Health Care Organizations
Reporting
Submit a Report
To submit a report with the Data Bank, complete the appropriate report form based on the type of action being taken. Provide as much information as possible and explain in detail the actions which lead to the report in the narrative description. Report information received by organizations should be used in conjunction with other relevant information in evaluating a practitioner's credentials.
To Submit a Report
You can submit reports through the Data Bank website via the IQRS; or through an external application interface via the QRXS, using the Data Bank report formats.
- Sign in to the Data Bank.
- On the Options page, click Report.
- If you are directed to the Reporting Service page, select Report.
- On the Report Type page, choose what you would like to do. To enter a new action that has not previously been reported, select Start a new report on a case not previously reported by your organization. Click Continue.
Note: If you wish to modify a previously submitted report, select Modify an existing report (includes Correction, a new subsequent Revision to Action, Notice of Appeal, and Void) and follow the instructions. - On the Select Action page, select the type of action.
- On the Subject Type page, select the type of subject.
Note: The Subject Type page does not display for Professional Society, Clinical Privileges, or Medical Malpractice Payment Reports (MMPR) (NPDB only), as these reports are only applicable to individual subjects. If the report is an Adverse Action Report, the following pages apply:- Individual Subject - select Primary Occupation/Field of Licensure, then select an Adverse Action Classification Code.
- Organization Subject - select the Adverse Action Classification Code.
- The appropriate report input page appears. Complete the input form, providing as much information as possible.
Note: Medical Malpractice Payments are submitted using the MMPR format. Clinical privileges, professional society and licensure actions, as well as Medicare/Medicaid exclusions, are submitted using the Adverse Action Report (AAR) format. - At this time you may save the practitioner's report information in your subject database for future use.
Note: You may decide to Validate without Submitting the report. This verifies that you have all required report information, but does not submit the report to the Data Bank. You can also choose to Store as a Draft, which keeps the draft for 30 days. - Clinical Privileges Action, Medical Malpractice Payment, and Professional Society Action reporters may elect to have an electronic version of the report sent to the appropriate State Boards through the Data Bank system, provided the State Board has agreed to accept electronic Notices of Action. Click Continue and select the State Board that should receive the report. For more information, see the Report Forwarding Tutorial (PDF - 636 KB).
Note: If you choose to send an electronic report notice to the State Board, you should receive an email as well as a Data Bank correspondence within 7 days verifying that the state board has or has not viewed the electronic notice. - Certify the information. Then click Submit to Data Bank.
- On the Report Submission Complete page that follows, you will instantly see the final Report Verification Document (RVD) which can be printed or saved to your computer. The report submission process is now complete.
To Retrieve a Report
Reports appear instantly on the web page after submission, and can be saved to your computer as a PDF by clicking the Save Report to Your Computer button, meaning that you do not need to log in later to retrieve the report. However, you may view, save, or print the report again by doing the following:
- Sign in to the Data Bank.
- On the Options page, under the Report Options section, click the Reporting Activity button.
- The Reporting Activity page will list all practitioners who have activity in the last 30 days, with the most recently reported practitioners first. The right-most column indicates the most recent action taken. You may search for a specific practitioner and can select the timeframe of results in the search bar above the list of practitioners. You may also click on the blue column headers to sort by either practitioner (by last name alphabetically) or last activity date. Any subject-initiated action on a report, such as a statement or dispute, will also appear here and will initially be highlighted as unviewed.
- Click the practitioner's name to show all reports submitted by your entity on the practitioner, with additional data on each report such as Report Type, Report DCN, and Submitter. Click the PDF link to view the report.
Note: A copy of the RVD for all Adverse Action Reports and Medical Malpractice Payment Reports must be sent to the appropriate State boards (NPDB Only). Hospitals and other health care organizations reporting adverse actions to the NPDB, and insurers (including self-insured organizations) reporting medical malpractice payments to the NPDB must mail a copy of the RVD to the appropriate State licensing board for its use. Alternatively, NPDB reporters may elect to send an electronic version of the report to the appropriate State Board through the Data Bank system, provided that State Board has agreed to accept electronic Notices of Action.
Submitting a Report Through an External Application
(via QRXS)
To submit reports through the QRXS, your organization must create software to format the report data into an XML file format. Reports that are submitted with incomplete or missing data are not processed; you will receive immediate notification explaining what data are incomplete.
Response files are processed and returned in XML format and can be stored electronically in your own information system. If your organization wants to generate a printed report similar to the report within IQRS, then you must write custom software to format the electronic response files for printing. File formats for QRXS are defined in the QRXS File Format Specifications.
What Happened to the ITP?
The ITP (Interface Control Document (ICD) Transfer Program) is being phased out and replaced with QRXS. ITP software vendors and users should plan to migrate to the QRXS. You may continue to access the following links:
ITP File Format Specifications (requires Vendor ID)
ITP Installation Instructions (PDF - 207 KB)
ITP Client Program (ZIP - 363 KB)
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