Identifiers

Identifier data is stored on the License sub-object. Identifiers are IDs like HIN and NPI in the US and Tax ID and VAT Number in Europe.

Previously, these IDs could only be stored in record-level fields which limited the ability to store more than one type of ID per record; for example, storing multiple NPI numbers on a single HCO record to ensure historical context is preserved during acquisition.

Storing IDs as a sub-object removes these limitations and gives you the flexibility to manage different business scenarios.

Support for Identifier data

Identifiers are introduced with the License sub-object for the OpenData 2.0 data model. They can be stored and managed even if OpenData 2.0 is not enabled for your Network MDM instance.

To use Identifiers:

  • Enable the fields - Enable the fields used by Identifiers.

    The following new fields were added to the License object for OpenData 2.0. These fields can apply to Licenses and /or Identifiers.

    Field Name Field Label Field Type Description
    id_priority__v Identifier Priority Reference Type
    (IdentifierPriority)     		Indicates whether the identifier for the HCP or HCO is the primary identifier or an additional (secondary) identifier.
    issuer_name__v Issuer Name Reference Type
    (IssuerName)     		The official name of the regulatory body, government agency, or professional council that issued the specific license, or the standardized designation of the identifier type assigned to the Health Care Professional or Organization in a certain country.
    license_id_number__v License/ID Number Text Unique identifier or license number issued to the HCP/HCO.
    license_name__v License Name Reference Type
    (LicenseNameLocal)     		License name. Describes what the license is for; for example, Nurse Practitioner.
    object_cat_type__v Object Category Type Reference Type
    (ObjectCategoryType)

    This is an important field that determines if the record is a License or an Identifier.

    Possible values include LICENSE, ID, or no value.

    Existing Licenses will not have a value. When a record is updated for any reason, the value will be set to LICENSE. Existing Licenses cannot be set to ID.

    This field is enabled by default for all Network MDM instances.

    The following fields have been added to the License object for OpenData 2.0. They apply to Licenses and Identifiers.

    Field Name Field Label Field Type Description
    country_cda__v Country (CDA) Reference Type
    (AddressCountryCDA)     		Name of country.
    entity_object_type__v Entity Object Type Reference Type
    (ObjectEntityType)     		Type of the source entity (HCO or HCP).
    entity_veevaid__v Entity Object Veeva ID Text Veeva ID of the HCP or HCO associated with this address or license.
    license_status__v License Status Reference Type
    (LicenseStatusItems)     		License status.
    state_cda__v State/Province (CDA) Reference Type
    (AddressStateCDA)     		Name of state, province, or regional area.
    vid__v Network ID Text Network ID

  • Receive Identifier data from OpenData (Optional) - To receive Identifier data from Veeva OpenData, turn on the Enable OpenData Identifier Sync option (Settings > General Settings).

    If this setting is off, Identifier data remains locally managed.

Defining Identifiers

A new field on the License sub-object, Object Category Type (object_category_type__v), determines if the record is a License or an Identifier.

The field is a reference type field that uses the ObjectCategoryType reference list.

ObjectCategoryType reference codes

Network Code Network Name Definition Details
(no value) -

-

Existing licenses with no value in this field will remain licenses.
They cannot be changed to Identifiers.

New records with no value will be licenses by default.

ID Identifier A unique tracking number assigned to a professional or an organization for administrative or billing purposes, which identifies them but does not grant legal permission to practice. Identifiers must be explicitly set.
LICENSE License A credential granted by a regulatory body that provides legal permission to practice a profession, often with an associated expiration date and status. This is the default value for new records that do not specify a value for this field.

Impact to existing license records

All existing License records remain Licenses but they will have no value in the Object Category Type field.

When the record is updated for any reason, the (object_category_type__v) field will be set to LICENSE. You can also proactively update the field to add the LICENSE value through data loading.

Existing Licenses cannot be changed to Identifiers.

Updating the field

The (object_category_type__v) field cannot be edited after a value is set.

New records

To add an Identifier, the (object_category_type__v) field value must be set to ID.

Add Identifiers in the Network MDM user interface

The (object_category_type__v) field value is determined by the section the record is created in:

  • License section - The field is set to LICENSE.

  • Identifier section - The field is set to ID.

Add Identifiers through data loading or the Network API

The (object_category_type__v) field value must be included and set to ID.

If the field has no value or is not defined, the record will be added as a License.

Profile layouts

When the License fields associated with Identifiers are enabled, the Identifiers section displays on the GlobalStandard default profile layouts for HCOs and HCPs.

These are the layouts used by the OpenData 2.0 data model.

Fields

The Identifiers section includes the following fields:

  • Issuer Name

  • License/ID Number

  • Identifier Priority

  • License Status

  • Network ID

Add to custom layouts

The Identifiers section is not added to other standard layouts.

