Credentials Verification Office
Section
IV / Policy
2
TITLE: CVO MSOWData Entry Standards
Date of Implementation: June 30, 2000
Revised: 11/24/02; 11/1/05; 3/22/06; 7/24/06;
9/3/06; 11/17/06; 11/07; 11/08; 2/1/09, 11/1/09;
2/23/10; 11/10; 11/11; 11/11, 11/12; 5/21/13
7/16/13
Date of Last Review: 11/13 / Signed Original on File at the CVO Office
Signature: ______

The CVO staff performsMSO data entry according to the established data entry standards and in compliance with specified requirements.In addition to specific requirements by screen, tab and field, the following general standards/requirements are observed:

  • No abbreviations, all words are spelled completely
  • Avenue, not Ave
  • Street, not St.
  • No periods
  • MD not M.D.
  • St not St.
  • Do not use quotation marks
  • Do not leave blank spaces at the end of a data field.
  • Phone and fax numbers are formatted as (xxx)xxx-xxxx

Note: International fax numbers are dialed as 9+011+country code+city code+area code+destination number.

  • All dates are entered as xx/xx/xxxx
  • For dates where day is not specified, enter the day as 01 in the from date field and 28/30/31 in the thru date field. If the month is not specified, enter 01/01 in the from date field and 12/31 in the thru date field. Exception – education and training – date should correspond to normal training dates, i.e. 07/01 and 6/30.
  • Do not type in a field with a drop down menu - always select from the drop down
  • Do a thorough search before adding to a table (hospital, credential, office). This is very important when importing reapplications. Do not accept an online change without searching the table first.
  • Capital letters are used at the beginning of most words
  • When searching by record number, the entire number must be entered.
  • Country mailing codes can be entered in the Zip Code field
  • For translation services, call International Patient Relations at (412)648-6262.

The standards/requirements are documented on the following pages.Fields that are self explanatory are listed, but do not have any additional comments.Fields not listed are usually not completed and are not required.

SCREEN: Facility - CVO only – do not enter any information on any other facility screen

TAB: Status

Field Name / Standard/Requirement
Status from / Date initial application consent and release or attestation was signed (Medical Staff or PEC/PHO)

TAB: Reappointment/Query

Field Name / Standard/Requirement
Next reappt / Same as Staff User defined - Birth month/28/next even or odd birth year
Reappt response / Date Reapp consent and release was signed

TAB: Comments

Field Name / Standard/Requirement
Date, Author and Comment / Comments regarding application requests, inquiries and authorizations are entered by the CVO Director or designee

Note: facility sequence # for CVO = 2

facility sequence # for PEC = 4

SCREEN: Facility User Defined – for the CVO

TAB: d Dues/Fees

Field Name / Standard/Requirement
Application Fee Amount / Completed by the Credentialing Assistant on receipt of an initial application/check
Application Fee Date Paid / Completed by the Credentialing Assistant on receipt of an initial application/check
Application Fee Comments / Completed by the Credentialing Assistant on receipt of an initial application/check – check number and name on check

SCREEN: Staff

TAB: Vital

Field Name / Standard/Requirement
Title
Last / Maximum of 30 characters. Entered exactly as listed on the PA state license, except for names that should contain apostrophes. For example, even though the name on the license reads Odonnell, enter the name as written on the CIF with the apostrophe, O’Donnell.
First / Entered exactly as listed on the PA state license
Middle / Entered exactly as listed on the PA state license
Degree
Birth Date
Sex
Social Sec # / If the applicant does not have a Social Security #, a number is assigned from the list maintained on the O drive. In the Comment field, the following is entered: Note: practitioner does not have a SS#. Do not request a CBC, FSMB or Medicheck until a valid SS# is obtained.
Allied / To be checked for any practitioner who is not an MD, DO, DPM or DMD.
Share Practitioner with Apogee / The practitioner is shared with Apogee anytime the PEC facility is added to the practitioner record.

TAB: Contact

Field Name / Standard/Requirement
Address / Do not enter home addresses outside of the USA and request local address if not supplied on application
City
State
Zip Code
Phone 1 / Check listed unless noted as unlisted
Phone 2 / Check listed unless noted as unlisted
Paging # / 10 digit hospital pager phone number followed by practitioners’hospital pager extension. Ex (412)647-7243xXXX for Presby & (412)391-2337xXXX for Mercy
Pager / Practitioners individual “beeper”
Mobile / Cell Phone Number
E-mail / Valid e-mail addresses do not contain spaces.
CC / Valid e-mail addresses do not contain spaces.

