Proactive Disclosure Service Prototype (PDS)
Frequently Asked Questions (FAQ)

• Common NPDB-HIPDB Definitions
• Fact Sheet on An Overview of the Proactive Disclosure Service Prototype (PDS)
• Fact Sheet on Activating the Proactive Disclosure Service Prototype (PDS) and Establishing Preferences
• Fact Sheet on Enrolling a Subject in the Proactive Disclosure Service Prototype (PDS)
• Fact Sheet on Updating a Subject in the Proactive Disclosure Service Prototype (PDS)
• Fact Sheet on Accessing a Proactive Disclosure Service Prototype (PDS) Report Disclosure
• Fact Sheet on Renewing a Subject Enrollment in the Proactive Disclosure Service Prototype (PDS)
• Fact Sheet on Canceling a Proactive Disclosure Service Prototype (PDS) Enrollment

• General Questions
• PDS Enrollments
• PDS Fees and Billing Reconciliation
• PDS Enrollment Renewals
• PDS Enrollment Cancellations
• PDS Report Notification

1. Is my organization eligible to join the Proactive Disclosure Service Prototype (PDS)?

   Your organization is eligible to use the PDS if it is eligible to query the Data Banks. For more information on the PDS please read the PDS Invitation Information available under the Using the PDS category on the Data Banks home page.

2. I am an Integrated Querying and Reporting (IQRS) user and have signed up for the Proactive Disclosure Service Prototype (PDS). Is there anything I need to do before I begin to enroll practitioners?

   Yes. After you sign up for the PDS, you will receive an e-mail confirmation which includes information about using the PDS. Before you can enroll your first practitioner, your Entity Data Bank Administrator must activate the PDS by logging in to the IQRS, and on the Administrator Options screen, click Activate Proactive Disclosure Service (PDS).

   After completing the Activate Proactive Disclosure Service screen, your Entity Data Bank Administrator will return to the Administrator Options screen. Notice that the Activate Proactive Disclosure Service (PDS) button is no longer available. Click the Update Notification Preferences button on the Notification Preferences screen, and you may: (1) select the individuals on your staff who should receive notification of report disclosures, subject renewal notices, and other PDS notices and (2) verify the individuals' e-mail addresses.

   If you plan to use an agent to submit the PDS enrollments on your behalf, your Entity Data Bank Administrator must update your entity-agent relationship to give permission to the agent to enroll subjects in the PDS on your behalf.

   After your Entity Data Bank Administrator updates the relationship, your agent's Entity Data Bank Administrator will receive a Data Bank correspondence to notify them of the change.

3. How do I enable my authorized agent to enroll subjects in the Proactive Disclosure Service Prototype (PDS) on my behalf?

   In order for an authorized agent to use the PDS on your behalf, your Entity Data Bank Administrator must update the entity-agent relationship to give permission to the agent to enroll practitioners in the PDS on your behalf. The Entity Data Bank Administrator should log into the Integrated Querying and Reporting Service (IQRS), located on the Data Banks home page, and on the Administrator Options screen, click Maintain Agent Information, and follow instructions to update the entity-agent relationship. The Designate Authorized Agent screen enables the Entity Data Bank Administrator to add PDS query privileges for an authorized agent assigned to query and/or report to the Data Bank(s) on behalf of the entity.

   After the Entity Data Bank Administrator certifies the information on screen, the designated agent will receive electronic correspondence to approve the agent designation. The Entity Data Bank Administrator may want to advise the agent to view Data Bank Correspondence and accept the agent designation.

4. Will the Proactive Disclosure Service Prototype (PDS) save me money and time?

   We believe the PDS will save you money and time. The PDS continuously and automatically queries on your enrolled practitioners, freeing your staff for other assignments. The PDS will notify you via e-mail whenever new information is received about one of your enrolled practitioners, i.e., the PDS will notify you of new, corrected, and revised reports as well as voids, subject statements, notification of dispute status, and elevations to secretarial review on all reports. PDS also saves you time since you do not need to perform a traditional Data Banks query as long as the practitioner is enrolled in PDS.

