ExclusionCheck Support

You will see a green ‘support’ button on the left side of each page throughout the system. This button lets you email the ExclusionCheck support team with any questions you have. If the issue is urgent, you may call 615-938-7878 for immediate help.  You will also see you can attach files here for the ExclusionCheck support team to review (note that this email is NOT secure enough to send SSNs).

 

ExclusionCheck Pricing

ExclusionCheck pricing has three tiers, depending on the number of searches a user is wanting to perform each month:

Tier 1) 5 searches each month is free and no account is required

Tier 2) Between 5 and 10 free searches each month are free if the user registers for an account.

Tier 3) If the user needs more than 10 searches each month and/or wanted to customize their search settings, they will need to contact a ProviderTrust representative at support@providertrust.com to set up an account (this include custom pricing, unlimited user accounts, ways of performing searches in bulk etc. )

 

Registering for an Account

First things first, you will need to register and create an account.

1. Select the “Register” link.

2. Enter in the required information needed to create a new account·      

3. The User ID and Password you specify is what you will use to log-in.

 

Logging In

After you register for an account, you will be able to log-in using your username and password.

 

I Forgot my Password

If you forget your ExclusionCheck password, you will need to contact support@providertrust.com or call 615-938-7878 to have your password reset.

 

I Just Signed Up - Where Can I Access My Company’s Data?

If you just signed up for ExclusionCheck and need to be given access for a specific company, it may take a little time for you to be moved into your company’s ExclusionCheck group. If you have not been moved yet, you may notice you quickly run out of searches. If this is the case, please confirm with your company that they have contacted ProviderTrust to confirm your addition.  If that has already happened, and you still do not have access please email support@providertrust.com.

 

What Sources Does ExclusionCheck Search?

At any point in your navigation in ExclusionCheck, you will see the link “Sources” at the very bottom of your screen. When you click this link you will be able to view and be directed to the website of every source ExclusionCheck searches.

 

Can ExclusionCheck Search for SSN Death Master Alert and OFAC?

Not only does ExclusionCheck perform exclusion searches, but you can also upgrade to receive SSN death master searches (a search that checks if any of your provider’s SSN match that of anyone who is deceased, helping prevent fraud) and/or OFAC searches (the national terrorism list). Simply contact support@providertrust.com if you would like to add either of these options.

What is an Interactive Search?

An interactive search is a one-off search a user can perform on ExclusionCheck. When performing this type of search, the user will enter in one individual or company name, and get back possible exclusion results based on that name alone. From there, it is up to the user to sort through these results and decide if any records could be a match.

 

How to Perform an Interactive Search

After you log-in, you will be ready to start your Exclusion searches.

1. Enter in the Last Name and First Name of the individual you would like to search, OR, the name of the Company, OR, the NPI that you would like to search. You cannot search for more than one type at the same time. (* NPI search may not be available depending on your company’s account!)

2. Select “Search”

*The results will pull in any NAME matches to the individual, company, or NPI number you entered.

 

Viewing an Interactive Search Result

After making an Interactive Search, you will notice the results come up with a summary of each record.

Each of the columns will show the data displayed in the column headers. You will see there are two result categories:

Primary Results – If you searched by a first and last name, primary results will be people names within your search criteria. If you searched by company, primary results will be companies containing the company name you searched.

Secondary Results – If you searched by first and last name, secondary results will be companies containing the first and last name you searched. If you searched by company, secondary results will be results with people  names containing the company name searched. (*You are unable to clear secondary results.)

 

Interpreting Your Search Results

After viewing your search results, it is up to you and your team to determine whether or not any of the results are a match to the provider or company you searched.

The next steps will show you how to view individual records so you can determine whether or not they are a match:

1. Click “details” to the right of the record.

2. Review the record and decide whether or not you think it could be a match to the person or company you search for (this clearing  logic should be based on what you decide internally at your company).

3. If you want to look into the record further and go to the exclusion source, you can click on the link in the record. Depending on the source, this will allow you to verify with SSN, DOB etc.

 

Clearing an Interactive Search Result

Once you have decided if someone could be an exclusion match to your search criteria, you can either click:

“Clear”- This will remove the result from the list of possible options

“Under Review”- This will move the record into a category that allows you to come back and decided later whether or not it’s a match.

“Historical Match”- This moves the result into a category in which you cannot take them out that makes it clear that the record is definitely an exclusion match.

“Non-Cleared”- This is the default category a result will come in that means you have not yet looked at the result.

You can also add notes for your own use to each record.

(*Note that clearing interactive search results is an account setting that can be turned on or off.)

 

What Do I Do If I Can’t Tell if My Provider is Excluded?

There is no current standard for state and federal exclusion sources that require them to carry/collect all necessary data for determining exclusion matches. Because of this, it can sometimes be difficult to determine if your provider is an exclusion match. While ExclusionCheck will provide you with all the information found in the exclusion record, we highly encourage you to set up an internal compliance plan with your legal team to decide how to work through results that cannot be determined. If you are searching for an automated system that significantly reduces the amount of unable to determine exclusions, refer to https://www.providertrust.com/ and review our other products.

What is a Batch Search?

A batch search is a way to run exclusion checks in bulk via a file upload. A user is required to have a paid upgraded account in order to perform these types of searches. Batch searches are suggested for users who have a large number of exclusion searches to run and want to save time.

