Office Manager

Understanding encounter and registration files for NPIRS

The encounter and registration files that you can generate from Dentrix Enterprise for National Patient Information Record System (NPIRS) are created and stored in a specified location using a certain naming convention. Also, the files contain data in a certain format from patient records and options specified for the data extraction.

Note: NPIRS is intended for IHS facilities only.

File naming convention

When you generate a file, Dentrix Enterprise uses the following naming convention:

{Source File Type Code (see H13)} + {Export Box ASUFAC (see H7)} + {Julian date (YYYYJJJ)} + .txt

Encounter file name example: SDE0001002023142.txt

Registration file name example: SDR0001002023142.txt

File records

An encounter file consists of a header record, one or more encounter records, and a trailer record.

A registration file consists of a header record, one or more registration records, and a trailer record.

File record fields

Each record starts on a new line. Each field in a record is separated by a pipe character (|). The following tables identify each field in a given file and where in Dentrix Enterprise the values for those fields come from.

Header record fields (#1-15)

Field #	Field Name	Field Value
H1	Header Record Code	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Setup > Header Record Code.	See Figure 18.
H2	Source System Code	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Setup > Source System Code.	See Figure 18.
H3	Process Code	Empty
H4	Export ID	Empty
H5	IHS Area Code	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Create Extraction > IHS Area Code.	See Figure 17.
H6	File Creation Date	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) >Run. Generated automatically in a ccyymmdd format.	See Figure 16.
H7	Export Box ASUFAC	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Create Extraction > Export Box ASUFAC.	See Figure 17.
H8	Source Box Site	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Create Extraction > Source Box Site (ASUFAC Code Description).	See Figure 17.
H9	Beginning Date	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Create Extraction > Date Range (Specific Range or Relative Date Range) in a ccyymmdd format.	See Figure 17.
H10	Ending Date	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Create Extraction > Date Range (Specific Range or Relative Date Range) in a ccyymmdd format.	See Figure 17.
H11	Export Log Number	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Create Extraction > Export Log Number (Reg File or Enc File).	See Figure 17.
H12	IE Header Version Number	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Setup > IE Header Version Number.	See Figure 18.
H13	Source File Type Code	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Setup > Source File Type Code (Registration Files) or Source File Type Code (Encounter Files).	See Figure 18.
H14	Export Options	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Setup > Export Options Initial Run (Registration Files), Export Options Initial Run (Encounter Files), or Export Options Incremental Run (Both Files).	See Figure 18.
H15	File Format Version	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Setup > File Format Version.	See Figure 18.

Encounter record fields (#1-124)

