Medical Mailing List  
 
 

Medical Marketing List User Manual

User Manual

 

[ For quick answers, check our Frequently Asked Questions. ]

 

The Data File

MEDICAlistings data is distributed via download as a compressed (zip) file to make downloading faster. After downloading, the file is unzipped (using WinZip or other unzip utility), and is a standard comma delimited (CSV - Comma Separated Values) file suitable for use in Microsoft Office® software (Excel®, Access®, Word®, Works®), FileMaker®, and other ordinary spreadsheet and database software, on Windows®, Linux® and Mac® computers. If you need to obtain an unzip utility, 7zip is a free option.

It is possible to import any one or more MEDICAlistings files into the same spreadsheet or database, as all MEDICAlistings files have exactly the same structure. For instance, you could create an Excel spreadsheet that contains both a hospitals list, and a suppliers list, and each will be imported with the name of the list as the first field, making it easy to see which provider is on which list.

NOTE: One of our lists, the Physicians and Surgeons All Specialties list, is so large that it cannot be used as a single file in Excel versions before Excel 2013, so we send it as two separate Excel-importable files (both are in the one download zip file). One of the importable files contains approximately 910,000 individuals' records, and the other contains approximately 210,000 organizations' records. The individuals file gives you the records for the individual practitioners, while the organizations file gives you the business entities that are owned by them; for instance, the physician's name will be in the individual files, while the physician's corporation or practice name will be in the organizations file. All of our other, much smaller, lists combine both record types in a single file, and are marked as to type.

For details on the data contained in the file, see The Data, below.

 

Downloading

Login to your account here, then click the big, My Orders link on the right hand side of that page. Your Order History appears; click on the View button beside the order you wish to download, and the complete detail of the order appears. Find the name of the list you wish to download in the Item column, and click on the download button on that line to begin your download. Select the SAVE option in the download prompt (do not attempt to Open the download file; these are large files and the download may fail). Save the file to a location on your computer. After downloading the compressed (.zip) file, unzip the contents using WinZip® or other unzip utility. Go here for detailed download instructions. Be sure to download your list right away, and then save a copy of the download file to a safe location (backup!), as your file will be available on our server for a limited time after purchase.

IMPORTANT: Don't share your download links with anyone else, as this will give them access to your account, and will deplete your maximum number of download attempts! The maximum number of download attempts is set per file based on file size, and your download attempt privilege cannot be reset. No fair sharing; your license is good only for use by you! If you want to use the data in a derivative product, website, directory, etc., extended licensing is available; please contact Sales at CarePrecise.com.

 

File Description

MEDICAlistings files can be imported into any computer database or spreadsheet software, such as Microsoft Access, Excel, or FileMaker, or it can be used as a data source for Microsoft Word merges. The comma-separated values or character-separated values (CSV) file is a simple text format for a database or spreadsheet table. CSV files provide the underlying address file for mail merge programs, and can be sent to mailing services. They can readily be imported into virtually any commercial software designed to handle imported data.

Each record in the data table is one line of the text file. Each field value (individual data point, such as a name or address part) of a record is separated from the next by a the comma character (,). Records (all of the data points associated with a particular provider's record) are separated by the paragraph character (¶), this each record starts on a new line in the file.

CSV files can be directly opened in Microsoft Excel, but this method is inferior to instead importing the file in Excel (see below), as leading zeros may be truncated by Excel and some other spreadsheet software.

 

The Data

MEDICAlistings files include both mailing and practice location address fields and multiple phone and fax fields for each provider record, in addition to an Attention Name (the full provider name as it should appear in an envelope address), a salutation (as used in Dear Dr. Smith), the provider's gender, geographic and economic information, medical license numbers, specialties, facility types, and other data relevant to particular providers.

The lists are provided in the proper uppercase and lowercase; that is, instead of

DR. MARY MACDONALD

we give you

Dr. Mary MacDonald

This is true also of the address fields, so addresses are ready to mail without further processing to make them look professional.

Name, NPI number, practice address and phone are listed for every provider record, along with an Update Date to indicate the most recent date that a provider's information changed. On average, fax numbers are listed on approximately 65% of records, and not all contact data in all fields is unique, as providers may share an office.

