Self-Query (Practitioners, Providers, and Suppliers)
Frequently Asked Questions (FAQ)

• Common NPDB-HIPDB Definitions
• Fact Sheet on the Practitioners, Providers, and Suppliers
• Fact Sheet on Self-Querying
• Fact Sheet on the Report Response Service

• General Questions
• Organization Self-Queries
• Self-Query Status
• Self-Query Rejections
• Sending and Receiving Self-Queries
• Self-Query Results

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

   To find out if there are any 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?
   
   

   An individual or organization (subject) may share the information contained in their own self-query 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 its medical staff. Note: Entities that may query 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 directly from the Data Banks. The Data Banks are aware of instances in which practitioners have attempted to alter or forge self-query results prior to providing them to insurers, State licensing boards, or health care entities.
   
   

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

   No. A practitioner's self-query request from individuals is automatically sent to both the NPDB and the HIPDB to ensure full disclosure.

   The NPDB does not store reports on organizations; 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 application 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 be notarized?
   
   

   The Data Banks requires that the printable copy of the self-query be notarized to protect the privacy of sensitive and confidential information requested by practitioners, providers, and suppliers. A notarized copy reasonably assures the Data Banks that the individual submitting the self-query has requested the information on behalf of himself, herself, or his or her organization. To successfully process a self-query, the self-querier and the Notary Public must sign and date the self-query form. 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, according to 12 Steps to a Flawless Notarization published by the National Notary Association.
   
   

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

   The Data Banks cannot change information submitted in reports; however, if you have 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 Bank(s).

   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.)

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

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

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

   After submitting your self-query to the Data Bank(s), you may follow the status of a self-query on-line by clicking Check Self-Query Status on the Self-Query Options screen. Individual self-queriers should enter the Data Bank Control Number (DCN) associated with the self-query and 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?
   
   

   After submitting your self-query to the Data Bank(s), you may follow the status of a self-query on-line by clicking Check Self-Query Status on the Self-Query Options screen. Organization self-queriers should enter the Data Bank Control Number (DCN) associated with the self-query and either their organization's Social Security Number (SSN) or their organization's Federal Employee Identification Number (FEIN). Click Continue to view status information on the specified self-query.
   
   

3. Where do I find the Data Bank Control Number (DCN) for my self-query?
   
   

   The 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 Data Bank Control Number (DCN) on the self-query and your date of birth or Social Security number to access your self-query status information.
   
   

5. What does an "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 a "Pending" status mean?
   
   

   A "Pending" status means that the Data Banks has received both the electronic copy and the mailed notarized form and 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. Do not resubmit the self-query, as this will result in duplicate transactions and duplicate fees.
   
   

7. What does a "Completed" status mean?
   
   

   A self-query listed as "Completed" means that the query has been processed and a response has been mailed. The date the self-query 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 self-query are listed for each Data Bank in the "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 a "Rejected" status mean?
   
   

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

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

   If the self-query was rejected because of an invalid credit card number, you may resubmit the self-query on-line with a valid credit card number. 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 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 be listed in the "Rejection Reasons" column and 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.

   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 and send it to the Data Bank(s) 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 have two ways to correct the information. You may complete a new self-query form on the Data Banks home page or wait to receive your rejection notice in the mail to correct the paper self-query document. For either procedure, the self-query form must be signed, re-notarized, and mailed to the Data Banks for processing.

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

   Yes. You may reduce transit time by sending the notarized self-query 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 mail 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 NPDB-HIPDB 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.
   
   

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

   No. Self-queries 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 National Practitioner Data Bank-Healthcare Integrity and Protection Data Bank (NPDB-HIPDB) does not fax responses to self-queriers. Self-queriers should not enclose prepaid or self-addressed, stamped envelopes with self-queries.

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

   The Data Banks will process your self-query within one business day of receipt of the electronic and mailed notarized form. Under certain circumstances, additional processing may be required. Self-query responses are returned via U.S. mail, so please allow up to two weeks from the date your self-query's status is Completed, as indicated on the Self-Query Status screen.

   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 for a successful query.

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 subject's self-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 of an individual self-query are sent only to the practitioner'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 to a self-query is yours to do with as you wish. Various licensing, credentialing, and insurance entities may require a copy of your query before allowing you to participate in their programs. Some may request an unopened, sealed query report. If you wish to send an unopened, sealed response, you may forward the unopened response to the requesting entity. The Data Banks do not mail the response to a third party. Any arrangement between you and one of these entities is voluntary. The Data Banks do not regulate such arrangements. However, a copy of a subject self-query does not satisfy a hospital's legal requirement to query.
   
   

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

   The subject of a self-query may share the information contained in the self-query response with whomever the subject chooses; 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 and every two years on practitioners who hold privileges or membership on the medical staff.

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