National Practitioner Data Bank

Healthcare Integrity and Protection Data Bank

1. How do I find out if there are any reports on me or my organization in the Data Banks?

   To find out if there are reports on you or your organization, submit a self-query through the Self-Query Service located on the Data Banks home page. (Also in General Information FAQ.)

2. May self-queries be used to satisfy requirements for peer review and employment?

   A practitioner or organization may share the information contained in their response with whomever they choose; however, such shared information does not satisfy a hospital's legal requirement to query the National Practitioner Data Bank (NPDB) whenever a physician, dentist, or other health care practitioner applies for clinical privileges or a medical staff appointment. Hospitals are required to query every two years on practitioners that hold clinical privileges or membership on their medical staff. Note: Other healthcare organizations that may, but are not required to query, should be aware of the risk of relying on self-query responses submitted by practitioners. Please be advised that a Data Bank response can be relied on only if it is received in the original sealed envelope. The Data Banks are aware of instances in which practitioners have attempted to alter or forge results prior to providing them to insurers, State licensing boards, or healthcare organizations.

3. Can I submit an individual self-query to only one Data Bank?

   No. A practitioner's self-query request is automatically sent to both the National Practitioner Data Banks (NPDB) and the Healthcare Integrity and Protection Data Bank (HIPDB) to ensure Data Banks full disclosure.

   Adverse actions against organizations are not reportable to the NPDB; therefore, organization self-queries are sent only to the HIPDB.

4. Is my personal and credit card information protected when I submit it to the Data Bank(s)?

   Yes. The self-query form is on a secure server that uses the Secure Socket Layer (SSL) encryption to create a dedicated connection between your PC and the Data Banks system, along with various implementation measures, to provide a secure environment for querying, reporting, data storage, and retrieval. Encryption is used to protect all information sent to the Data Bank(s). Authentication is used to protect the status of a submitted self-query.

5. Why must my self-query form be notarized?

   The Data Banks require notarization of the self-query request form to deter fraud and protect the privacy of sensitive and confidential information requested by practitioners, providers, and suppliers. A notarized copy ensures the Data Banks that the individual submitting the self-query form has requested the information on behalf of himself, herself, or their organization. As such, the self-querier and the notary public must sign and date the self-query form before the Data Banks can process the request. In addition, the notary must also provide a commission expiration date and affix a notary seal. If the notary public does not have a stamp or seal, an alternative proof of office must be provided (e.g., a copy of a notary certificate). The only lawful date on a notarial certificate is the date the signer actually appeared.

6. How do I correct my address in a Data Bank report?

   The Data Banks cannot change information submitted in reports; however, if you are the subject of a report in the Data Banks, you may update your mailing address by accessing the Report Response Service, located on the Data Banks home page. It is important to keep a current mailing address on file to ensure you receive all communications from the Data Banks.

   To ensure security, each Notification of a Report in the Data Banks contains a unique password for access to the Report Response Service. You must have this password and the Data Bank Control Number (DCN) for the report in order to change your mailing address through the Report Response Service. If you do not have this information, contact the Customer Service Center or call 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. (Also in Dispute Process and Secretarial Review FAQ and General Information FAQ.)

7. How do I correct my address in my self-query form?

   If you have printed the self-query form but have not yet mailed the form to the Data Banks, simply cross out the error, clearly print the correction next to it, and initial the correction. Please remember to check your self-query form for accuracy before you have it notarized.

   If you have already mailed the self-query form, we will not be able to make a correction to your notarized self-query until after the self-query has been processed. For specific instructions for requesting an address correction, please contact the Customer Service Center at 1-800-767-6732 after you have confirmed that your self-query was successfully processed. 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. What is the procedure for submitting a self-query form from outside the United States?

   The procedure for submitting a self-query form is the same for foreign locations as it is for U.S. locations. However, signature witnessing procedures for the certification section of the form will vary from one country to another. If you are currently employed, you can inquire about a notary in your place of business or at your local bank. You can also inquire at a U.S. consulate office. Additionally, please adhere to the following guidelines when entering foreign or military addresses.