Complete details on MEDICAlistings data fields are shown below. Download sample data here.

MEDICAlistings Data Fields

Field Name Data Type Description Notes
List Text Name of this MEDICAlistings List.  
NPI Text National Provider Identifier - The unique federal identification number for all HIPAA-covered U.S. healthcare providers. Assigned to providers by the U.S. Department of Health and Human Services.
Salutation Text Salutation name, used in the "Dear Dr. Smith" line of a letter. The salutation is created programmatically based on name data supplied by the provider. The decision between male and female honorifics (Mr. or Ms.) where no doctor's credentials are present is made based on gender supplied by provider. In the case of organization contacts where no gender is supplied, the gender is determined using our genderization algorithms, with approximately 96% accuracy. There are some cases where providers who would normally be addressed as "Dr." have given a different preferred honorific, such as Mr., Mrs., or Ms., and is used here instead of Dr.
AttnName Text Attention Name - The provider's name in full, as used in the attention (addressee's name) line in an address block.  
CompanyName Text Name of company, organization or facility. EntityType 2 records only.  
MailAddr1 Text Mailing Address Line 1  
MailAddr2 Text Mailing Address Line 2  
MailCity Text Mailing Address City  
MailState Text Mailing Address State  
MailZip Text Mailing Address Zip Code®  
MailCountry Text Mailing Address Country  
MailPhone Text Phone number at mailing address  
MailFax Text Fax number at mailing address  
PracAddr1 Text Practice Address Line 1  
PracAddr2 Text Practice Address Line 2  
PracCity Text Practice Address City  
PracState Text Practice Address State  
PracZip Text Practice Address Zip Code®  
PracCountry Text Practice Address Country  
PracPhone Text Phone number at practice address  
PracFax Text Fax number at practice address  
PN Text Prefix Name - Prefix used before the name, such as Mr., Mrs., Ms. Dr., Rev.... In EntityType 1 records, this is supplied by the provider him/herself, and it is used preferentially in constructing the AttnName and Salutation fields.
FN Text First Name  
MN Text Middle Name  
LN Text Last Name  
SN Text Suffix Name - Suffix used after the name, such as Jr.; this field is supplied by the provider him/herself.  
Cred Text Credentials - This field is supplied by the provider him/herself.  
Title Text Contact person's title within the organizational provider - EntityType 2 records only.  
Dr Text or Numeric Doctor - 1 in this field indicates that the person is entitled to the "Dr." honorific. If so entitled, "Dr." is used in the Salutation unless a different honorific has been explicitly preferred by the provider.
Gender Text Uppercase M or F indicates gender supplied by provider him/herself. Lowercase m or f indicates genderization algorithm was used (organization contacts only).  
EntityType Text Type 1 indicates an Individual Practitioner; type 2 indicates a Company/Organization/Facility. Entity types are established by the provider in its federal NPI record.
License Text Medical license number. Supplied by provider. A row of equal signs indicates that a number has been redacted, generally because the provider incorrectly reported a SSN.
LicenseState Text State issuing the medical license. Supplied by provider.
UpdatedByProvider Date or Text Date on which provider edited the record with updated information. Format mm/dd/yyyy.  
NewNPI Text Y indicates that this record was newly added to the NPI database within approximately the past 90 days, frequently indicating a new provider.  
InPECOS Text Y indicates that the provider's record matches a PECOS Ordering and Referring Report record, indicating that provider is enrolled in the PECOS database (eligibility to bill Medicare). PECOS: Provider Enrollment, Chain and Ownership System, maintained by Centers for Medicare and Medicaid Services.
Warning Text Y indicates that key elements in this provider's record match an entry on the Federal Excluded Providers database.* Provider has been barred from billing Medicare due to a fraud conviction or other reason.
RuralUrban Text Immediate service area of the provider. R = Rural, U = Urban, O = Other (small city or suburban area).  
Wealth Text or Numeric A wealth/poverty indicator for the provider's immediate service area. 1: =<50%; 2: 50-100%; 3: 100-150%; 4: 150-200%; 5: 200-300%; 6: 300-500%; 7: 500-700%; 8: 700-1000%; 9: 1000-1500%; 10: 1500-2000%; 11: 2000-3000%; 12: >3000%.* Levels 1 through 12 (at or below 50% to greater than 3000%) indicate percentage of Federal Poverty Level.
OnListFor Text This list shows the reason the provider appears on this particular list. In the case of Individual Practitioners, this shows the specialty practiced by the provider that places him/her on the list. In the case of Company/Organization/ Facility lists (hospitals, etc.), this field shows the kind of healthcare organization or facility. Specialty and facility data is supplied by the providers themselves. One provider may list more than one specialty, and may appear on more than one list.
MainPractice Text While the OnListFor field indicates the specialty or facility type for which the provider was matched to this list, the provider may have a different primary practice. Based on reported information from providers.
SoleProprietor Text Y indicates that the provider conducts business as a sole proprietor (as opposed to employee or corporation).  
Subpart Text Y indicates that the provider record represents a business unit or facility that is a subpart of a larger organization.  