Field #	Field Name	Field Value
E1	Unique Encounter Code	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Setup > Database ID (from NDW) + Procedure ID from the database (DDB_PROC_LOG_BASE.PROC_LOGID). Notes: The Unique Encounter Code has 15 digits total. If the PROC_LOGID has fewer than 10 digits, additional zeros are included before the PROC_LOGID. If the PROC_LOGID has more than 10 digits, only the last 10 are included.	See Figure 18.
E2	Unique Registration Code	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Setup > Database ID (from NDW) + Patient ID from the database (DDB_PAT_BASE.PATID). Notes: The Unique Registration Code has 15 digits total. If the PATID has fewer than 10 digits, additional zeros are included before the PATID. If the PATID has more than 10 digits, only the last 10 are included.	See Figure 18.
E3	Encounter Create Date	Creation/entry date from the database (DDB_PROC_LOG_BASE.CREATEDATE) in a ccyymmdd format.
E4	Encounter Last Update	Last modified date from the database (DDB_PROC_LOG_BASE.DDB_LAST_MOD) in a ccyymmdd format.
E5	Encounter Delete Flag	Empty
E6	Chart Facility Code	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Create Extraction > Export Box ASUFAC.	See Figure 17.
E7	Chart Number	Family File > Patient Information > Chart #. Notes: If the Chart # has fewer than 10 digits, additional zeros are included before the Chart #. If the Chart # has more than 10 digits, only the last 10 are included.	See Figure 1.
E8	Date of Birth	Family File > Patient Information > Birthdate in a ccyymmdd format.	See Figure 1.
E9	Gender	Family File > Patient Information > Sex: M (male); F (female); otherwise, U.	See Figure 1.
E10	SSN	Family File > Patient Information > SS#. Note: Dashes (-) are not included.	See Figure 1.
E11	SSN Pseudo Flag	Empty
E12	Tribe Code	Family File > Patient Information > Additional Info > Tribe of Membership: Code.	See Figure 4.
E13	Community of Residence Code	Family File > Patient Information > Additional Info > Current Community.	See Figure 4.
E14	Beneficiary Classification Code	Family File > Patient Information > Additional Info > Beneficiary Classification: Code.	See Figure 4.
E15	Service / Admission Date	Ledger > Enter or edit procedure > Date in a ccyymmdd format.	See Figure 11.
E16	Location of Encounter	Ledger > Enter or edit procedure > Clinic.	See Figure 11.
E17	Service Type Code	6
E18	Service Category Code	A
E19	Clinic Code	56
E20	Provider Affiliation Code	Empty
E21	Provider Discipline Code	The specialty (Office Manager > Maintenance > Practice Setup > Clinic Resource Setup > Provider Information > Specialty) of the provider of a procedure (Ledger > Enter or edit procedure > Provider). Possible values for specialty: 46 (dental hygienist); 52 (dentist); 60 (dental assistant); 61 (dental laboratory technician); otherwise, 52 (any other selected specialty).	See Figure 15 and Figure 11.
E22	Diagnostic Code 1	Ledger > Edit procedure > Medical Cross Coding > Diagnostic Codes (applies only for ICD-10 codes).	See Figure 13.
E23	Cause of Injury 1	Empty
E24	Diagnostic Code 2	Ledger > Edit procedure > Medical Cross Coding > Diagnostic Codes (applies only for ICD-10 codes).	See Figure 13.
E25	Cause of Injury 2	Empty
E26	Diagnostic Code 3	Ledger > Edit procedure > Medical Cross Coding > Diagnostic Codes (applies only for ICD-10 codes).	See Figure 13.
E27	Cause of Injury 3	Empty
E28	Diagnostic Code 4	Ledger > Edit procedure > Medical Cross Coding > Diagnostic Codes (applies only for ICD-10 codes).	See Figure 13.
E29	Cause of Injury 4	Empty
E30	Diagnostic Code 5	Ledger > Edit procedure > Medical Cross Coding > Diagnostic Codes (applies only for ICD-10 codes).	See Figure 13.
E31	Cause of Injury 5	Empty
E32	Diagnostic Code 6	Ledger > Edit procedure > Medical Cross Coding > Diagnostic Codes (applies only for ICD-10 codes).	See Figure 13.
E33	Cause of Injury 6	Empty
E34	Diagnostic Code 7	Ledger > Edit procedure > Medical Cross Coding > Diagnostic Codes (applies only for ICD-10 codes).	See Figure 13.
E35	Cause of Injury 7	Empty
E36	Diagnostic Code 8	Ledger > Edit procedure > Medical Cross Coding > Diagnostic Codes (applies only for ICD-10 codes).	See Figure 13.
E37	Cause of Injury 8	Empty
E38	Diagnostic Code 9	Ledger > Edit procedure > Medical Cross Coding > Diagnostic Codes (applies only for ICD-10 codes).	See Figure 13.
E39	Cause of Injury 9	Empty
E40	Diagnostic Code 10	Ledger > Edit procedure > Medical Cross Coding > Diagnostic Codes (applies only for ICD-10 codes).	See Figure 13.
E41	Cause of Injury 10	Empty
E42	ICD Procedure Code 1	Empty
E43	ICD Procedure Code 2	Empty
E44	ICD Procedure Code 3	Empty
E45	Admission Service	Empty
E46	Admission Type	Empty
E47	Cause of Death	Empty
E48	Discharge Date	Empty
E49	Discharge Service Code	Empty
E50	Discharge Type Code	Empty
E51	Length of Stay	Empty
E52	Prescription Quantity	Patient Prescription: Number of prescriptions within date range. Note: If null, 0 is inserted.	See Figure 14.
E53	Disposition on ER Visits	Empty
E54	Dentist's SSN	Office Manager > Maintenance > Practice Setup > Clinic Resource Setup > Provider Information > SS #. Note: Dashes (-) are not included.	See Figure 15.
E55	Dental Delivery Code	Empty
