Registration (New, Update, Renew)
Frequently Asked Questions (FAQ)

• Common NPDB-HIPDB Definitions
• Fact Sheet on On-Line Entity Registration
• Fact Sheet on Registration Renewal
• Fact Sheet on Updating Profile Information Through the IQRS

• New Registration
• Updating Registration
• Renewing Registration

1. How do I determine if my entity is eligible to query the National Practitioner Data Bank (NPDB)?
   
   

   Each entity is responsible for determining its eligibility to participate in the NPDB and must certify that eligibility in writing. Eligibility requirements for participating in the NPDB are specified in the Health Care Quality Improvement Act of 1986 (HCQIA) (42 USC Sec. 11101 01/26/98) which defines the types of entities that are eligible to query the NPDB. The statute specifies that State licensing boards, hospitals, professional societies, and other health care entities that provide health care services and follow a formal peer review process to further quality care are eligible to query the NPDB.

   You should review the statutory definition to determine whether your entity meets these requirements. The Health Care Quality Improvement Act of 1986 is located on the Data Banks home page under the Legislation & Regulations category. Or, see page B-1 of the Eligible Entities chapter of the NPDB Guidebook, which is available under the Publications category on the Data Banks home page. (Also in Eligibility Criteria FAQ and NPDB Query and Report FAQ.)

2. How do I determine if my entity is eligible to query the Healthcare Integrity and Protection Data Bank (HIPDB)?
   
   

   Entities eligible to participate in the HIPDB are defined in the provisions of Section 1128E of the Social Security Act as amended by the Health Insurance Portability and Accountability Act of 1996 (42 U.S.C. 1301 et seq.) and in the HIPDB Final Rule codified at 45 CFR Part 61. The statute specifies that federal and state government agencies and health plans are eligible to query the HIPDB. Eligible entities are responsible for meeting Section 1128E reporting and/or querying requirements, as appropriate, and must certify in writing their eligibility to report to and/or query the HIPDB.

   To determine if your entity is eligible to query the HIPDB please review Section 1128E of the Social Security Act, which is located on the Data Banks home page under Legislation & Regulations category. Please see page B-1 of the Eligible Entities chapter of the HIPDB Guidebook for more information, which is available online under the Publications category on the Data Banks home page. (Also in HIPDB Query and Report FAQ and Eligibility Criteria FAQ.)

3. How do I determine if I am eligible to register with the National Practitioner Data Bank (NPDB) as an "other health care entity"?

   Entities that qualify as "Other Health Care Entities" must provide health care services and follow a formal peer review process to further quality health care.

   "Provide health care services" applies to the delivery of health care services through any of a broad array of coverage arrangements or other relationships with practitioners, whether they employ the practitioners directly or through contractual or other arrangements. This definition specifically excludes indemnity insurers that have no contractual or other arrangements with physicians, dentists, or other health care practitioners. Examples of NPDB eligible entities may include Managed Care Organizations (MCOs), Preferred Provider Organizations (PPOs), group practices, nursing homes, rehabilitation centers, hospices, renal dialysis centers, and free-standing ambulatory care and surgical service centers as well as locum tenens and/or permanent staffing organizations who are compliant with the statutory requirements.

   In addition to MCOs and PPOs, other managed care organizations may qualify with the NPDB as health care entities if they provide health care services and follow a formal peer review process to satisfy the eligibility requirements of the Health Care Quality Improvement Act of 1986 (HCQIA), as amended, and in the regulations codified at 45 CFR Part 60. The Health Care Quality Improvement Act of 1986 is located on the Data Banks home page under the Legislation & Regulations category. (Also in Eligibility Criteria FAQ.)

4. I am a health care practitioner/provider/supplier. Do I need to register in order to find out if I have been reported to the Data Banks?
   
   

   No, practitioners/providers/suppliers who seek to self-query the Data Banks (to find out if they have been reported to the Data Banks) do not need to register. Practitioners, providers, or suppliers may query the Data Banks to discover if they contain any reports specific to them. A self-query may be performed at any time and is initiated on-line through the National Practitioner Data Bank-Healthcare Integrity and Protection Data Bank (NPDB-HIIPDB) Self-Query Service. From the Data Banks home page scroll to the Quick List on the right and select the link to Perform a Self-Query. If you do not have access to the Internet, you may contact the Data Banks 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.

   For more information about self-queries, please read the Self-Query FAQs.

1. How do I update my entity profile?
   
   

   To change or update information in your entity profile, your Entity Data Bank Administrator should log in to the Integrated Querying and Reporting Service (IQRS) from the Data Banks home page. Only Entity Data Bank Administrator accounts have access to the Update Entity Profile screen in the IQRS. Entity Data Bank Administrators should complete the Entity Identification fields on the Update Entity Profile screen that require a change, complete the Certification fields, and click Submit To Data Bank(s). Note: If you modify your entity's name, statutory authority, or query preferences, you will be required to sign and mail an Entity Update form. Your changes will not take effect until after the Data Banks have received your Entity Update form in the mail, validated the information, and processed the update. You will receive a confirmation of the update through Data Bank correspondence.

   Entity Data Bank Administrators are responsible for ensuring that entity registration profiles are updated regularly. If you have any questions, 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. How often do I need to update my entity's profile?
   
   

   An entity should update its registration profile any time there is a change in entity name, mailing address, phone number, statutory authorities, or contact information. In addition, the Data Banks require every entity to renew their registration once every two years.

1. I am a registered entity. Why must I renew my registration?
   
   

   Entities must renew their registration in an effort to maintain the integrity and confidentiality of the information in the Data Banks. The Data Banks will ask all registered entities to review the statutory authorities for the National Practitioner Data Bank (NPDB) and the Healthcare Integrity and Protection Data Bank (HIPDB), certify their authority to participate, and complete the registration information every two years.