   The PDS fee is based on the average number of queries performed by a hospital or other health care entities over a two or three year cycle. Research completed by the Data Banks indicated that the average hospital queries about every 18 months and the average "other health care entity" queries about every two years. The PDS fee is set at mid-range of the average amount of query fees spent on an annual basis by entities registered with the Data Banks.

5. How am I notified about Proactive Disclosure Service Prototype (PDS) reports and enrollment renewals?

   The PDS will use e-mail to notify subscribers of new reports and practitioner enrollment renewals. PDS will send these messages to the individual(s) designated by your Entity Data Bank Administrator. To designate users to receive e-mail notifications of report disclosures, subject renewal notices, and other PDS notices, the Entity Data Bank Administrator should log into the Integrated Querying and Reporting Service (IQRS), located on the Data Banks home page. In the IQRS, go to the Administrator Options screen and select Update Notification Preferences. On the Notification Preferences screen, specify which of your users will receive e-mail notifications. After specifying your preferences, click Save Preferences. Note: The administrator can add or modify all users' e-mail addresses on the Notification Preferences screen, and each user is required to have an e-mail address even if they are not selected to receive notifications.

6. Are the Proactive Disclosure Service Prototype (PDS) enrollment confirmations acceptable verification sources for the Joint Commission and the National Committee for Quality Assurance (NCQA) accreditation standards?

   Yes, the enrollment confirmation was designed in conjunction with the NCQA and Joint Commission to ensure it is acceptable as a verification source. The enrollment confirmation provides proof of ongoing querying of the Data Banks and may be used in demonstrating compliance with accrediting standards. The ongoing querying capability of the PDS assists subscribers in complying with ongoing monitoring standards of accrediting organizations, including the Joint Commission and the NCQA, as well as compliance with legal querying requirements of the Health Care Quality Improvement Act of 1986.

   In addition, the Centers for Medicare & Medicaid Services (CMS) views a provider's use of the PDS as consistent with its hospital requirements for quality assessment and medical staff privileging.

7. Is there training available for the Proactive Disclosure Service Prototype (PDS)?

   Yes, on-screen instructions and help buttons are available to guide the user through each screen. Detailed fact sheets are also available on a range of topics providing step-by-step instructions for performing various tasks in the PDS. Fact sheets are available under the Publications category on the Data Banks home page.

   In addition, Data Banks Information Specialists are available to answer additional questions from users about the Data Banks. Call the Customer Service Center at 1-800-767-6732. Information Specialists 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.

8. If my account has multiple users, will all of my users have access to the Proactive Disclosure Service Prototype (PDS)?

   Yes, once your Entity Data Bank Administrator activates the PDS for the entity, all users will have access to the service automatically. To designate a user to receive e-mail notification of report disclosures, subject renewal notices, and other PDS notices, the Entity Data Bank Administrator should log into the Integrated Querying and Reporting Service (IQRS), located on the Data Banks home page, and on the Administrator Options screen, click Update Notification Preferences. On the Notification Preferences screen, you may select the individuals who should receive notifications and confirm that each individual has a valid e-mail address.

9. Can I use the Proactive Disclosure Service Prototype (PDS) through my third-party software package?

   Yes, you may use a software package developed by a third-party software vendor to enroll your practitioners in the PDS as long as the software vendor has developed software to interface with the PDS. Contact your software vendor to determine whether the particular software you are using interfaces with the PDS.

10. When I update the name of an enrolled practitioner, why can I no longer see the reports I know the subject has?

    While the Data Banks processes an update on an enrolled practitioner, existing reports are temporarily unavailable. Once the system has completed processing the updates, all related reports will be available. This process normally takes no more than 2 - 4 hours.

11. I have an enrolled practitioner with a report in the National Practitioner Data Bank (NPDB). In the past I have received paper notifications of report corrections in the mail. Why am I no longer receiving paper report corrections in the mail?

    As a Proactive Disclosure Service Prototype (PDS) subscriber, you are sent notice of report corrections electronically rather than on paper. As long as the practitioner is enrolled in the PDS, report corrections will be delivered via PDS as report disclosures. PDS will send e-mails to subscribers as long as they have provided a valid e-mail address(es) in their user account information, and their Entity Data Bank Administrator has selected a staff member to receive PDS notices.