E56	Dental Cost	Sum of procedure fees rounded to the nearest dollar (Ledger > Enter or edit procedures within date range > Amount).	See Figure 11.
E57	ADA Code 1	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E58	ADA Units 1	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E59	ADA Code Fee Amount 1	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E60	ADA Code 2	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E61	ADA Units 2	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E62	ADA Code Fee Amount 2	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E63	ADA Code 3	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E64	ADA Units 3	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E65	ADA Code Fee Amount 3	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E66	ADA Code 4	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E67	ADA Units 4	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E68	ADA Code Fee Amount 4	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E69	ADA Code 5	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E70	ADA Units 5	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E71	ADA Code Fee Amount 5	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E72	ADA Code 6	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E73	ADA Units 6	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E74	ADA Code Fee Amount 6	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E75	ADA Code 7	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E76	ADA Units 7	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E77	ADA Code Fee Amount 7	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E78	ADA Code 8	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E79	ADA Units 8	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E80	ADA Code Fee Amount 8	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E81	ADA Code 9	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E82	ADA Units 9	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E83	ADA Code Fee Amount 9	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E84	ADA Code 10	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E85	ADA Units 10	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E86	ADA Code Fee Amount 10	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E87	ADA Code 11	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E88	ADA Units 11	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E89	ADA Code Fee Amount 11	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E90	ADA Code 12	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E91	ADA Units 12	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E92	ADA Code Fee Amount 12	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E93	ADA Code 13	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E94	ADA Units 13	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E95	ADA Code Fee Amount 13	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E96	ADA Code 14	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E97	ADA Units 14	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E98	ADA Code Fee Amount 14	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E99	ADA Code 15	Ledger > Enter or edit procedure > Procedure code.	See Figure 11.
E100	ADA Units 15	Ledger > Enter or edit procedure > Tooth or Tooth Range: Number of teeth specified for the procedure, or 1 for a treatment area without a tooth number specified.	See Figure 11 and Figure 12.
E101	ADA Code Fee Amount 15	Ledger > Enter or edit procedure > Amount.	See Figure 11.
E102	CHS Paid Amount	Empty
E103	Vendor Type Code	Empty
E104	Authorizing Facility	Empty
E105	Authorization Number	Empty
E106	Provider Tax ID	Office Manager > Maintenance > Practice Setup > Clinic Resource Setup > Provider Information > TIN #.	See Figure 15.
E107	Payment Status Code	Empty
E108	Claim Number	Claim ID from the database (DDB_PROC_LOG_BASE.CLAIMID).
E109	HCPCS / CPT Code 1	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E110	HCPCS / CPT Code 2	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E111	HCPCS / CPT Code 3	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E112	HCPCS / CPT Code 4	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E113	HCPCS / CPT Code 5	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E114	HCPCS / CPT Code 6	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E115	HCPCS / CPT Code 7	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E116	HCPCS / CPT Code 8	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E117	HCPCS / CPT Code 9	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E118	HCPCS / CPT Code 10	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E119	HCPCS / CPT Code 11	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E120	HCPCS / CPT Code 12	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E121	HCPCS / CPT Code 13	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E122	HCPCS / CPT Code 14	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E123	HCPCS / CPT Code 15	Ledger > Edit procedure > Medical Cross coding > AMA CPT.	See Figure 13.
E124	File Layout Version Number	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Setup > File Format Version.	See Figure 18.