 

How to Perform a Batch Search

Here is how you can run a batch search:

1. You will start by hovering over the search magnifying glass icon on the top right of your screen. From there, select “Batch Search.”

2. On the Batch Search page, you will select “Submit New Batch.”

3. Click “Browse” to select your file off your computer.

4. Choose your search settings (hover over search settings to see explanations). These may be unavailable/ locked to you depending on the settings set by your ExclusionCheck admin.)

5. Click “Upload Batch.”

6. From here, your batch will be loaded in the system. This can sometimes take a few minutes. You will receive an email when the batch search is complete or was unsuccessful. (See “What to Do if Your File Fails” if your file is NOT successful).

 

Batch Search Details

After uploading your batch search you will see the details in each column. Here is what each column category indicates:

Client: This will be your company’s name

Domain: This will be your facility if this has been set up in ExclusionCheck

Submitted by: This is your username

Batch name: This is the name of the file you uploaded with your data

Processed: This is the date your batch file finished uploading

Batch Status: This is the status of your batch file upload. If you see an error here, you will need to correct your batch file’s format and re-upload.

Input records: This is how many names you listed on your file

Non-cleared results: These are results that are possible exclusion matches based on the names on your file.

Under review: This is a category that hold the results you placed “under review” while clearing.

OFAC hits: If you have OFAC search as a part of your account, you would see any results that matched here

SSNDMF hits: If you have SSNDMF search as a part of your account, you would see any results that matched here

To begin looking through your results, you will click the highlighted number in the row of your batch file under the column “Non-Cleared Results.”

 

Viewing a Batch Search Result

After performing a batch search, you will notice the results come up with a summary of each record. To look at and change the status of any record, simply click “details” to the right of the result. From there, you will be directed to a new page showing the information on that record exactly as it was copied from the exclusion source.

It is up to you and your team to determine whether or not this record is a match to the provider or company you are looking for. If you want to be taken directly to the source, use the clickable source link in the record ( Excluding Agency).

 

Interpreting a Batch Search Result

Once you review the result, by clicking “details” you have the option to updates the status.

Once you have decided if someone could be an exclusion match to your search criteria, you can either click:

“Clear”- This will remove the result from the list of possible options

“Under Review”- This will move the record into a category that allows you to come back and decided later whether or not it’s a match.

“Historical Match”- This moves the result into a category in which you cannot take them out that makes it clear that the record is definitely an exclusion match.

“Non-Cleared”- This is the default category a result will come in that means you have not yet looked at the result.

You can also add notes for your own use to each record.

 

Clearing Results in Bulk

Though we always encourage users to take the time to review each result, we do have the option of clearing search results in bulk.

To do so, simply click the check boxes to the right of to any results you would like to clear and click Quick Clear to clear all checked results instantly or advanced clear to choose a status other than clear and add a note.

 

 

The Difference Between Long Form and Short Form

Long form and short form samples can be found on your batch search home page.:

Both these forms will only pull in possible exclusion matches based on name. However, the long form allows the user to enter in more data on the person or company they are

 

What to Do if Your File is Not Successful

If the formatting of your file is not correct for ExclusionCheck, you will get an email that your file has failed. Corrections are simple to make in ExclusionCheck and here are a few reasons your file may not make it in the upload:

1. You have entered vendor data and provider data on the same row - You can ONLY have provider data OR vendor data on a row. You can have both types of data on your file, but just make sure you use a different row for each.

2.  Your header row has been changed - Make sure you keep the headers exactly as they are in the template.

If you continue to experience problems with your file, don’t hesitate to reach out to ExclusionCheck’s support team at support@providertrust.com.

 

Filtering your Batch Searches

After you begin uploading batch searches, you may find it helpful to use the filters at the top of the page.

 

1. By User - The first filter you can use if to filter by the user who uploaded the file to your ExclusionCheck account. This drop down will include all the users who have access to the batch searches in your system

2. By Status - When you upload a file, it will receive a status. Here are the status definitions below:

3. Submitted - The file has been uploaded but has not begun processing yet.

4. Processing- The file is not done uploading and pulling in all possible results.

5. Processing complete - The file has finished uploaded and the results are ready to view.

6. Batch Kill Requested - During the processing the admin had decided to cancel the upload (usually if a file was uploaded on accident).

What is an NPI Search?

NPI search is a function of ExclusionCheck that requires an additional purchase and enables users to search for exclusions by Provider NPI numbers. *This is currently only available as a part of the interactive searches.

 

How to Perform an NPI Search

When on the interactive search screen, you will see an NPI search box at the bottom of the page. To search by NPI number, enter your 10-digit active NPI number and click on the orange “Search” button.

 

Interpreting an NPI Search Result

Once you enter in your NPI there will be three options of results. Here are the definitions of each:

Cleared – The provider with this NPI is not excluded.

NPI Invalid – Message will say “Sorry… that NPI number does not exist in the NPPES Database”.  This will happen if a number is entered into the NPI box that is not a valid NPI according to the current list of all valid NPIs on the NPPES Registry.  https://npiregistry.cms.hhs.gov/

Not Cleared - The NPI is valid, and based off of input NPI, there is a match directly found within the Exclusion Data itself

Not Active – The NPI has been deactivated.

*If your NPI search results is Not Cleared, the provider with this NPI is excluded.

Clicking “Review” will allow you to see the exclusion details.

Then click “Details,” to see the details of a particular exclusion record.