   Addresses for United States Territories:

   • Enter Territory abbreviation in the "State" field.

   Addresses outside the United States or its territories:

   • Leave the "State" field blank.
   • Enter the city and/or province in the "City" field.
   • Enter the Country Code in the "ZIP" fields - maximum 5 characters in first box, maximum 4 characters in the second box.
   • Enter the country in the "Country" field.

   Military Addresses:

   • Enter APO in the "City" field.
   • Enter AA, AE or AP in the "State" field.
   • Enter the ZIP code in the "ZIP" field.
9. What if I don't have access to a notary? How do I process my self-query?

   The Certification section of the self-query form allows for alternative means of ensuring that your signature was witnessed and attested to by someone in an official capacity, for example, an attorney, a government official, or a commanding officer at a military installation. If your signature is witnessed and attested to in one of these alternate manners, be sure to attach a document to your self-query form that verifies the capacity of the Certifier to perform this function.

10. When I performed a self-query I noticed that there was a link to sign up and receive email from the Data Banks. Is this information optional? What does the Data Banks do with the information?

    Providing this information is optional. The Data Banks would like to be able to notify you (via e-mail) when newsletters are available and system improvements occur. If you would like to receive the Data Banks e-newsletter, specify your e-mail address with your self-query by clicking on the provided link and sending us an email. You may also send an email to enewsletter-sq-subscribe@npdb-hipdb.hrsa.gov. We do not share e-mail addresses provided to us through our web site with other parties. You will have the opportunity to opt out of this service with each e-mail you receive from the Data Banks.

1. Who from my organization should sign an organization self-query form?

   The Principal Officer/Owner of your organization should sign the self-query form.
   

2. Can I submit an organization self-query to only one Data Bank?

   Yes. Adverse actions against organizations are not reportable to the NPDB; therefore, organization self-queries are sent only to the HIPDB.
   

1. How can I check on the status of my individual self-query?

   After submitting your notarized self-query form to the Data Bank(s), you may follow the status on-line by clicking Check Self-Query Status on the Welcome to the Self-Query Service page. Individual self-queriers should enter the Self-Query Tracking #/Data Bank Control Number (DCN) associated with the self-query and then enter the password you created when you completed the online form. (Please note that as of November 9, 2009, the Self-Query Service has been upgraded. Any self-querier that submitted a self-query prior to that date, should enter either their Social Security Number (SSN) or their date of birth in the corresponding fields.) Click Continue to view status information on the specified self-query.
   

2. How can I check on the status of my organization's self-query request?

   After submitting your organization's self-query form, you may follow the status on-line by clicking Check Self-Query Status on the Welcome to the Self-Query Service page. Organization self-queriers should enter the Self-Query Tracking #/Data Bank Control Number (DCN) associated with the self-query and then enter the password that was created for the self-query. (Please note that as of November 9, 2009, the Self-Query Service has been upgraded. Any self-querier that submitted a self-query prior to that date should enter their organization's Federal Employee Identification Number (FEIN), Social Security Number (SSN), or Individual Taxpayer Identification Number (ITIN).) Click Continue to view status information on the specified self-query.
   

3. Where do I find the Self-Query Tracking #/Data Bank Control Number (DCN) for my self-query request?

   The Self-Query Tracking #/DCN is located in the upper right-hand corner of the formatted self-query form you printed for notarization.
   

4. I am an individual who has a Federal Employee Identification Number (FEIN). Should I enter that number in the FEIN field on the Check Self-Query Status screen to see the status of my self-query?

   No. If you are an individual, use the Self-Query Tracking #/Data Bank Control Number (DCN) on the self-query and your date of birth, Social Security number, or Individual Taxpayer Identification Number (ITIN) to access your self-query status information.
   

5. What does "Awaiting Notarization" status mean?

   A self-query listed as "Awaiting Notarization" has been transmitted electronically, but the signed and notarized self-query has not yet been received by the Data Banks.
   