TAB: Cred Contact

Field Name / Standard/Requirement
Name / If PEC active, enter DES information (even if not listed on the application). Use Find Cred Contact dropdown menu to populate the data entry for frequently used Credentialing Contacts
Address / Not required if DES
City / Not required if DES
State / Not required if DES
Zip code / Not required if DES
Phone 1 / Required if DES
Phone 2 / Not required if DES
Title / UPP (or CMI, ERMI, FHC, RHS, EPN,CC) DES (if PEC active)
Fax # / Required if DES
E-mail / Required if DES

TAB: Personal

Field Name / Standard/Requirement
Martial status
Spouse
Languages / Do not enter here. Enter under blue button Languages.
Birth city
Birth state
Birth country / Format USA as USA
Citizen of / If the applicant checked YES to the US Citizen question on the application,enter USA under Citizen of. If the applicant checked NO to the US Citizen question, data enter the country that they are a citizen of from the drop down.
Ethnic
Visa / If the applicant checked NO to the US Citizen question, enter YES under Visa. Also, the status question on the application must be completed.

TAB: Photo/Signature

Field Name / Standard/Requirement
Photo / Document Name=Practitioner Photo
Signature / Document Name=Practitioner Signature

SCREEN: Staff User Defined

Field Name / Standard/Requirement
Tab a –System reappointment date / Same as facilities/ Reappt Query/Next reappt date. Birth month/28/next even or odd birth year.
User defined icon on the toolbar will be yellow when information has been entered. Do not change date if a verification process is still open.
Tab a – SSN Last Five / Automatically updated when social security number is initially data entered. But, if the SS# is later changed, this field must be manually updated.
Tab b – Privilege Forms / If entered, do not change. For new applicants, enter PrivilegeRequest Form received. Refer discrepancies to the Director or designee.
Tab c and d – Employment Information / UPMC employment information uploaded from PeopleSoft. View only. Useful when determining if practitioner is employed by PSD.
Tab e - Other / A tab to create user defined fields for Corporate use. View only.

SCREEN: Offices

Field Name / Standard/Requirement
Find office / Do thorough search, if not found select new to add the following:
  • Name

  • Address 1

  • Address 2

  • City

  • State

  • Zip code

  • County

  • Site type
/ Required
  • Handicap access
/ Enter if supplied on the application.
  • Contact
/ Enter if supplied on the application. Do not use a “/” between name and title
  • Phone 1

  • E-mail

Notes:

  • Any address no longer valid is to be deleted.
  • For PSD practitioners, refer to the list of designated mailing and billing addresses. If designated, the mailing address must be entered as specified no matter what is on the application. If designated, the mailing address must not be changed even if requested.
  • Only accurate primary office addresses are entered. Do not enter the UPP mailing address as the primary office address unless specifically requested. In this circumstance, add a comment to the vital screen. Not all practitioners will have a primary office.
  • If a duplicate warning appears when entering a new office, double check the duplication before overriding.
  • All practitioners must have a mailing address
  • Urgent Care Centers are entered as Offices. They are not entered under Work History or Hospital Affiliations

Designation / Standard/Requirement
Primary / Seq #2 (only one primary)
Mailing / Seq #4 (only one mailing) - Required
Billing / Seq #6 (generally only one billing)
Secondary / Seq #8

Note: All offices must have a designation.

