2.2 (final) December 29, 2009 Updated Appendix B to reflect the decision that columns marked as “Optional” may be omitted from submissions if they do not contain any data. Added clarification of Prof_Aff usage and list of accepted values. Added “Both” as an acceptable value in Program_Type, to eliminate the need to create otherwise-redundant listings. note about omitting Active_Dt and Inactive_Dt in the data element table in Appendix B. 2.2 (draft) December 7, 2009 (draft) Added this table. Added version number on title page. Removed data submission option 3 (links to external sites). Added planned / contemplated validation rules and details to the data elements listed in Appendix B. (not numbered) October 10, 2009 (still dated October 1, 2009) Removed reference to data submission option 3 (links to other websites) being obsolete after November 2009. (not numbered) October 1, 2009 Added notation to data submission option 3 (links to other websites) that after November 2009 this option would no longer be available; Eliminated MS Access data submission format. Eliminated text file data submission format specification that was included in the main document—only the format in Appendix B was retained. Provided additional / expanded examples and definitions for data elements and scenarios. Revised data file submission naming standard / conventions. Expanded the guidance for submitting group practice and FQHC data. Re-ordered the items in the data submission format in Appendix B. (not numbered) July 16, 2009 Original version
Prov_Aff Provider Affiliation Optional Select one or more of the two-letter codes from the following list: PP = Private Practice CHC = Community Health Center FQHC = Federally Qualified Health Center HD = Health Department OTH = NOTE: Use a (,) to separate multiple entries Validate against the list of accepted values provided in the Comments column. Codes are preferred to text. Use as many values as to the specific location. The list of accepted values is likely to change over time. Column name must be present in file header. Data may be blank on individual data lines. First_Nm Provider First Name Required, if applicable (Must be present in file header; may be blank on individual data lines) Refer to Group Practice / FQHC exception specified in Appendix A. Please do not enter special symbols or middle name for this field. If present, Last_Nm must also contain a value. No numbers or punctuation except hyphens. Column name must be present in file header. Data may be blank on individual data lines. Middle_Nm Provider Middle Name Optional Refer to Group Practice / FQHC exception specified in Appendix A. No numbers or punctuation except hyphens and periods for initials. Column name must be present in file header. Data may be on individual data lines.
Specialty Provider Specialty Required Select one or more from the following list: Endodontics General Dentistry Oral and Maxillofacial Surgery Orthodontics and Dentofacial Orthopedics Pediatric Dentistry NOTE: Use a comma (,) to separate multiple entries. All submitted values will be standardized to match the list. Must use commas as the delimiter. No punctuation will be recognized as a delimiter. Specialties not in the list will be stripped from the content. Column name must be present in file header. Website Website address of provider Optional Provider’s website, if any. Sites will be checked to ensure the url is associated with a functioning site and that the site includes content related to dentistry. Column name must be present in file header. Data may be blank on individual data lines. If not null, validate the applicability of the result page against dentistry (i.e., dds, dentist, dental, chip, medicaid, kids, health, smile, orthodontic, pediatric, oral, dentistry, llc, orthopedics, maxillofacial, dentofacial, periodontics, and prosthodontics.)
City Provider City Required City or town in which the provider/practice is located. U.S. addresses will be standardized using bulk mailing support software and data (e.g. “Balto” would be replaced with “Baltimore” for an address in Baltimore, MD.) Must agree with the indicated State and ZIP code. Must not contain state abbreviation as part of the city name. Column name must be present in file header. State_Abbr Provider State Required Two character postal abbreviation. Must be a valid two-character USPS state or territory postal abbreviation, or a standard Canadian provincial abbreviation. Column name must be present in file header.
ZIP Provider ZIP Code Required (see NOTE following table) (Must be present in file header; may be blank on individual data lines) (last four digits optional) for U.S. addresses or Letter-number-letter number-letter-number for Canadian Postal (e.g., X0X 0X0) Column name must be present in file header. Where the State_Abbr is in the U.S. or its territories, or where it is NULL: Only numeric characters and, optionally, a hyphen between the fifth and sixth digits if the total length is more than 5 characters. any non-numeric characters have been removed, value must be exactly five or exactly nine characters in length. Six character (i.e., five digits and a trailing hyphen) are acceptable. The hyphen will be removed during processing. Will be standardized using bulk mailing support software and data. the State_Abbr is a Canadian Province: Must be 6 alphanumeric characters, optionally separated into two groups of three characters with a space. Must be in the proper format for, and meet the validation rules for, Canadian Postal Codes (see for a description of the format and validation.)
Sedation Facility Can Provide Sedation for Children with Complex Medical or Behavioral Conditions Optional Enter Y, N, or U. Use 'Y' to indicate that the facility can provide sedation if needed by children with complex medical or behavioral conditions and 'N' if it cannot. Use 'U' if it is unknown. Column name must be present in file header. 'Y' for yes, 'N' for no, or 'U' for unknown are valid values. Facility Can Provide Services for Children Who May Have Difficulty or Cooperating Such as Those with Autism, Mental Retardation, or Intellectual Disability Optional Y, N, or U. Use 'Y' to indicate that the facility can provide services for children who may have difficulty communicating or cooperating such as those with autism, mental retardation, or intellectual disability and 'N' if it cannot. Use 'U' if it is unknown. Column name must be present in file header. 'Y' for yes, 'N' for no, or 'U' for unknown are values. NOTE: The purpose of these data is to help beneficiaries (prospective patients) locate dental health care providers that accept the beneficiaries’ coverage. It is important to know where the provider practices in order to do so, and a means for the beneficiary to contact the provider to obtain more information.