12. How does the Proactive Disclosure Service Prototype (PDS) work if I have an Agent? Will I receive the responses and reminders, or will they go to my Agent?

    Your entity may choose to receive the responses and reminders, or have them directed to the agent. To view the current routing or change the routing, your Entity Data Bank Administrator should log into the Integrated Querying and Reporting Service (IQRS), located on the Data Banks home page, and on the Administrator Options screen, click Maintain Agent Information, and follow instructions to update your entity-agent relationship. The Designate Authorized Agent screen enables the Entity Data Bank Administrator to modify the query response routing for an authorized agent assigned to query and/or report to the Data Bank(s) on its behalf. This screen also enables the Entity Data Bank Administrator to add PDS query privileges so the authorized agent is able to enroll subjects.

13. What if I enroll a practitioner and then he/she leaves the medical staff within that enrollment year?

    The practitioner's enrollment must be cancelled as soon as the practitioner leaves your staff. Once an enrollment is cancelled, enrollment confirmations remain available for four years. The remaining portion of the annual enrollment fee for the cancelled practitioner is not refundable.

1. If I enroll my practitioners in the Proactive Disclosure Service Prototype (PDS), do I still have to query on them at time of re-appointment or any other time?

   No, once you have enrolled a practitioner in the PDS you do not need to query on that practitioner as long as the practitioner remains enrolled in the PDS. The PDS is an alternative to the traditional query you have been submitting to the Data Banks. When you enroll a practitioner in PDS, you will receive an Enrollment Confirmation and a copy of all reports that matched the subject information you submitted. After that, you will receive an e-mail notification for new and changed reports on the enrolled practitioner within 24 hours of the Data Banks receipt of new reports. Enrolling in the PDS is the same as querying 24 hours a day, every day of the year.

2. What types of practitioners can my entity enroll in the Proactive Disclosure Service Prototype (PDS)?

   Once an entity has activated the PDS, it may enroll any licensed practitioner, on whom it could legally submit a query, regardless of their field of licensure.

3. Is there a minimum or a maximum number of subjects that I can enroll in the Proactive Disclosure Service Prototype (PDS)?

   No, an entity can enroll any number of practitioners in the PDS, regardless of their field of licensure. However, there is a batch limit of 1,000 practitioners per enrollment transaction, so if you plan to enroll 5,000 practitioners at once, you will need to submit five separate batches of 1,000 names each.

4. Can I use the subjects I have stored in my Subject Database when enrolling my practitioners in the Proactive Disclosure Service Prototype (PDS)?

   Yes, subjects that are stored in the Integrated Querying and Reporting Service (IQRS) subject database can easily be enrolled into the PDS. You have the option of keeping or deleting subject data from the subject database upon successful enrollment in the PDS. If subjects are deleted from the Subject Database during enrollment into the PDS, they can be restored to the subject database when the enrollment is canceled. Subject updates can be made through the PDS options menu. (Also in Integrated Querying and Reporting Services [IQRS] FAQ.)

5. Can I update my Proactive Disclosure Service Prototype (PDS) enrollments using the practitioners I have stored in my Subject Database?

   You can easily update the practitioners actively enrolled in the PDS using the information stored in the Integrated Querying and Reporting Service (IQRS) Subject Database by selecting Update from Subject Database from the PDS. You have the option of keeping or deleting subject data from the Subject Database upon successful enrollment updates in the PDS. If practitioners are deleted from the Subject Database during enrollment into the PDS, they can be restored to the Subject Database when the enrollment is canceled. Practitioners updates can be made through the PDS options menu. (Also in Integrated Querying and Reporting Services [IQRS] FAQ.)

6. How can I get a copy of an enrollment confirmation?

   Enrollment confirmations are available on demand from the Manage PDS Subjects screen and the PDS Subject Detail screen. Enrollment confirmations will be available for four years after the end of an enrollment.

7. Why do I get multiple confirmations when I enroll a single batch of names?

   When you enroll a batch of subjects, the Data Banks attempts to confirm your enrollments as soon as they are processed. Occasionally the information you submit on one or more of your subjects requires additional time to process. Rather than hold all your enrollment confirmations until every subject is matched, the Data Banks may split your confirmations into batches.

