Query Processing

When the NPDB receives a properly completed query, the NPDB performs a validation process that matches the query subject's identifying information with information previously reported to the NPDB. Information reported about a specific subject is released to an eligible querier only if the identifying information provided in the query matches the information in a report submitted to the NPDB. If the information submitted in a query does not accurately identify the intended practitioner, the query may not match any NPDB reports naming the intended practitioner that include the correct identifying information.

Each query processed by the NPDB is assigned a unique Data Bank Control Number (DCN). The DCN is used by the NPDB to locate the query within the system and is prominently displayed on any electronic response. If a question arises concerning a particular query, the entity must reference the DCN in any correspondence to the NPDB.

Subject Database

Maintaining a Subject Database (which may include practitioners and organizations) on the IQRS eliminates the need to re-enter information into a query or report form. The IQRS retrieves all pertinent information from the entity's Subject Database and places it on the appropriate query screens. However, if a record in the Subject Database is incomplete (i.e., information is missing in required fields), the IQRS does not allow a query to be generated for that subject until the missing information is added. Creating and maintaining a Subject Database can make entering the required information for a query or report faster by automatically pre-populating forms with identifying information, eliminating the need to retype data.

Query Responses

A query response identifies whether there are any reports in the NPDB on the subject of the query and presents copies of all reports. Queriers can view, print, and download their query responses online. Entities must retrieve official query responses within 45 days of processing, or they will be required to resubmit their queries and pay the associated query fee. Entities that wish to save query responses should download them. Continuous Query enrollment confirmations are available for the entire enrollment period as long as the enrollment is not canceled.

Missing Query Responses

If an entity does not receive a query response within one business day of submission, the entity should contact the NPDB Customer Service Center to request a query status. The entity should not resubmit a query on the subject in question, as this will result in duplicate transactions and duplicate query fees.

Notifying the NPDB of a Missing Report

If, based on information received in a query response, an entity believes that a reportable action was not submitted to the NPDB, the entity should go to the Subjects Queried page (or the Multiple-Name Query Responses page for bundled responses), click the Reporting Compliance link, and provide the information regarding the missing report.