Registration record fields (#1-74)

Field #	Field Name	Field Value
R1	Unique Registration Code	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Setup > Database ID (from NDW) + Patient ID from the database (DDB_PAT_BASE.PATID). Notes: The Unique Registration Code has 15 digits total. If the PATID has fewer than 10 digits, additional zeros are included before the PATID. If the PATID has more than 10 digits, only the last 10 are included.	See Figure 18.
R2	Registration Create Date	Create/entry date from the database (DDB_PAT_BASE.EntryDateTime) in a ccyymmdd format.
R3	Registration Last Update	Last modified date from the database (DDB_PAT_BASE.DDB_LAST_MOD) in a ccyymmdd format.
R4	Registration Status Code	Family File > Patient Information > Patient Status: A (active); otherwise, I (inactive).	See Figure 1.
R5	Chart Facility Code	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Create Extraction > Export Box ASUFAC.	See Figure 17.
R6	Chart Number	Family File > Patient Information > Chart #. Notes: If the Chart # has fewer than 10 digits, additional zeros are included before the Chart #. If the Chart # has more than 10 digits, only the last 10 are included.	See Figure 1.
R7	Title	Family File > Patient Information > Title.	See Figure 1.
R8	First Name	Family File > Patient Information > First name.	See Figure 1.
R9	Middle Name	Family File > Patient Information > Middle name.	See Figure 1.
R10	Last Name	Family File > Patient Information > Last name.	See Figure 1.
R11	Name Suffix	Family File > Patient Information > Suffix.	See Figure 1.
R12	Date of Birth	Family File > Patient Information > Birthdate in a ccyymmdd format.	See Figure 1.
R13	Date of Death	Family File > Patient Information > Death Date in a ccyymmdd format.	See Figure 1.
R14	Gender	Family File > Patient Information > Sex: M (male); F (female); otherwise, U.	See Figure 1.
R15	SSN	Family File > Patient Information > SS#. Note: Dashes (-) are not included.	See Figure 1.
R16	SSN Pseudo Flag	Empty
R17	Beneficiary Classification Code	Family File > Patient Information > Additional Info > Beneficiary Classification Code.	See Figure 4.
R18	Tribe Code	Family File > Patient Information > Additional Info > Tribe of Membership: Code.	See Figure 4.
R19	Blood Quantum Code	Family File > Patient Information > Additional Info > Indian Blood Quantum.	See Figure 4.
R20	Community of Residence Code	Family File > Patient Information > Additional Info > Current Community.	See Figure 4.
R21	Date Moved To Community	Family File > Patient Information > Additional Info > Current Residence Date in a ccyymmdd format.	See Figure 4.
R22	Street	Family File > Patient Information > Address > Add or edit > Street 1.	See Figure 2.
R23	City	Family File > Patient Information > Address > Add or edit > City.	See Figure 2.
R24	State Code	Family File > Patient Information > Address > Add or edit > State.	See Figure 2.
R25	ZIP Code	Family File > Patient Information > Address > Add or edit > ZIP (5 digits).	See Figure 2.
R26	ZIP Code Extension	Family File > Patient Information > Address > Add or edit > ZIP (4-digit suffix).	See Figure 2.
R27	Father's First Name	Family File > Patient Information > Contact Info > Add or edit > First name.	See Figure 3.
R28	Father's Middle Name	Family File > Patient Information > Contact Info > Add or edit > Middle name.	See Figure 3.
R29	Father's Last Name	Family File > Patient Information > Contact Info > Add or edit > Last name.	See Figure 3.
R30	Mother's First Name	Family File > Patient Information > Mother's Maiden First Name.	See Figure 1.
R31	Mother's Middle Name	Family File > Patient Information > Mother's Maiden Middle.	See Figure 1.
R32	Mother's Maiden Last Name	Family File > Patient Information > Mother's Maiden Last Name.	See Figure 1.
R33	Service Eligibility Code	Empty
R34	Veteran Flag	Family File > Patient Information > Veteran Status: Y (yes) or empty.	See Figure 1.
R35	Primary Dental Insurance Category Code	If the plan's selected financial class type's description (Family File > Insurance Information > Dental Insurance > Insurance Data > Financial Class Types) matches an insurance category code definition's description (Office Manager > Maintenance > Practice Setup > IHS Standard Codes Definitions > Insurance Category Codes), use that definition's Code: MCD (the financial class type contains "Medicaid"). MCR (the financial class type contains "Medicare"). PVT (the financial class type contains "Private"). RRE (the financial class type contains "Railroad").	See Figure 6. and Figure 16.
R36	Primary Dental Coverage Type Code	Family File > Insurance Information > Dental Insurance > Insurance Data > Financial Class Types > Selected financial class type's description. Note: If the description exceeds 30 characters, only the first 30 characters are included.	See Figure 6.
R37	Primary Dental Eligibility Start Date	Family File > Insurance Information > Dental Insurance > Eligibility Start in a ccyymmdd format.	See Figure 5.
R38	Primary Dental Eligibility End Date	Family File > Insurance Information > Dental Insurance > Eligibility End in a ccyymmdd format.	See Figure 5.
R39	Primary Dental Policy Number	Family File > Insurance Information > Dental Insurance > Subscriber Id #.	See Figure 5.
R40	Primary Dental Insurer Name	Family File > Insurance Information > Dental Insurance > Insurance Data > Carrier Name.	See Figure 6.
R41	Primary Dental Insurer EIN	Empty
R42	Primary Dental Eligibility State Code	Family File > Patient Information > Address > Add or edit > State.	See Figure 2.
R43	Primary Dental Plan Name	If the plan's selected financial class type's description (Family File > Insurance Information > Dental Insurance > Insurance Data > Financial Class Types) contains "Medicaid," use the plan's Group Plan; otherwise, the field is empty.	See Figure 6.