6. What does "Pending" status mean?

   "Pending" status means that the Data Banks has received both the electronic copy and the mailed notarized form. The self-query request will be processed within two business days. Under certain circumstances, additional processing may be required. If the status remains unchanged after two business days, contact the Customer Service Center or call 1-800-767-6732, the Customer Service Center is closed all Federal Holidays. Do not resubmit the self-query, as this will result in duplicate transactions and duplicate fees.
   

7. What does "Completed" status mean?

   A self-query status listed as "Completed" means that the query has been successfully processed and a response has been mailed. The date the self-query form was submitted to the Data Bank(s) is listed in the "Date Submitted" field; the date the self-query was processed is listed in the "Date Received" field. Charges for the query are listed separately in each Data Bank charge field, e.g., "National Practitioner Data Bank (NPDB) Charge" and "Healthcare Integrity and Protection Data Bank (HIPDB) Charge" fields for practitioners. Charges for an organization self-query are listed in the HIPDB charge field only.
   

8. What does "Rejected" status mean?

   "Rejected" status means that the Data Banks could not process your self-query request. The querier may view reason(s) for the rejection on the Self-Query Status screen. Also, the Data Banks will also mail the querier a rejection notice to you to explain the reason(s) for the rejection.

9. How will I know if my self-query has been received?

   Once you have signed-in to the Self-Query Service Sign-in screen you will be able to view the status. If it states, “The Data Banks are waiting to receive your notarized self-query form” the self-query has been transmitted electronically, but the Data Banks have not received the signed and notarized form.

10. How will I know if my self-query has been processed?

    Once the self-query request is processed, you will receive an email notification to the email address you provided when you submitted the self-query form. You will then need to sign in to the Self-Query Service. (Please note that as of November 9, 2009, the Self-Query Service has been upgraded. Any self-querier that submitted a self-query request prior to that date, will not receive an email notification. If you do not receive your self-query response within two weeks of mailing your self-query to the Data Banks, please contact the Customer Service Center or call 1-800-767-6732, the Customer Service Center is closed all Federal Holidays.)

11. I have signed-in to the Self-Query Service and the notice reads: “The Data Banks has received your self-query and it is being processed.” What does this mean?

    This means that the Data Banks has received both the electronic copy and the mailed notarized form. The self-query will be processed within two business days. Under certain circumstances, additional processing may be required. If the status remains unchanged after two business days, contact the Customer Service Center or call 1-800-767-6732, the Customer Service Center is closed all Federal Holidays. Do not resubmit the self-query form, as this will result in duplicate transactions and duplicate fees.

1. My self-query was rejected because of an invalid credit card. What should I do?

   In a situation where the self-query request is rejected because of an invalid credit card number and the name of the querier and the name of the credit card holder are the same, the querier may resubmit the self-query request on-line with a valid credit card number. Sign-in to the Self-Query Service where you will see the reasons why your self-query rejected. Click the Continue button to resubmit your self-query with the corrected information. For credit card rejections, the Payment Information screen will be displayed for you to enter the updated credit card information and submit. However, if the querier name and the name of the credit card holder do not match, please resubmit the credit card information, reprint the form, have the self-query form notarized, and mail it in to the Data Banks. Please note that as of November 9, 2009, the Self-Query Service has been upgraded. Any self-querier that submitted a self-query request prior to that date should click the Rejected link in the "Status" column. By selecting Rejected, you may reenter your credit card information on the Self-Query Input screen and resubmit the query for processing. Regardless of whether the self-query is resubmitted, you will receive a notice of the original self-query rejection via U.S. Mail.
   

2. My self-query request was rejected because of an invalid signature and/or invalid notary information. What should I do?

   If the self-query is rejected because of an invalid signature and/or invalid notary information, the rejection reason(s) will include any of the following: missing/invalid notary date, missing/invalid notary seal, missing/invalid notary signature, missing/invalid subject appearance date, missing/invalid subject signature.

