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Data Imports

Summary​

This document outlines the business requirements for managing data imports from the National Provider Identifier (NPI) and State Board of Nursing (SBON) datasets into Salesforce. The primary goal is to maintain accurate information about the Nurse Practitioner (NP) workforce. By refining the data import process, we aim to ensure data quality, compliance, and operational efficiency while minimizing the creation of duplicate records.

AANP imports data from the NPI and SBON sources to identify Nurse Practitioners (NPs) and stores this data in the NP Demographics database as well as a subset of data in Salesforce. This process is critical for maintaining accurate and up-to-date information on the NP workforce. This data supports strategic planning, research, and various organizational functions, including membership management, marketing, and compliance.

Significant changes have been discussed for the Salesforce integration compared to the one existing today in Aptify. The new process will involve a matching process outside of Salesforce to identify and match NPI, SBON, and other records to the NP Demographics database before importing only the absolute matches into Salesforce. This will eliminate the need for manual matching within Salesforce and ensure that only perfectly matched records are imported.

  • An external matching process is now used to match records from NPI, SBON, and other external sources before importing them into Salesforce. Only matched records are imported to Salesforce, eliminating the need for manual matching within Salesforce.
  • The data imported to Salesforce are minimal and will not overwrite any data the end user might have entered. The focus is on adding essential verification information, not modifying existing records.

Updated Process​

External Matching Process​

  1. The external matching process occurs outside of Salesforce, and only perfectly matched records are prepared for import.
  2. Internal users no longer engage in manual matching within Salesforce.

Data Import into Salesforce​

  1. As an internal user, I should be able to import only the matched records into Salesforce, using the Workforce Verification object to store essential fields such as Source, Verification Year, Unique Identifier, and Verification State.
  2. As an internal user, I should ensure that no new records are created for unmatched items.
  3. As an internal user, I should be able to validate and verify the imported data in Salesforce to ensure accuracy.
  4. As an internal user, I should be able to add Workforce Verification records to existing profiles in Salesforce without altering any end-user-entered data.

Records Processing and Validation​

  1. As an internal user, I should be able to review the matched records imported into Salesforce.
  2. As an internal user, I should be able to ensure that the Workforce Verification object is correctly linked to the appropriate Person records in Salesforce.
  3. As an internal user, I should be able to create reports in Salesforce that track which NPs have associated Workforce Verification records.

Closeout and Data Export​

  1. As an internal user, I should be able to export completed data from the staging area and from the Workforce Verification view in Salesforce.
  2. As an internal user, I should be able to review all administrative data and documents for completeness.

Scheduled Matching​

  1. As an internal user, I should be able to schedule an NP Demographics database matching process to run at specific intervals to keep both systems in sync.

Deprecated Elements​

  • The manual matching process and creation of new records based on partial matches have been removed.
  • The use of the Board State and the duplication of address information have been removed from the process.

Assumptions​

  • All internal users are included in the Personas definition.
  • Timelines will follow as outlined in each requirement.

References​

Appendix: Detailed Description of the Workforce Verification Object​

Object Name: Workforce Verification​

Purpose:​

The Workforce Verification object is designed to store and manage information that verifies an individual's active status as a Nurse Practitioner (NP) based on external data sources. This object is associated with the Person record in Salesforce and is used to track identifiers like NPI numbers and State Board of Nursing licenses, which confirm an NP's involvement in the workforce during a given year.

Fields:​

  1. Salesforce Person Id:

    • Type: Reference
    • Description: Links the Workforce Verification record to the corresponding Person record in Salesforce. This field is essential for associating the external data with the correct individual.

  2. Source:

    • Type: Dropdown
    • Description: Identifies the source of the external data. Options include NCBSN, SBON, NPI, CVS, OPTUM and Salesforce. This source field should be updateable as we continue to add new sources. This field helps categorize the data according to its origin.

  3. Verification Year:

    • Type: Integer
    • Description: Captures the year the verification was made. This field is used to track the timeframe during which the NP was verified as active in the workforce.

  4. UniqueIdentifier:

    • Type: String
    • Description: Stores the unique identifier from the external source, such as an SBON license number, NPI number, CVS Employee ID, OPTUM Id or Salesforce Id. This field ensures that each record can be uniquely identified.

  5. Verification State:

    • Type: Dropdown
    • Description: Specifies the state, province, or territory from which the verification information was gathered. This dropdown includes all U.S. states, provinces, and territories. This field is important for cases where the verification data is tied to a specific geographic location.

Uniqueness Constraint:​

  • The combination of the following fields must be unique:
    • Source
    • Verification Year
    • UniqueIdentifier
    • Verification State (including cases where the state field is empty)

This constraint ensures that no duplicate Workforce Verification records are created for the same person, even if the state information is missing or not applicable.

Usage:​

  • The Workforce Verification object is utilized during the data import process to store verified external identifiers without altering any existing user-entered data. It plays a critical role in maintaining the accuracy and integrity of NP workforce records within Salesforce.

Approvals / Signoffs​

RoleNameSignatureDate
Technical LeadJeff SikesJS08/26/2024
StakeholderLiz MessnerLM08/26/2024