R44	Primary Dental Policy Holder's First Name	Family File > Insurance Information > Dental Insurance > Subscriber first name.	See Figure 5.
R45	Primary Dental Policy Holder's Middle Name	Family File > Insurance Information > Dental Insurance > Subscriber middle name.	See Figure 5.
R46	Primary Dental Policy Holder's Last Name	Family File > Insurance Information > Dental Insurance > Subscriber last name.	See Figure 5.
R47	Relationship to Primary Dental Insured	Family File > Insurance Information > Dental Insurance > Relation to Subscriber.	See Figure 5.
R48	Primary Medical Insurance Category Code	If the plan's selected financial class type's description (Family File > Insurance Information > Medical Insurance > Insurance Data > Financial Class Types) matches an insurance category code definition's description (Office Manager > Maintenance > Practice Setup > IHS Standard Codes Definitions > Insurance Category Codes), use that definition's Code: MCD (the financial class type contains "Medicaid"). MCR (the financial class type contains "Medicare"). PVT (the financial class type contains "Private"). RRE (the financial class type contains "Railroad").	See Figure 8 and Figure 16.
R49	Primary Medical Coverage Type Code	Family File > Insurance Information > Medical Insurance > Insurance Data > Financial Class Types > Selected financial class type's description. Note: If the description exceeds 30 characters, only the first 30 characters are included.	See Figure 8.
R50	Primary Medical Eligibility Start Date	Family File > Insurance Information > Medical Insurance > Eligibility Start in a ccyymmdd format.	See Figure 7.
R51	Primary Medical Eligibility End Date	Family File > Insurance Information > Medical Insurance > Eligibility End in a ccyymmdd format.	See Figure 7.
R52	Primary Medical Policy Number	Family File > Insurance Information > Medical Insurance > Subscriber Id #.	See Figure 7.
R53	Primary Medical Insurer Name	Family File > Insurance Information > Medical Insurance > Insurance Data > Carrier Name.	See Figure 8.
R54	Primary Medical Insurer EIN	Empty
R55	Primary Medical Eligibility State Code	Family File > Patient Information > Address > Add or edit > State.	See Figure 2.
R56	Primary Medical Plan Name	If the plan's selected financial class type's description (Family File > Insurance Information > Medical Insurance > Insurance Data > Financial Class Types) contains "Medicaid," use the plan's Group Plan; otherwise, the field is empty.	See Figure 8.
R57	Primary Medical Policy Holder's First Name	Family File > Insurance Information > Medical Insurance > Subscriber first name.	See Figure 7.
R58	Primary Medical Policy Holder's Middle Name	Family File > Insurance Information > Medical Insurance > Subscriber middle name.	See Figure 7.
R59	Primary Medical Policy Holder's Last Name	Family File > Insurance Information > Medical Insurance > Subscriber last name.	See Figure 7.
R60	Relationship to Primary Medical Insured	Family File > Insurance Information > Medical Insurance > Relation to Subscriber.	See Figure 7.
R61	Secondary Dental Insurance Category Code	If the plan's selected financial class type's description (Family File > Insurance Information > Dental Insurance > Insurance Data > Financial Class Types) matches an insurance category code definition's description (Office Manager > Maintenance > Practice Setup > IHS Standard Codes Definitions > Insurance Category Codes), use that definition's Code: MCD (the financial class type contains "Medicaid"). MCR (the financial class type contains "Medicare"). PVT (the financial class type contains "Private"). RRE (the financial class type contains "Railroad").	See Figure 10 and Figure 16.
R62	Secondary Dental Coverage Type Code	Family File > Insurance Information > Dental Insurance > Insurance Data > Financial Class Types > Selected financial class type's description. Note: If the description exceeds 30 characters, only the first 30 characters are included.	See Figure 10.
R63	Secondary Dental Eligibility Start Date	Family File > Insurance Information > Dental Insurance > Eligibility Start in a ccyymmdd format.	See Figure 9.
R64	Secondary Dental Eligibility End Date	Family File > Insurance Information > Dental Insurance > Eligibility End in a ccyymmdd format.	See Figure 9.
R65	Secondary Dental Policy Number	Family File > Insurance Information > Dental Insurance > Subscriber Id #.	See Figure 9.
R66	Secondary Dental Insurer Name	Family File > Insurance Information > Dental Insurance > Insurance Data > Carrier Name.	See Figure 10.
R67	Secondary Dental Insurer EIN	Empty
R68	Secondary Dental Eligibility State Code	Family File > Patient Information > Address > Add or edit > State.	See Figure 2.
R69	Secondary Dental Plan Name	If the plan's selected financial class type's description (Family File > Insurance Information > Dental Insurance > Insurance Data > Financial Class Types) contains "Medicaid," use the plan's Group Plan; otherwise, the field is empty.	See Figure 10.
R70	Secondary Dental Policy Holder's First Name	Family File > Insurance Information > Dental Insurance > Subscriber first name.	See Figure 9.
R71	Secondary Dental Policy Holder's Middle Name	Family File > Insurance Information > Dental Insurance > Subscriber middle name.	See Figure 9.
R72	Secondary Dental Policy Holder's Last Name	Family File > Insurance Information > Dental Insurance > Subscriber last name.	See Figure 9.
R73	Relationship to Secondary Dental Insured	Family File > Insurance Information > Dental Insurance > Relation to Subscriber.	See Figure 9.
R74	File Format Version	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Setup > File Format Version.	See Figure 18.