If you don't see exactly the kind of data you need in the descriptions above, you may prefer our CarePrecise data products, which provide many additional details about the providers.
Visit CarePrecise.com for more information, or contact Sales for assistance. Not all fields are populated for all records. Data does not include email addresses.

Why no email addresses?

 

Data Sources

MEDICAlistings data is collected every month from federal and commercial sources, including the Centers for Medicare and Medicaid Services' National Plan & Provider Enumeration System (NPPES), the Medicare Provider Enrollment, Chain, and Ownership System (PECOS), and other US federal sources. Neither MEDICAlistings nor its parent company CarePrecise are responsible for the data collected and distributed by U.S. government agencies, nor can we change data in those databases. If you find that your data is inaccurate, or if you have concerns about the distribution of such data, please direct your inquiry to the appropriate federal agency supplying the data. Read the legal notice at this link.

MEDICAlistings healthcare provider lists are among the most accurate and up-to-date available, since our sources are the key federal databases that providers are required by law to report to and keep current. All of our lists, representing more than 4 million healthcare provider records, are updated every month with new providers and changed information.

 

Using in Microsoft Excel

Excel is a very common program used by marketers, researchers and planners to host MEDICAlistings data. It is a powerful spreadsheet tool that brings much added value to the data, allowing it to be sorted and filtered in innumerable ways.

While MEDICAlistings files can be opened directly in Excel (simply by double clicking on the filename in Windows Explorer or My Computer), this method is not recommended. When opening a CSV file directly with Excel, depending on your version of Excel and configuration, Excel may truncate the leading zeros on Zip Code and License fields. Instead, use the following steps to import the file into Excel:

  1. Open Excel
  2. With the blank Excel workbook open, use Excel's File Import feature to import the file (refer to Excel help for instructions in your version of Excel).
  3. In the Import process, set the data type for every field to Text. This will preserve all of the data and prevent Excel making incorrect guesses about how to handle data types.
  4. Save the imported file as a native Excel file (XLS or XLSX file). After saving as a native Excel file, you can open it directly by double clicking on the filename.

You will be able to use any of our files in Microsoft Excel, but one of our files (Physicians/Surgeons: All Specialties and Subspecialties) is so large that you will either need to have Excel 2013, or use the following workaround. The number of physician records has grown to over 1.1 million, and older versions of Excel can't display records after about row 1,048,000. If you have an older version of Excel, you can first import the file into Microsoft Access, FileMaker or other database program, and then split the file into two files, for instance, based on the largest states (CA, TX, FL, NY) in one file, and all the rest in the other. Alternatively, you can open the file in Microsoft Word, save under a new name, and delete the top half of the file; open the original file again, save under another new name, and delete the bottom half of the file. Either of these methods will result in files easily opened in older versions of Excel. Excel 2013 has no difficulty with any of the MEDICAlistings files.

