Updated as of Oct. 2, 2025. NCTracks Helpful Hints: What is the Process to Update a Name, DOB and/or SSN on a Provider's Record?

It is critical that correct names, dates of birth (DOB) and Social Security numbers (SSNs) are entered on all provider enrollment applications, including initial enrollment, re-enrollment, manage change requests (MCRs) and reverification applications. Accurate data on provider enrollment applications and in the NCTracks system ensures that health plans receive and display correct data.

Information on an application cannot be edited after submission. Applications with inaccurate or invalid data must often be withdrawn, as the application cannot complete processing with incorrect data. If the application is withdrawn, a new application must be submitted with the correct information and will require all appropriate application fees.

The process for updating provider data in NCTracks may vary. Those identified as an owner or with a Managing Relationship (MR) may update their name, DOB and SSN on a re-enrollment or reverification application, or an MCR. However, the office administrator (OA) may only update their name, DOB or SSN by completing an Office Administrator Change Application with the proper documentation. An Individual Provider’s information may be updated by an NCTracks enrollment specialist.

For security purposes, only the last four digits of an SSN are visible for the currently enrolled provider, owner, managing employee(s) and office administrator listed on the record. NCTracks call center agents are unable to give SSN information over the telephone. However, providers may provide the call center agent with the name, DOB or SSN they have and ask if it matches what is shown on the provider record. The call center agent can confirm 'yes' or 'no' as to whether it matches the record.

If you receive notification that information is incorrect on the provider application, the following actions should be taken.

How to Update Name, DOB and/or SSN for the Office Administrator

Currently enrolled office administrators may make changes to their name, DOB and/or SSN by submitting an Office Administrator Change Application. More information on what is required to complete the OA change process may be found on the NCTracks webpage under the Office Administrator (OA) Change Process webpage and on the Office Administrator, User Setup & Maintenance FAQs page.

The OA Change application will ask whether the OA is a Managing Employee or Owner. When the OA is also an Owner or Managing Employee, please make the appropriate selection so the information is updated on the appropriate fields of the NCTracks provider record.

How to Update Name, DOB and/or SSN for Owners and those with Managing Relationship   

Currently enrolled owners and managing employees (that are not also the OA) can update or change their name, DOB and/or SSN on the re-enrollment or reverification application or with an MCR. The information can be updated by end-dating the line containing the incorrect information and adding a new line with that individual’s correct information.

How to Update Name, DOB and/or SSN for an Individual Provider

Individual practitioners are unable to make changes to their individual name, DOB and/or SSN. These changes or updates must be made by an NCTracks enrollment specialist. This applies to all application types.

When the NCTracks enrollment specialist receives background information indicating that the name, DOB or SSN may be incorrect on the application, the provider is sent an “application incomplete” letter requesting verification of the name, DOB and/or SSN. 

  • The provider can withdraw the application if they realize the information on it is incorrect. The provider must resubmit the application and pay all appropriate application fees. 
  • If verification is recieved by an NCTracks enrollment specialist that confirms the application and the provider's record are correct, the application will continue to be processed. 
  • If verification is recieved by an NCTracks enrollment specialist that confirms the application is incorrect, the application will be withdrawn. The provider must resubmit the application with the correct information and pay all the appropriate application fees. 

NOTE: If there is also an active existing record and the verification confirms that the information in the provider’s active existing record is incorrect, the NCTracks Enrollment Specialist will correct the name, DOB and/or SSN on the provider’s record based on the legal documents received. However, the currently submitted application must still be withdrawn.

 

The chart below identifies acceptable forms of documentation providers may submit when reporting data changes.

Type of Change

Required Documentation

Individual legal name
  • Copy of State-issued current driver's license
  • Copy of current passport
  • Copy of marriage certificate or legal name change document reflecting correct name. 
  • Copy of Medicare card
  • Copy of Military ID
  • Copy of State-issued current driver's license
  • Copy of current passport 

Date of birth
  • Copy of State-issued current driver's license
  • Copy of current passport

Note: If the DOB is incorrect for a managing employee or owner, it can be changed through an MCR by end-dating the incorrect information. Credentialing may be required. 

Social Security Number
  • Copy of Internal Revenue Service (IRS) W-2 form
  • Signed W-9 form
  • Copy of a recent pay stub (full name and full SSN must show on stub)

Note: If the SSN is incorrect for a managing employee or owner, it can be changed through an MCR by end-dating the owners and/or managing relationship segment with the incorrect information and re-entering the information as if it was a new person. Credentialing may be required.

Gender
  • Copy of current State-issued driver's license
  • Copy of birth certificate
  • Copy of Military ID card

Organization/group legal name
  • Copy of IRS letter

Employer Identification Number (EIN)
  • Copy of the IRS letter reflecting the correct Employer Identification Number (EIN)

Note: The IRS letter only needs to be submitted if the EIN change is NOT due to a change of ownership (CHOW). If the EIN change is due to a CHOW, the provider should terminate the current record with the CHOW reason code and then enroll the new record with the new EIN.

NOTE: Providers who submit documents that have expiration dates (such as a driver’s license or passport) must submit valid, current copies. An expired driver’s license is not considered valid or current and  is not an acceptable document submission.

 

Contact

  • NCTracks Call Center: 1-800-688-6696
  • Provider Ombudsman: 1-866-304-7062