How to update a PelEX patient/provider list

Last updated October 5, 2023

PelEX will only ask for a limited patient list from participating organizations that have data-sharing agreements in place. The patient list includes demographic information (such as date of birth, gender, race, SSN, etc.) for patient-matching in our Master Patient Index to ensure precision matching and data services to participating organizations.

For participating organizations, sharing a patient list may be necessary to kickstart services or to maintain an updated roster of your organization’s patient population. Here’s how:

1. Download the Patient List template

Download the Patient List template .csv file. Without changing the template or headers, input your current patient information along with the provided column headers. It’s imperative that the headers are not changed as that’s how we ingest the data.

You may be able to work with your electronic health records vendor to export this list based on the column headers provided. Contact your electronic health system representative for assistance.

2. Download the Provider List template

Download the Provider NPI List template .csv file. Similar to the patient list, please do not change the headers and input your current provider information with the provided column headers. This is for us to match attributed patients to your primary care providers.

3. Login to Direct Mail

Once logged into Direct Mail, create a new message, attach both completed files, and send it to the email provided by PelEX. If you don’t remember the email to send the file, please contact us.

PelEX will not accept any patient lists that are shared in a non-HIPAA compliant manner (i.e. unencrypted email). Sharing patient-identifiable information in this way or any HIPAA violation will be reported to the Office of Civil Rights.

For more details on PelEX’s data policies, visit our Resources page.

Questions or concerns? Contact us.