Standard layouts are read-only. Clone a standard layout or edit an existing custom layout to include the Identifiers section.

  1. In the Admin console, click Data Model > Profile Layouts.

  2. Choose a custom layout from the list.

  3. Click Add Section.

  4. In the dialog, expand the Object field and choose Identifiers.

    The Description and Labels fields are automatically populated.

  5. Click Add.

  6. The Identifiers section is added to the bottom of the list in the layout. All default fields are included in the section.

    Use the Handle icon to move the section to a different location in the layout, for example, below the Licenses section.

  7. Save your changes.

  8. If required, update any data visibility profiles (Users & Permissions) to use this layout so the Identifiers section displays on record profiles.

Identifiers on record profiles

The Identifiers section displays on record profiles.

Supported records

Only License records where the Object Category Type field value is ID display in this section.

All other License records display in the Licenses section.

Identifier details

The table contains the following details by default:

Column Description
Issuer Name The organization that issues the identifier.
License/ID Number The number issued.
Identifier Priority The importance of the identifier. Either Primary or Secondary.
License Status Active or Inactive
Network ID The 18-character unique ID assigned to the Identifier.
Actions

View custom keys

View field details

Available actions

  • Search - Use the Search bar to find specific identifiers.

  • Sort - Re-order each column by ascending/descending order.

    By default, the table is filtered by the Issuer Name of the Identifier country. If the Country (CDA) field is not included in the profile layout, the Issuer Name is filtered by the primary country of the HCP/HCO record.

  • Reset Filters - Update the table to the default sorting order.

  • Edit - Hover over a column value to display the Edit icon. Click Edit to set the profile page to edit mode.

    All Identifier values can be edited except the Network ID.

Adding and updating identifiers

As with all other sub-objects, Identifiers can be updated or added through the Network UI, data loading, and the Network MDM API.

Network UI

Identifiers can be added when you create an HCO or HCP record, or when you edit a record profile.

To add an identifier:

  1. In the Identifiers section, click New Identifier.

    A row is added to the table.

  2. Define the following details:

    • Country (CDA) - The primary country. The primary country of the record profile displays by default.

    • Issuer Name - The organization that issues the ID.

    • License/ID Number - The number associated with the ID.

    • Identifier Priority - The importance of the Identifier: Primary or Secondary.

    • License Status - Active (default) or Inactive.

    • Network ID - This is assigned to the Identifier by default.

  3. Apply your changes.

    The identifier displays in the table.

Note: The Object Category Type field value is automatically set to ID for objects created in the Identifiers section.

Data Loading

Add or update Identifiers using source subscriptions.

Important: Include the Object Category Type field with a value of ID when loading Identifier data. If the field is not included in the source file, the value is set to LICENSE by default. The field value cannot be changed on existing records.

Network MDM API

Submit add requests for Identifiers using the Change Request API.

The Object Category Type (object_category_type__v) field must be included in the API call with a value of ID to create an Identifier.

There is no impact to existing integrations for creating Licenses; the field does not need to be included because a License is created by default.

Data change requests

When users add or edit an Identifier, a change request is submitted.

DCR routing

The Enable OpenData Identifier Sync setting determines where the data change request is routed.

  • On - Identifiers are managed by OpenData; DCRs are routed to OpenData.

  • Off - Identifiers are managed locally; DCRs are routed to your local data stewards.

Processing Identifiers on DCRs

An Identifiers section is added to add requests and change requests so data stewards can easily process the changes.

Changes to the Object Category Type field

The Object Category Type field cannot be changed after it has been set to LICENSE or ID. The change will be rejected automatically.

Existing Licenses will have no value for this field. When a record is updated in any way, the field will be set to LICENSE by default. Existing Licenses cannot be set to ID.

Considerations for other features

Sub-object match rules

Network MDM applies internal sub-object match rules to any merge comparison. The rules use specific fields to compare sub-object records to find duplicates.

To ensure that Licenses and Identifiers are not compared with each other, different fields will be used for each type.

Licenses Identifiers
license_number__v
type_value__v
license_degree__v		 id__v
issuer_name__v

Match configurations

The default match configurations in the Network MDM UI are not updated for Identifiers.

Review your source data to determine if your existing match rules should be updated to prevent over-matching.

Validation rules

Licenses and Identifiers share the same sub-object, so existing validation rules might trigger for both record types.

Review your rules and update them to include the Object Category Type field to differentiate between License and Identifier records.

Network Expression (NEX) rules

Review any configured rules and update them to include the Object Category Type field to differentiate between License and Identifier records.

Reports

Review your saved reports and update them to include the Object Category Type field to differentiate between License and Identifier records.