Subject Database

A subject database allows you to store identifying information about a practitioner or organization and use it later to pre-populate query or report forms. For queries, you can select multiple subjects to process as a batch.

How to Get Started

Add records to your subject database by importing files with subject records, or by inserting them individually using a form. Import files must be in an accepted format. Follow the steps on the How to Create and Maintain a Subject Database page to get started.

Note: You cannot query on subjects with incomplete information. A subject record is considered complete when the Complete column in the subject database indicates 'Y'.

Formats

The formats accepted for an import file are Excel (XLSX), Extensible Markup Language (XML) and American Standard Code for Information Interchange (ASCII) fixed-width text. You must use XML to import organization subjects.

Comparison of Features for File Formats

Feature	Excel (XLSX) preferred	XML Import	Fixed-Width Input
Add New Practitioners	Yes	Yes	Yes
Support Individual Practitioners	Yes	Yes	Yes
Support Organization Subjects	No	Yes	No
Update Existing Practitioners	Yes	Yes	No
Delete Existing Practitioners	Yes	Yes	No
Supports Entity Subject ID Number	Yes	Yes	No

Format Specifications

• See How to Import an Excel File for Excel (XLSX) file specifications and a template.
• For XML or fixed-width specifications, go to Software Sign In and sign in. You must enter your Vendor ID or select Create a New Account. See About Software Services for details.