2. I received a notification on the Registration Confirmation screen that I need to renew my registration. How do I complete the renewal process?
   
   

   The Entity Data Bank Administrator must log in to the Integrated Querying and Reporting Service (IQRS) located on the Data Banks home page and complete the Renew Entity Registration form. Print two copies of the formatted Registration Renewal form. Keep one copy for your records and sign, date, and mail the other copy to the address specified on the formatted copy as soon as possible to ensure uninterrupted use of the Data Banks' services. Only the Entity Data Bank Administrator has access to the renewal form.

3. It is not yet time for me to renew my registration, but changes within my organization may have outdated some information in my entity profile. What should I do?
   
   

   To update registration information, your Entity Data Bank Administrator should log in to the Integrated Querying and Reporting Service (IQRS) located on the Data Banks home page and update the relevant information. Only Entity Data Bank Administrator accounts have access to the Update Entity Profile screen. Entity Data Bank Administrators should complete the Entity Identification fields on the Update Entity Profile screen that require a change, complete the Certification fields, and click Submit To Data Bank(s). Note: If you modify your entity's name, statutory authority, or query preferences, you will be required to sign and mail an Entity Update form. In this case, your changes will not take effect until the Data Banks have received your Entity Update form in the mail, validated the information, and processed the update. You will receive a confirmation of the update through Data Bank Correspondence.

4. How often do I have to renew my registration?
   
   

   Entities are required to renew their registration every two years. At that time, the Data Banks requires all registered entities to review the statutory authorities for the National Practitioner Data Bank (NPDB) and the Healthcare Integrity and Protection Data Bank (HIPDB), certify their authority to participate, and update their registration information. To determine your next renewal date, review the information on the Registration Confirmation screen.

   To view registration renewal information, your Entity Data Bank Administrator must log in to the Integrated Querying and Reporting Service (IQRS) located on the Data Banks home page. The Renew Registration button is available on the Registration Confirmation screen when it is time to renew your registration. Your renewal date is displayed on the Registration Confirmation screen.

5. What happens if I do not renew my registration within the 30-day timeframe?
   
   

   If you do not renew your registration within the specified time, you will not be able to conduct Data Bank transactions. However, you will have access to the Renew Registration button to allow you to renew your registration. Once you have submitted the on-line renewal form, you will be allowed to resume using the Data Banks for 15 calendar days. If the Data Banks does not receive your signed registration form in the mail within 15 days, you will be unable to conduct Data Bank transactions. If this occurs, contact the Customer Service Center at 1-800-767-6732 to request a renewal extension. 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.

6. I am an agent for 42 hospitals and health plans. Will I need to renew the registration for each of these entities?
   
   

   No. Each entity must renew its own registration. Agents may only renew their agent registration; they are not authorized to renew registrations for the entities they represent.

   The registration renewal process does not affect existing entity-agent relationships. (Also in Authorized Agents FAQ.)

7. When I renew my registration, do I need to re-establish my entity-agent relationships and my user accounts?
   
   

   No. Existing information regarding entity-agent relationships and user accounts will not be affected by your registration renewal provided that you renew your registration on time.

8. Will renewing my registration erase my stored credit card or Electronic Funds Transfer (EFT) information?
   
   

   No. Existing information regarding credit cards and EFT accounts will not be affected by your registration renewal provided that you renew your registration on time.

9. Do I need to submit a new Electronic Funds Transfer (EFT) Authorization form after I renew my registration with the Data Banks?
   
   

   No. If you currently use EFT as your payment method and you are renewing your registration, you are not required to submit another EFT application (assuming your current EFT information has not changed). However, if you do not renew your registration in a timely manner, your EFT account may be placed on hold.

   If your EFT account information changes, at any time, (e.g., routing number, bank account information) you must submit the new information using the EFT Authorization form available through the Integrated Querying and Reporting Service (IQRS), on the Data Banks home page. Log in to the IQRS and, on the Administrator Options screen, click Authorize EFT. Complete all fields on the form and click Submit to Data Bank(s). Print two copies of the formatted EFT Authorization form. Keep one copy for your records and sign, date, and attach a voided check or deposit slip to the other copy and mail it to the address specified on the formatted copy.

   You must ensure that your account information is kept current to avoid interruption of querying services with the Data Banks.

10. I do not see the Renew Registration button. How do I locate it?
    
    

    Only your Entity Data Bank Administrator will be able to view the Renew Registration button. To view registration renewal information, your Entity Data Bank Administrator must log in to the Integrated Querying and Reporting Service (IQRS) located on the Data Banks home page. The Renew Registration button is available on the Registration Confirmation screen when it is time to renew your registration. Your next renewal date also displays on the Registration Confirmation screen.

11. Can I still use the Integrated Querying and Reporting Service (IQRS) while my registration renewal is processing?
    
    

    Yes. You will have access to the IQRS, Querying and Reporting XML Service (QRXS), and Interface Control Document Transfer Program (ITP) for 15 days after you complete the on-line portion of your registration renewal. This allows time for you to mail and for the Data Banks to receive your signed registration renewal. You must send the signed Registration Renewal form to the Data Banks via U.S. mail as soon as possible to ensure uninterrupted use of the Data Banks' services. You will receive Data Bank Correspondence on the Registration Confirmation screen once the Data Banks have successfully processed your Registration Renewal form. However, if the Data Banks does not receive your signed registration form in the mail within 15 days, you will be unable to conduct Data Bank transactions. If this occurs, contact the Customer Service Center at 1-800-767-6732 to request a renewal extension. 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.

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