Health Care Organizations
Management Tools
Manage User IDs and Passwords
Because the information contained in the Data Bank is sensitive, personal, and not accessible to the general public, registered health care organizations must set up and authorize individual users with user IDs and passwords.
Data Bank Administrator
Every registered health care organization identifies a Data Bank Administrator, who performs the administrative tasks of establishing individual user accounts for their organization and resets user passwords for Data Bank access.
To Create User Accounts
To add or modify a user account the Data Bank Administrator must follow these steps:
- Sign in to the Data Bank as the Data Bank Administrator, and click Continue.
- On the Administrator Options page, click Maintain User Accounts.
- On the Maintain User Accounts page, click Create Account to create a new user account; click Delete Account to remove a user account; click Reset Password to create a new user password; or click a specific User ID to update user account information such as name, title, or email address.
- Click Save to keep the changes.
Note: User accounts that are unused for over 3 years will be removed by the system.
Create User IDs and Passwords
When creating or changing user IDs and passwords, follow these requirements and guidelines.
All user IDs must have these characteristics:
- At least eight characters
- Only alphanumeric characters
- Case sensitive
- Unique for the health care organization user
All passwords must comply with the following requirements*:
- At least eight, but no more than fourteen characters.
- Combination of alphanumeric characters
- Case sensitive
- At least one number included
- At least one uppercase and one lowercase letter included
- At least one of the following characters: !@#$^&*()-_=+[]{}|;:,.<>? included
- No words that are found in the dictionary
- No part of your user ID
- Not a common Data Bank phrase (e.g., NPDB, HIPDB, Data Bank)
- Not a simplistic or systematic sequence (e.g., abcd1234)
- Not a repeating sequence (e.g., Abcd2****)
* Password requirements apply to health care organizations using the IQRS, QRXS, or ITP and practitioners using the Self-Query Service or RRS. In order to maintain password confidentiality, do not write down your password; remember it.
Passwords are valid for 90 days, after which you must change your password. The new password must be different from the previous 24. You will receive a prompt to change your password 5 days before expiration. After the password expires, you will have an additional 30 day grace period to sign in one time and reset your password. You may change your password at most once per day.
If you do not reset your password within the 30 day grace period, you can reset your own password through the Password Reset Service if you know your expired password.
Note: If a user does not know their password or is locked out, the Data Bank Administrator can reset the password or unlock the account. Alternatively, a user may self-reset a forgotten password.
Reset a Forgotten Password
- On the Data Bank Sign In page, click Forgot Your Password?
- On the Reset Password page enter the Data Bank Identification Number and User ID. Click Continue.
- Answer the Challenge Question correctly. Click Continue.
Note: Challenge Questions must have been previously set up in the Update User Account page. - Enter a new password and confirm the new password. Click Save Password. An email will be sent to the user account requesting the password reset.
- From the email, click the link provided to sign in to the Data Bank using the new password. The link is active for one hour.
Create and Maintain Authorized Agent User Accounts
To create and maintain Authorized Agent user accounts, the Data Bank Administrator must follow these steps:
- Sign in to the Data Bank as the Data Bank Administrator, and click Continue.
- On the Administrator Options page, click Maintain User Accounts.
- On the Maintain User Accounts page, click Create Account to create a new user account; click Delete Account to remove a user account; click Reset Password to create a new user password; or click a specific User ID to update user account information such as name, title, or email address.
- On the Maintain User Accounts page, you can update user privileges by selecting the desired organizations in the Entities Available to Act on Behalf of section and specify whether the agent user can Query only, Report Only, Query & Report, or None.
- Click Save to keep the changes.
Additional Assistance
The Customer Service Center is available to answer questions by email at help@npdb-hipdb.hrsa.gov or by phone at 1-800-767-6732 (TDD 703-802-9395) Information Specialists at the center are available to speak with you weekdays from 8:30 a.m. to 6:00 p.m. (5:30 p.m. on Fridays) Eastern Time. The Customer Service Center is closed on all Federal holidays. Find out how to protect your PII.
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