8. How long are initial enrollment confirmations available?

   Initial enrollment confirmations are available for 60 days in Portable Document Format (PDF). After that, reports found for a subject with an active enrollment can be accessed in HyperText Markup Language (HTML) format at any time from the PDS Subject Detail screen.

9. I have a change in practitioner information (e.g., the practitioner has a new license number). How can I update the enrollment data?

   Updates on enrolled practitioners must be made in the Proactive Disclosure Service Prototype (PDS) by selecting Manage Subjects. On the Manage PDS Subjects screen, select the name of the subject to view the Subject Details screen. Click the Update Subject button, update the information on-screen, and click Submit to Data Banks. Note: If the update is significant (i.e., Name, Social Security Number, licensure information), the Interim Update Confirmation screen will display, noting that the update will be processed within 2 to 4 hours. At that time, your entity can retrieve the final enrollment update confirmation. Under certain circumstances, additional processing time may be required.

10. Can I update my Proactive Disclosure Service Prototype (PDS) enrollments using the subjects I have stored in my Subject Database?

    You can easily update the practitioners actively enrolled in the PDS using the information stored in the Integrated Querying and Reporting Service (IQRS) Subject Database by selecting Update from Subject Database from the PDS. You have the option of keeping or deleting subject data from the Subject Database upon successful enrollment updates in the PDS. If practitioners are deleted from the Subject Database during enrollment into the PDS, they can be restored to the Subject Database when the enrollment is canceled. Practitioner updates can be made through the PDS options menu. (Also in Integrated Querying and Reporting Services [IQRS] FAQ.)

11. I submitted several enrollments that were rejected for problems related to the credit card payment. How can I submit those enrollments again?

    Subjects that could not be enrolled due to payment rejection are stored for 30 days. To re-submit these subjects during the 30-day grace period, go to the Enroll New Subjects screen and select Enroll Stored Subjects.

1. Is the Proactive Disclosure Service Prototype (PDS) enrollment fee in addition to the $4.75 query fee?

   No. The PDS enrollment fee is $3.25 per enrolled practitioner per Data Bank per year. As long as the practitioner remains enrolled in PDS there is no need to submit a traditional query. The PDS is an alternative to the traditional method of querying the Data Banks. When you enroll a practitioner in PDS, you will receive an Enrollment Confirmation that contains all reports currently stored in the Data Banks plus you will automatically receive any new reports on the enrolled practitioner within 24 hours of the Data Banks receipt of the reported action.

2. Where can I find receipts for the Proactive Disclosure Service Prototype (PDS) billing reconciliation?

   Log in to the Integrated Querying and Reporting Service (IQRS) located on the Data Banks home page and, under Maintenance, click View Billing History.

   To view enrollment bills only, select PDS Enrollment from the Transaction Type drop-down list. Select PDS Renewal to view renewal bills.

   The billing history is limited to the past 60 calendar days.

1. Will I receive a reminder when my Proactive Disclosure Service Prototype (PDS) enrollment renewals are due?

   Yes, a reminder to renew the PDS enrollment will be e-mailed 60 calendar days and then again 30 calendar days before enrollment period expires. The e-mail will be sent to the user accounts that are designated to receive the PDS e-mail notifications. Check with your Entity Data Bank Administrator to ensure you will receive these and other PDS notifications by e-mail. You will be able to renew the enrollment as early as 60 calendar days before the enrollment period expires and up to 30 calendar days after it expires. The enrollment will be cancelled automatically 30 calendar days after expiration.

2. Can I renew my Proactive Disclosure Service Prototype (PDS) enrollment for my practitioners after the enrollment renewal date has passed?

   Yes, you can renew enrollment for your practitioners up to 30 calendar days after the renewal date has passed. Enrollment can also be renewed as early as 60 calendar days before the renewal date.

1. One enrolled practitioner left my organization. Should I immediately cancel the enrollment or just not renew?

   You must cancel the Proactive Disclosure Service Prototype (PDS) enrollment immediately upon receiving notice that a subject is no longer affiliated with your organization. Failure to cancel that enrollment could result in you receiving report disclosure information to which you are not entitled. This violation of the confidentiality provisions of the Health Care Quality Improvement Act of 1986, as amended, could result in a financial penalty.

