NPI Match
Upload or paste your own list of clinicians, find each person's NPI in the CMS NPI Registry, review the unclear rows and save the matches as a lead list.
Open NPI Match -- in the sidebar under Workspace. Included with Pro and Teams.
NPI Match turns a list of names you already have -- conference attendees, a CRM export, a KOL roster -- into NPI-linked providers you can work in Qope. It looks each row up in the public CMS NPI Registry, matches the clear cases automatically, asks you about the rest, and saves the result as a lead list.
The page walks through three steps: Add your list, Match columns and Review matches. Click a finished step to go back to it. Start over clears everything.
On the Regular plan the page explains that NPI Match is a Pro feature and offers Upgrade to Pro. Running a match does not use credits.
Step 1: Add your list
Two tabs:
- Upload file -- drop a file on the page or click Choose a file. Use .csv, .tsv or .xlsx. For Excel files the first sheet is used. Old .xls files are not supported; save them as .xlsx or .csv first.
- Paste rows -- copy rows from a spreadsheet, paste them, and click Use pasted rows. Tabs or commas both work. Keep the header row if you have one.
Try a sample list loads a 16-row example so you can see the whole flow before using your own file.
Up to 500 rows are matched per run. A longer file still loads, but only its first 500 rows are matched, so split larger files into several runs.
Qope does not store your file. Each row's name and location are looked up in the CMS NPI Registry, and only the matches you save become a lead list.
What works best
- A State column. In Qope's tests on real lists it was the single biggest lift in rows matched automatically.
- A name column such as "Jane A. Smith, MD" or "Smith, Jane", or separate first and last name columns. Titles and credentials inside the name are recognized.
- City, specialty and credential help pick between people with the same name.
- Rows that already have an NPI are checked against the registry directly.
Step 2: Match columns
Qope guesses each field from your headers. Check them and change anything that is off; every field also has a Not in file option. First row is column names tells Qope whether your first row is a header.
| Group | Fields | Notes |
|---|---|---|
| Who | Full name, First name, Middle name, Last name, NPI | Required: a Full name column, or both First name and Last name, or an NPI column |
| Where | State, City, ZIP | State is recommended |
| What they do | Credential, Specialty | Picks between people with the same name |
The Preview shows your first 6 rows the way Qope will read them. Columns you do not map are listed as not used; they stay in your CSV download.
Match strength
The side panel rates your mapping from five checks: Name or NPI, State, City (or ZIP), Specialty and Credential. Four or more is Strong, two or three is Good, a name or NPI alone is Weak, and without a name or NPI it is Not ready. Without a State column, a warning says common names will need your review and fewer rows will match automatically.
Physicians only
Turn on Physicians only (MD, DO) for physician lists. A nurse, pharmacist or therapist with the same name is then never matched automatically, and is marked Not a physician if they come up for review.
Click Find NPIs for N rows to start.
Step 3: Review matches
Rows are checked in batches while a progress line counts them, with a Stop button. Every row ends in one of three outcomes:
| Outcome | Meaning |
|---|---|
| Matched | Qope found exactly one NPI that is this person |
| Needs review | One or more registry records could be this person, and you pick |
| No match | No registry record fits, or the row has no first and last name and no usable NPI |
Rows the registry did not answer after a retry stay Not checked. When the run ends, Check remaining rows tries them again.
Every row shows a short note explaining its result, for example "Only one NPI Registry record fits the name and state." or "3 NPI Registry records fit. Pick the right one."
How a row is matched
- Rows with an NPI. A valid NPI is looked up directly. If it is in the registry, the row is matched and labeled "NPI from your file". If the row's last name does not match the NPI's owner at all, the row goes to review instead. An NPI that is not in the registry falls back to a name search.
- Rows with a name. Qope searches the registry for individual clinicians with that name, including shortened first names and other names on file. Each candidate is then checked against the fields you mapped: state, city, specialty, credential (license type) and, when turned on, Physicians only. ZIP adds confidence but is never required.
- Automatic match. A row is matched automatically only when exactly one candidate fits every field you gave and that candidate's first and last names match exactly.
- Everything else goes to review, for example when several candidates fit, when the only fit has a nickname, initial or shortened first name, when the middle initial differs, when the name was only found with first and last name swapped, or when 200 or more registry records share the name (add a state or city to narrow it).
- No match when no registry record carries the name. Researchers without a clinical license usually have no NPI, and the note says so.
Picking the right person
A Needs review row lists up to 5 candidates with their NPI, credential, specialty and practice location. Chips under each candidate show what agrees with your row in green, what is close in amber and what differs in red: Name, State, City, ZIP, Specialty, License and Not a physician. Candidate names link to the provider's record page.
- Click a candidate to pick it, or None of these to leave the row out.
- Review one by one opens the review rows in a focused view. Press a number key to pick that candidate, 0 or N for none of these, the arrow keys to move between rows, and Esc to close.
- If you disagree with an automatic match, click Not this person. Undo reverses any pick.
The summary tiles count Rows, Matched, Needs review and No match. Click a tile, or use the tabs above the results, to show only those rows. Filter rows searches by name and details.
Pauses
When the CMS NPI Registry asks Qope to slow down, the run pauses with a countdown ("Resuming in ...") and continues on its own. Stop ends the run at any time; rows already checked keep their results.
Save and download
- Save N as lead list saves every matched and picked row as a new lead list of provider leads. Rows still waiting for your pick and rows with no match are left out, and the dialog shows how many of each. Qope suggests your file name followed by "- NPI matches" as the list name. On Teams you can also turn on Share with team. An NPI that appears on several rows is saved once. The new list opens with location, specialty and gender already filled in, so Analyze this list works straight away.
- Download CSV returns your original columns plus NPI, Match status, Matched name, Credential, Specialty, Practice city, Practice state and Match note. Match status is Matched, Needs review, No match, Not checked, Picked by you or Skipped by you.
Results live only on this page until you save or download them. Leaving the page or clicking Start over discards the run.