Full Legal Name Required to Match on NCTracks Record and Licensure for Individual Providers

NCTracks has implemented a quality assurance practice to streamline Individual provider records for source verification with credentialing and licensing agencies. The provider’s full legal name (first, middle and last name, as it appears on their government-issued ID) is now required to be listed with both NCTracks and licensing agencies.* Please note that if the name exceeds the character limitation, providers should spell out the name exactly as listed on the ID as far as they can until it truncates but should not abbreviate.  

Providers must update their name on the provider record in NCTracks and/or with the appropriate licensure boards or agencies* to ensure a match with their full legal name as it appears on government-issued ID to avoid issues with enrollment applications. 

*Agencies and boards required for the provider record, including National Plan and Provider Enumeration System (NPPES), Drug Enforcement Agency (DEA), North Carolina Medical Board (NCMB) and other reported licenses, accreditations and certifications, etc.

If a provider has already submitted an application but has discovered a name mismatch between their records, the following steps may be taken to resolve the issue, depending on the scenario:

 

Provider Name Incorrect with NPPES, DEA, NCMB, etc. 

Applies to All Application Types

If it is determined the Individual provider’s name is listed incorrectly with one or more licensing agencies, the provider must complete the appropriate update with that agency.

If this update is made within 30 days of the receipt of an incomplete application letter, the provider may submit proof of the name change from the licensure board to NCTracks (via the Upload Documents page) to complete the application and continue processing.

If the update takes longer than 30 days since the application is returned, and the application is abandoned, the provider should submit a new application.

It may take time for the licensing agency to show the name change after it is submitted. If an incomplete letter is returned by NCTracks after the name has already been updated on the licensure, the provider should upload proof of their name change from the licensure board to allow the application to continue processing.

 

 

Provider Name Incorrect on Record with NCTracks

If it is determined the provider’s name is listed incorrectly with NCTracks, the course of action will depend on the application type in progress: 

Initial enrollment application: The provider must withdraw their application and submit a new application with their correct legal name. 

Re-enrollment, Manage Change Request (MCR), or re-verification application: The provider cannot alter their name on a pending application. The provider must upload a name change support document (driver license, SSN card, marriage license, or alternative government-issued proof of legal name) via the Upload Documents page. The NCTracks Enrollment Specialist will correct the name on the existing record, notify the provider, and withdraw the current application. The provider may then submit a new re-enrollment, MCR or re-verification application. 

 

A provider with no pending application that needs to report a name change or correction should contact the NCTracks Call Center at 800-688-6696 for assistance.  

Additional information may be found in the NCTracks announcement here.

 

 

 

 

 

 

 

 

 

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