Designation Status page and select Continue.
  7. Print or save the formatted copy of the Agent Designation Request and keep as part of your records.
  8. Notify the agent's Data Bank administrator. Instruct that administrator to sign in to the NPDB and accept the request.
  9. If the agent accepts the designation, the Agent Designation Status page appears. Click to view the Agent Designation Response. Print or save the response and keep it for your records. Once a request is accepted, the agent can begin querying or reporting on the health care organization's behalf.
  10. If the agent rejects the request, the agent should provide a reason for the rejection, which is sent to the initiating organization.
  11. Your health care organization's Data Bank administrator is sent electronic correspondence through the IQRS, stating that the request is rejected or approved.



How long does it take reports to become available in the NPDB?

Submitted reports are usually available in the NPDB system within seconds, though it may take up to 1 business day.

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