How to Import an Excel File

The Excel (XLSX) format is the preferred format to submit a bulk Continuous Query enrollment, bulk One-Time query, or add records to your subject database.

Prepare your file

1. Download the Excel file provided on the Import File for Enrollments , Import File for One-Time Query , or Import Subject Information pages. The file contains the following tabs:
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   Import File for New Enrollments

   
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   Import Subjects for One-Time Query

   
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   Import Subject Information

   
   • Submission Data - A sheet to complete or use as a template to enter your practitioner records.
   • Instructions - Example row and a list of instructions for entering your submission data.
   • Action - Codes for the type of transaction you are submitting, an addition, deletion or update.
   • Sex - Codes for the practitioner's sex.
   • Organization Type - Codes for the type of organization.
   • State - Two-letter codes for a state, territory, or military location.
   • License Field - Codes for the practitioner's profession or field of licensure.
   • License Specialty - Codes for a physician's or dentist's specialty.
2. Enter your subject information into the spreadsheet. Limit each import file to 1,000 subjects.
3. Save your file with a .xlsx extension. The Excel file extensions .csv and .xls are not accepted.
   Note: See the instructions tab within the Excel file for details on how to complete each section properly.

Use your file

Submit a bulk Continuous Query enrollment

1. Sign in to the NPDB.
2. From the Select an Option page, select Query, then select Import File for Enrollments.
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   Select an Option

   
3. On the Import File For New Enrollments page, drag and drop or select browse for file to upload the file to the page.
   Note: When using the Excel format, your file must be saved with an .XLSX extension.
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   Import File for New Enrollments

   
4. Select Continue.
5. On the Import File Validation page:
   1. Review the validation report for details on any invalid, incomplete, or duplicate subjects. Invalid subjects cannot be processed.
   2. Download the validation report and use it to correct your file and import again.
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   Import File Validation

   
6. Review a summary of your imported subjects when the file is successfully accepted . Select Continue.
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   Import File Validation

   
7. Complete the subject information on the Enroll Subjects page and select Continue.
   Note: Selections will apply to all subjects
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   Enroll Subjects

   
8. Select your method of payment, complete the payment form, and select Continue.
9. Verify your information is correct and complete the submitter certification.
10. Select Submit to submit the enrollment.

Submit a bulk One-Time Query

1. Sign in to the NPDB.
2. From the Select an Option page, select Query, then select Import File for One-Time Query.
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   Select an Option

   
3. On the Import Subjects For One-Time Query page, select the Excel import file format.
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   Import Subjects for One-Time Query

   
4. Select the Choose File button, then select your Excel file to import.
   Note: Your file must be saved with a .XLSX extension.
5. Select an option for your existing subjects. You can keep the existing subjects and add new subjects or delete the existing subjects and add the new ones.
6. Select Import File.
7. Review the import data summary on the Interim Import Status page.
   • Click the link on each category title (Complete, Incomplete, Conflicts, Invalid subjects) to view subjects in that category.
   • Select Cancel Import to cancel and correct any Validation Warnings in your file.
   • Select Submit to add the Complete and Incomplete subjects to the subject database
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   Interim Import Status

   
8. Review the Import Summary page.
   • All subjects must be complete to get a One-Time Query response. Select Continue.
   • Select Return to Options and then Maintain Subject Database to complete any incomplete subjects.
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   Import Summary

   
9. Select your completed subjects to query on the Available Individuals page, and select Continue.
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   Available Individuals

   
10. Select Continue to confirm the number of queries you mean to purchase.
11. Select your method of payment, complete the payment form, and select Continue.
12. Verify your information is correct and complete the submitter certification.
13. Select Submit to NPDB to submit the query.

Submit subject database records to add, delete, or update

1. Sign in to the NPDB.
2. From the Select an Option page, select Query, then select Maintain Subject Database .
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   Select an Option

   
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   Maintain Subject Database

   
3. Select Import File.
4. On the Import Subject Information page, select the Excel import file format.
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   Import Subject Information

   
5. Select the Choose File button, then select your Excel file to import.
   Note: Your file must be saved with a .XLSX extension.
6. Select an option for your existing subjects. You can keep the existing subjects and add new subjects or delete the existing subjects and add the new ones.
7. Select Import File.
8. Review the import data summary on the Interim Import Status page.
   • Click the link on each category title (Complete, Incomplete, Conflicts, Invalid subjects) to view subjects in that category.
   • Select Cancel Import to cancel and correct any Validation Warnings in your file.
   • Select Submit to add the Complete and Incomplete subjects to the subject database
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   Interim Import Status

   
9. Review the results on the Import Summary page, then choose an option for the complete subjects.
   • Enroll the subjects in Continuous Query
   • Order a One-Time Query response for subjects
   • Return to Query Options.
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   Import Summary

   
10. Select Continue to process your selection.
11. A confirmation is displayed if your file is successfully imported.