 

Using in Microsoft Access

Microsoft Access allows you much more freedom in using your MEDICAlistings data, and offers the full advantages of database systems over spreadsheets. Also, if you have difficulty working with large files in an older version of Excel, Access is an excellent solution, having no row limits in Access 2000, 2003, 2007, 2010 or 2013. You can create detailed queries to segment the data with exceptional specificity, targeting providers by wealth, geographic area, specialty, gender and much more. Access allows you to link MEDICAlistings data to your own in-house systems, and makes it easy to export any portion of the data in virtually any data format you may require. To import your MEDICAlistings file into Access:

  1. Open Access
  2. Either open an existing Access database on your computer, or create a new one (refer to Access help for instructions in your version of Access).
  3. Using the External Data Import feature, select the Text File (txt or csv) method.
  4. In the Access import window, browse to the MEDICAlistings file on your computer (downloaded zip file must by decompressed; you can only import the file with the extension .csv).
  5. When prompted during the import process, set the data types of all fields to Text.
  6. Use the NPI field as the unique key ID field (no need to have Access create a key ID field).
  7. After the import process is concluded, Access saves the database file automatically.

 

Using in Other Software

MEDICAlistings CSV files can be imported into all commercially available spreadsheet and database software that runs on Windows XP, Vista, 7 and 8, Mac OS, or Linux. Refer to your software's instructions on how to import Comma Separated Values (CSV) files. Set all fields' data types to Text to preserve leading zeros in numerical data.

 

Sending Data to a Fax, Telemarketing or Mailing Service

First, you must indicate to your mailing service that they are not permitted to use or transfer our data for any purpose other than yours. MEDICAlistings data files and all derivative data are the property of CarePrecise Technology. Third party mailing, faxing and telemarketing services usually provide assurance that data sent to them will not be kept, transferred or used for any other purpose or party; this is a requirement for transfer of MEDICAlistings data, and you may transfer data only to a mailing, faxing or telemarketing provider who offers such assurance.

When you are ready to make a file of a chosen number of records to send to your mailing service or other third party provider, they will usually prefer the file in CSV format. You mkay send the whole MEDICAlistings file, or you may select out a portion of records and/or fields to send.

If you choose to send only certain records, first make a copy of the MEDICAlistings CSV file. Then, using Microsoft Excel, delete any records you prefer not to send. For instance, if you choose to send to a telemarketing service only those records with a business/mailing address telephone number, use Excel's Sort tool to sort on that field, then when all of the empty fields are together, select them all and delete them. The same thing works for the zip code field, the fax number fields, etc.

If you choose to send only certain fields (columns) of data, such as name and fax number fields, after you have winnowed the records to those you wish to send, select the column(s) you want to delete, and delete them. Remember to save the file under a different name than the original MEDICAlistings file, or you will have lost the full original file.

 

Licensing

MEDICAlistings lists are licensed to the buyer only (single user license). The buyer is licensed to use the lists for an unlimited number of uses within the buyer's own business organization, for an unlimited period of time. While lists may be used for an indefinite period of time, the data changes every month, with tens of thousands of new and dropped providers, and tens of thousands of changes addresses, phone numbers and names. If you wish to redistribute the data to any other party, or to display it on a website or in any other way, you will need to contact Sales at CarePrecise.com to purchase a redistribution license.

 

Limits on legal use of MEDICAlistings data

The buyer may not transfer the lists in any way to, or use them on behalf of, any other party. The lists may not be made part of any derivative product or service. The lists may not be uploaded to a network or Internet server, and they may not be placed on or used by a Web page or application. Read the legal notice at this link. Read the End User License Agreement (EULA) at this link. If you wish to redistribute or in any way share, transfer or make accessible any part of the data to any other party, you will need a redistribution license; please contact Sales for assistance. A limited exception to this this provision is in the case of a third party mailing, faxing or telemarketing service, where it is permissible to send a copy of MEDICAlistings data for use on your behalf only. Such services usually provide assurance that data sent to them will not be kept, transferred or used for any other purpose or party; this is a requirement for transfer of MEDICAlistings data, and you may transfer data only to a mailing, faxing or telemarketing provider who offers such assurance.

 

For detailed instructions on downloading your file, see our download instructions.

 

 

 

* Algorithmically derived data is based on our pattern-matching record linkage system, and should not be relied upon as conclusive.