2. How do I cancel a Proactive Disclosure Service Prototype (PDS) enrollment?

   Log in to the Integrated Querying and Reporting Service (IQRS) located in the Data Banks home page, and click Manage Subjects on the Proactive Disclosure Service screen. Follow the on-screen instructions to cancel enrollment. Complete the Submitter Certification screen and click Submit to Data Bank(s). Enrollment confirmations for cancelled enrollments are available for four years from the date of cancellation.

3. Can I provide a reason for the cancelled enrollment to the Data Banks?

   Yes. In order to successfully cancel an enrollment, the user must provide a reason for the cancellation. A dropdown list of cancellation reasons appears on the Submitter Certification screen. If you do not find a selection that meets your needs, select "Other, specify" and describe your reason in the text box provided. Note: Once an enrollment is canceled it cannot be reactivated. Fees for enrollment cancelled prior to their expiration will not be refunded.

4. Will I be reimbursed if I need to cancel an enrollment?

   No, refunds are not available for cancelled enrollments.

1. How do I receive the reports on my enrolled practitioners?

   The Proactive Disclosure Service Prototype (PDS) will notify subscribers via e-mail within 24 hours of the Data Banks' receipt of a report on any enrolled practitioners. E-mails will be sent to the individual(s) previously designated by the Entity Data Bank Administrator. The e-mail will tell you to log into the Integrated Querying and Reporting Service (IQRS), located on the Data Banks home page, to retrieve the report, or download the response from the Interface Control Document Transfer Program (ITP). All entity users, whether configured to receive e-mail notices or not, will have access to PDS report disclosures.

   To ensure your entity is able to receive Data Bank e-mail, add the sra.com and npdb-hipdb.hrsa.gov domains to your Safe Senders List. For assistance, call the Customer Service Center at 1-800-767-6732. Information Specialists 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.

2. What is a Safe Senders List?

   A Safe Senders List is a list of trusted contacts (e-mail addresses and/or domain names) that you deem acceptable to receive e-mail from. E-mail from contacts on the list will always be delivered to you and will not be treated as junk e-mail or spam.

   To ensure delivery of e-mail from the Data Banks, please add the sra.com and npdb-hipdb.hrsa.gov domains to your Safe Senders List. Below are instructions for adding a "Safe" e-mail or domain name to the Microsoft Outlook 2003 Safe List. If you have any questions, please contact your IT professional or you may contact our Customer Service Center at 1-800-767-6732. Information Specialists 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.

   You can add either the sender's e-mail address or their domain name to the Safe Senders List in Microsoft Outlook 2003 by following the instructions below.

   1. On the Tools menu, click Options.
      
      
   2. On the Preferences tab, under E-mail, click Junk E-mail.
      
      
   3. Click the Safe Senders or Safe Recipients tab.
      
      
   4. Click Add.
      
      
   5. In the "Enter an e-mail address or Internet domain name to be added to the list" box, enter the name or address you want added, and then click OK.
      
      
   6. Repeat steps 4 and 5 for each name or address that you want to add.
      
      
3. How will I be notified that the Data Banks has received a report on a subject I have enrolled?

   E-mails will be sent to users that have been selected by your Entity Data Bank Administrator to receive the Proactive Disclosure Service Prototype (PDS) notices and that have provided a valid e-mail address with their user account information. The e-mail will tell you to log into the Integrated Querying and Reporting Service (IQRS) located on the Data Banks home page to retrieve the report.

4. How long will reports on practitioners be available for me through the Proactive Disclosure Service Prototype (PDS)?

   Reports are available in Portable Document Format (PDF) for 60 calendar days from disclosure and in HyperText Markup Language (HTML) format for the length of your PDS enrollment.

5. How long will it take for me to receive notification once a report is submitted on one of my enrolled subjects?

   A notification of a report will be sent via e-mail within 24 hours of the Data Banks receipt of the report. E-mails will be sent to users whom the Entity Data Bank Administrator has selected to receive Proactive Disclosure Service Prototype (PDS) notices and to users who have provided a valid e-mail address with their user account information.

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