Add/Edit Staff NPI

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If you are adding/creating a new staff member, please see the document titled “How to Add a New Staff Member”. This section deals solely with adding NPI numbers to an existing staff member.


  1. On the left side bar of NPAWorks, highlight “Staff” under your location/site name so that the Staff List is showing.
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  3. To open the staff member’s record either double click on their name or click once to highlight the staff member and click the edit button (Edit Record).
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  5. The Staff Member Record window will appear.
  6. On the General tab (first tab), just to the right of the Last Name, you will see a Special Identifier icon.
  7. Click on the special identifier button so the “Special Identifiers” window pops up.
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  9. A window labeled “Special Identifiers” will open.
  10. Click on the green add button, a new line will appear.
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  12. On the Type Field click the arrow to open the drop down menu.
  13. Select the Identifier you wish to add. NOTE: Identifiers in brackets are hard coded and cannot be deleted. Additional identifiers can be added by going to Edit-Customize Lists, from the main screen).
  14. Enter the ID/ Number/ Code in the ‘ID/ Number/ Code’ field.
  15. You may also add a note pertaining to the special identifier.
  16. Check the Private box if you do not wish the ID/ Number/ Code entered to be visible outside of this screen.
  17. Check the box(es) to indicate the role of the Identifier on the CMS 1500 Form. For example, a NPI number is a National Provider Identifier and therefore when entering the Type NPI for your staff, the Rendering Provider box will be checked.
  18. Repeat the steps above to enter additional identifiers related to the staff member such as “Billing Provider,” and/or “Referring Provider.” Once you’ve finished adding identifiers, click “OK.”
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  20. If you are finished editing the record, click “OK” to save and close the staff member record.
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  22. To remove a staff member from the list of Rendering Providers simply open the staff record, on the General tab (first tab), just to the right of the Last Name, click on the special identifier button. Locate the NPI line item and simply uncheck the ‘Rendering Provider’ checkbox.


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    This action is necessary if he/she:

    1. Has been terminated.
      1. When a staff member who is also a rendering provider is terminated, his/her name will no longer appear in the list of rendering providers to select from on the Student Services tab if the service start date is after the staff termination date.
      2. When a staff member who is also a rendering provider is terminated, his/her name will no longer appear in the list of rendering providers to select from on the an Appointment if the date of service is after the staff termination date.
    2. Has not been terminated but should no longer be assigned as a rendering provider for new contracts.
      1. rendering Provider must be unchecked in the Special Identifiers for staff to no longer appear in the list of rendering providers to select from for any new/changed student service. The rendering provider will still be valid though for any existing client services with that rendering provider. Previously a system error would occur when saving a student that referenced a rendering provider who’s rendering provider indication had been removed.

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