Trailer record fields (#1-13)

Field #	Field Name	Field Value
T1	Trailer Record Code	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Setup > Trailer Record Code.	See Figure 18.
T2	Process Code	Empty
T3	Export ID	Empty
T4	IHS Area Code	Office Manager > Data Extraction > National Patient Information Record System (NPIRS) > Create Extraction > IHS Area Code.	See Figure 17.
T5	Source File Name	Depends on the file type. See "File Naming Convention."
T6	Source File Record Quantity	Number of records, including the header and trailer records, in the file.
T7	IE File Name	Empty
T8	IE Record Count	Empty
T9	IE File Creation Date	Empty
T10	Number of PCC Visits	Empty
T11	PCC Visits Skipped	Empty
T12	PCC Visit Errors	Empty
T13	Skipped Demo Patients	Empty

Figures referenced in tables

Figure 1: (Family File) Patient Information dialog box.

Figure 2: (Family File) Edit Address dialog box.

Figure 3: (Family File) Edit Contact Information dialog box.

Figure 4: (Family File) Patient Additional Information dialog box.

Figure 5: (Family File) Insurance Information dialog box. Primary dental insurance plan selected.

Figure 6: (Family File) Dental Insurance Plan Information dialog box for primary dental insurance plan.

Figure 7: (Family File) Insurance Information dialog box. Primary medical insurance plan selected.

Figure 8: (Family File) Medical Insurance Plan Information dialog box for primary medical insurance plan.

Figure 9: (Family File) Insurance Information dialog box. Secondary dental insurance plan selected.

Figure 10: (Family File) Dental Insurance Plan Information dialog box for secondary dental insurance plan.

Figure 11: (Ledger) Edit or Delete Procedure dialog box.

Figure 12: (Ledger) Tooth Range in Edit or Delete Procedure dialog box.

Figure 13: (Ledger) Medical Cross Coding in Edit or Delete Procedure dialog box.

Figure 14: (Patient Prescription) Date column in list of prescriptions.

Figure 15: (Office Manager) Provider Information dialog box.

Figure 16: (Office Manager) IHS Standard Codes Definitions dialog box. Insurance Category Codes selected.

Figure 17: (Office Manager) NPIRS dialog box. Create Extraction tab selected.

Figure 18: (Office Manager) NPIRS dialog box. Setup tab selected.