   Sign-in to the Self-Query Service, then click on the Continue button to reprint the form and correctly sign and notarize the form, then send it to the Data Banks. Please note that as of November 9, 2009, the Self-Query Service has been upgraded. Any self-querier that submitted a self-query request prior to that date should click the Rejected link in the "Status" column to view a formatted copy of the self-query. To resume processing, reprint, sign, and notarize the formatted self-query correctly and send it to the Data Banks via U.S. mail. Regardless of whether the formatted self-query is reprinted, signed, notarized, and resubmitted, you will receive a notice of the original self-query rejection via U.S. mail.
   

3. My self-query was rejected for reasons other than an invalid credit card number, signature, or notarization. What should I do?

   If your self-query was rejected for reasons other than an invalid credit card, signature, or notarization, you must sign-in to the Self-Query Service to correct your information on the self-query form and submit it to the Data Banks again. Please note that any self-querier that submitted a self-query prior to November 9, 2009 will have to submit a new self-query form on the Welcome to the Self-Query Service page.

1. May I send the notarized self-query form via overnight mail?

   Yes. You may reduce transit time by sending the notarized self-query form via the U.S. Postal Service Express mail to: P.O. Box 10832, Chantilly, Virginia 20153-0832. If you use another overnight delivery carrier, please address the formatted self-query to: National Practitioner Data Bank - Healthcare Integrity and Protection Data Bank (NPDB-HIPDB), 4094 Majestic Lane, PMB-332, Fairfax, Virginia 22033.

   The Data Banks will only return responses to self-queriers by U.S. Postal Service first-class mail. Self-queriers should not enclose prepaid or self-addressed, stamped envelopes with self-queries. These envelopes will be returned to you unused.

2. May I send the notarized self-query form via fax?

   No. Self-query requests are not accepted via facsimile (fax) machines because the Data Banks requires original ink signatures from the subject of the self-query and the notary. The Data Banks will not fax responses to self-queriers.

3. What is the normal processing time for a response to a self-query?

   The Data Banks will process your self-query request within two business days of receipt of the electronic and mailed notarized form. Under certain circumstances, additional processing may be required. Once the self-query has completed processing the Data Banks will send you an email notification. You may then sign in and view your self-query response. The response will be available for you to view for 45 days.

   Please note that as of November 9, 2009, the Self-Query Service has been upgraded. For any self-querier that submitted a self-query request prior to that date, self-query responses are returned via U.S. mail. Please allow up to two weeks from the date your self-query's status is Completed, as indicated on the Self-Query Status screen, for receipt of your self-query results. The Self-Query Status screen provides the current processing status of your self-query. A self-query indicated as Completed has been processed and a response has been mailed.

4. Can the self-query response be mailed directly to the State licensing board or other credentialing organization?

   No. The Data Banks is prohibited by law from sending a practitioner's query response to a third party, such as a State licensing board, a managed care organization, or an insurance company. In compliance with the Privacy Act, located on the Data Banks home page under the Legislation & Regulations category, the results are sent only to the querier's home or work address as certified on the self-query form.

1. Can a hospital, State licensing board, or medical malpractice insurer require that I give them the results of a self-query?

   The response you receive is yours to do with as you wish. State licensing boards and insurance organizations have been known to require a copy of a practitioner’s self-query response as part of their application process. Reportedly, some have requested the response in the original sealed envelope. If you wish, you may forward the unopened response to the requesting organization. The Data Banks will not mail the response to a third party. The Data Banks do not regulate such arrangements. Please note: a copy of a practitioner's self-query response does not satisfy a hospital's legal requirement to query the National Practitioner Data Bank.

2. What will my self-query response look like?

   The self-query is a single response containing National Practitioner Data Bank (NPDB) and Healthcare Integrity and Protection Data Bank (HIPDB) information. Each report included within the response will appear only once and will indicate (with a checked box) if the report is maintained under Title IV (NPDB), section 1921 (when available), or section 1128E (HIPDB) statutes.