SCREEN: Specialties

Field Name / Standard/Requirement
Document
  • Specialties Board
/ Any physician specialtythat has a recognizedBoard, whether physician is certified or not
  • Specialties Certified
/ Any AHP specialty that has a recognizedBoard, whether the AHP is certified or not
  • Specialties Other
/ Any physician or AHP specialty that does not have a recognized board, whether it is primary or not. Hospitalistis always specialty other. Use when the board is not recognized, regardless of whether the specialty is usually recognized. For example, if a practitioner is certified in Internal Medicine from a Board in Ireland, that is entered as Specialties Other. If the practitioner is certified by the American Board of Internal Medicine, that is entered as Specialties Board.
Specialty
Board / Automatically fills in, delete if practitioner is not certified. Corresponds to the subspecialties issuing board. Change if necessary.
From Date / Do not enter
Expire Date / This is the verified date. Do not change until the verification is available in the scanned images. Leave blank if lifetime. Remove if certification not renewed. For boards that utilize Maintenance of Certification, enter the Certifacts response Reverification Date. For boards not using MOC, enter the Certifacts response Thru Date.
Cert year / Required even if not currently certified
Re-Cert year / Enter if listed
Area of Interest / For CRNP’s enter the specialty listed on the ANCC certificate.
Primary / Only one specialty is to be designated as primary – sequence number for the primary is always #2. The primary specialty is the specialty currently practiced whether certified or not.
Certified / Check if certified
Lifetime cert / Check if a lifetime certification
Historical / Do not check as historical if expired and not renewed – uncheck the certified box and enter the comment “(date) expired – not renewed”, remove the expiration date and on the images tabunlink the document image and remove the expiration date.
Comment / If the practitioner supplied an answer to the Board certification question, enter the details. If more than a few words, enter the comment “see comments tab”. Enter the comment on the tab rather than in the field.

Notes for Specialties:

  • When a new specialty certificate is received (whether part of an active process or not), it must be data entered and verified.
  • When a renewal specialty certificate is received (whether part of an active process or not), it must be verified if the current verification is not available in scanned images.
  • For Boards that no longer issue dates on theBoard certification letters or certificates,use the guidelines below to scan and correctly data enter the Board certificates or the Maintenance of Certification documents (MOC):
  • When the certificate has a current date– scan as the document and enter the document expiration date
  • When the certificate does not have a date(and it is not a Maintenance of Certification document) – scan the document and do not enter an expiration date
  • When the certificate is expired – keep the image and delete the date
  • If no Board certificates are available, scan in the MOC document. If the MOC document has a future expiration date, enter that date as the document expiration date. If the MOC does not have an expiration date, leave that field blank.
  • A letter indicating that the practitioner has passed the Maintenance of Certification Exam, does not necessarily mean that they have renewed their board certification, only that they passed the MOC exam. There are other requirements that must be completed to in order to renew the Board certification.
  • The Board Specialty status is changed to Not Certified if a current verification is not available 60 days after expiration.
  • When a practitioner voluntarily renews a lifetime certification, do not enter an Expire date on the front screen. Instead enter a comment using the expiration date from Certifacts. For example: “12/31/2025 voluntary recertification will expire”
  • Do not enter Certification Expiration Dates for Physician Assistants

SCREEN: Hospitals

Field Name / Standard/Requirement
Document
  • Hospital Affiliations Current
/ Any hospital affiliation without a thru date. Also used for affiliations indicated on the practitioner reapplicationas resigned (whether or not a date is indicated). When the reapp verification process is initiated a letter will be generated and a task will appear on the task list.When the verification is received, the thru date is entered, the document is scanned, the task is completed,and the document name is changed to Prior. Resequence so that Current appear first in the grid.
  • Hospital Affiliations Prior
/ Any hospital affiliation with a valid thru date.
Hospital / Do thorough search, if not found select new to add the following:
  • Name

  • Address 1

  • Address 2

  • City

  • State

  • Zip code

  • Phone

  • Fax

  • Email

  • URL
/ Copy and paste from the web browser address line
From date
Thru date / Leave blank if a current affiliation
Specialty / Enter when verification is received
Attn / “Medical Staff Office”
Fax / Used when faxing verification letter to a fax number different than the number listed in the table
Status / Active/Provisional/Courtesy, etc – enter when verification is received. If using a roster, enter the status category
Comment / Enter Temporary Privileges as a Comment instead of a Status
Primary / The box is never checked
Historical / Historical is only checked when the facility is closed and the verification will not ever be available. The comment “closed – unable to verify” is entered in the comment field on the screen.

SCREEN: Credentials

Field Name / Standard/Requirement
Document / The document name corresponds to the program attended or completed.
University / Do thorough search, if not found select new to add the following:
  • Name

  • Address 1

  • Address 2

  • City

  • State

  • Zip code

  • Country

  • Phone

  • Fax

  • Email

  • URL
/ Copy and paste from the web browser address line
Attention / Select from the dropdown or type in if not found
For the MD: / Note: Undergraduate programs are not entered
  • Medical Education
/ Director, Medical Education
  • Internship
/ Director, Internship Program
  • Residency
/ Director, Residency Program
  • Fellowship
/ Director, Fellowship Program
  • Research Fellowship
/ Director, Research Fellowship Program
  • Externship
/ Director, Externship Program
  • Fifth Pathway
/ Director, Fifth Pathway Program
  • Additional Education

  • Teaching Appointment
/ Faculty Affairs
For the AHP:
  • Undergraduate Education
/ Director, Undergraduate Program
  • Post Graduate Education
/ Director, Post Graduate Program
  • Additional Training

  • Teaching Appointment
/ Faculty Affairs
Fax / Used when faxing verification letter to a fax number different than the number listed in the table
Specialty / Data entry required except for Medical Education
From date / Usually 07/01/xxxx
Thru date / Usually 06/30/xxxx. A thru date must be entered at the time of initial data entry even if the program is not completed, The anticipated date of completion is entered and then the actual date of attendance is entered when the verification is received.
Unless tenured, all Pitt teaching appointments must have a thru date.
Grad year / Required for Medical Education only
Degree / Required for Medical Education only
Comment / For teaching appointment, enter tenured if appropriate.
Historical / The box is never checked
Program Director
Program Completed / Always to be checked except;
  1. If the program will be completed sometime in the future, enter the dates of anticipated completion as the thru date. Do not check the program completed box. When the verification is received that indicates that the program is complete, check the program completed box.
  2. If, once the verification is received, you find that the program was not complete, uncheck the box and enter the comment ”Program not completed”
Note that as you “reactivate” a practitioner, the box will not be checked. Check if the program was completed and check the program completed box accordingly.

SCREEN: ID Numbers

Document Name / Standard/Requirement
State License/State License pending / All PA licensesand in rare instances a license from another State if currently practicing in that State
  • State Board
/ =146 for PA. Other States, select from dropdown
  • Seq #
/ Always #2
  • ID Number

  • Issued
/ If no issue date is available, enter 01/01/1900.
  • Expires
/ Not changed until verification is received. The Webcrawl automatically changes the date to match the imported verification
  • State

  • Field of Licensure
/ Must be entered for every license – must match license type – not the practitioner degree
  • Primary
/ PA is always primary – must have one and only one primary
  • Historical
/ Check if not renewed.
DEA Number/DEA Number Pending / If will never have a DEA (pathologist, institutional), do not enter a document name. If had a DEA that is no longer valid, check as historical. All practitioners (except teleradiologists) must have a DEA with PA address. Enter as DEA Pending till received. A DEA certificate and verification must be obtained for all states where practicing.
  • State Board
/ Always blank
  • Seq #
/ Always #4
  • ID Number

  • Issued

  • Expires
/ Not changed until verification is received. The Webcrawl automatically changes the date to match the imported verification
  • State
/ PA or other if applicable
  • Primary
/ If a valid DEA (usually PA) has been entered, must be checked as primary. Must have only one primary.
  • Historical
/ Check if not renewed.
NPI (Physicians)
  • Seq #
/ Always #6 for Physicians
  • ID Number
/ ID Number only – formatted 10 digits
Supervising Physician Letter (AHP’s only and as applicable)
  • Seq #
/ Always #6 for AHP’s
  • ID Number
/ Enter ID Number
  • Effective Date
/ Enter Effective Date
Prescriptive Authority (AHP’s only and as applicable)
  • Seq #
/ Always #8 for AHP’s
  • ID Number

  • Expiration Date

NPI (AHP’s)
  • Seq #
/ Always #10 for AHP’s (#6 if no Supervising Physician Letter or Prescriptive Authority)
  • ID Number
/ ID Number only – formatted 10 digits
Fluoroscopy Certificate / Issue date & expiration date only. Expiration date is 2 years from issue date unless there is an expiration date listed on the certificate.
ECFMG / Enter ID number & date issued
State License Other / Licenses for States where not currently practicing
  • State Board
/ Use dropdown to select
  • ID Number

  • Issued

  • Expires
/ Enter expiration date from certificate
  • State

  • Field of Licensure
/ Must be entered
ACLS/ATLS/BLS/BTLS / Issue date & expiration date only
Medical Command / Issue date & expiration date only
PALS / Issue date & expiration date only
Medicaid Provider / ID Number only
Medicare Provider / ID Number only
Medipac Number / ID Number only
UPIN Number / ID Number only
ID Number User Defined Screen / FSMB Query results – must have at least one ID Number to access screen.

NOTES for ID Numbers