Bulk Certification Verification Guide

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1 Bulk Certification Verification Guide Last update: August 2017

2 Table of Contents Purpose 2 Process 2 Input File Structure 2 Saving your Input File 3 Creating a PTCB Account 4 Logging into Your PTCB Account 5 Uploading Your Input File 5 Downloading Your Output File 9 Viewing Your Bulk Verification History 10 Disclaimer 10 1

3 Purpose The purpose of Bulk Verification is to determine the certification status of a group of individuals based on a predetermined set of criteria. Process The information below will assist you in creating an input file such that PTCB s certification database will process it and return an output file with the results of the bulk verification. The input file must be a series of rows with each one identifying an individual whose certification status is unknown. Some type of unique identifier must be provided in order to match the records in the PTCB certification database. The current allowable unique identifiers are: PTCB Certification Number ( preferred ) The PTCB Certification number is a unique identifier that will remove any chance of misidentification. First Name, Last Name, Last 4 digits of Social Security Number (SSN) Note: PTCB does not store full SSNs for information security purposes. Only the last 4 digits are an option for verification. First Name, Last Name, City, State Note: Name/Address searches may not be completely accurate. Input File Structure Required file format:.csv (Comma Separated Values file) Tip : The easiest way to create a.csv file is by entering the data in an Excel spreadsheet and saving it as a.csv file All file structures allow for the addition of other fields that will be ignored during the verification process, but appended to the end of the output file. All other field columns (e.g., first name, last name, Employee ID, Store ID, etc.) must follow after the required column for each unique identifier: Certification Number, then any other field(s) as desired for output (e.g., first name, last name, or Employee ID) Certification Number FirstName LastName Employee ID John Doe Jane Doe

4 First Name, Last Name, Last 4 digits of Social Security Number (SSN), then any other field(s) as desired for output (e.g., Employee ID, Store ID) FirstName LastName SSN Store ID John Doe Jane Doe First Name, Last Name, City, State, then any other field(s) as desired for output (e.g., Employee ID, Store ID) FirstName LastName City State Employee ID John Doe Honolulu HI Jane Doe Maui HI Warning : An input file containing 1,000 or more entries may cause difficulties when uploading the file. If your file contains 1,000 or more entries, please split your input file into separate files and upload each file individually, or contact PTCB at contact@ptcb.org for further assistance. Warning : Opening a.csv file in Excel may result in leading zeros being removed. The last 4 digits of an Social Security Number are particularly susceptible to this. Saving Your Input File To save your input file, follow the standard steps you would follow when saving a file in Excel, but be sure to save your input file as a CSV (Comma Delimited) file. To save your input file in Excel: 1. Click File 2. Click Save As 3. Select the location you wish to save the file to (e.g., desktop) 4. Enter a name for the file (the file name can be anything) 5. Below the file name entry textbox, Select CSV (Comma Delimited) in the Save as type menu 6. Click Save 3

5 When saving your input file, be sure to save the file as a CSV (Comma Delimited) file. Creating a PTCB Account To use PTCB s Bulk Verification system, you must first have a PTCB Account created. Warning : If you already have a PTCB Account and the Bulk Verification link appears under the Profile Summary section of your account, please do not create a new account. PTCB staff will create a PTCB Account for you. When you are ready for your account to be created, please contact@ptcb.org, with the subject Bulk Verification Account Set-up. In your , please confirm the following information: Your full name address Mailing address Phone number Organization/Company name Please allow 2 to 3 business days for your account to be created. 4

6 Logging into Your PTCB Account Your PTCB Account username and password will be ed to you once your account has been created. When you are ready to log into your PTCB Account, visit PTCB s homepage at ptcb.org and click on the orange Login button, in the upper right corner of the page. Once on the login page, enter your login information and click the orange Login button. Uploading Your Input File Once logged into your PTCB Account, you will see your PTCB Account s homepage: The Bulk Certification Verification link can be found under the Profile Management section of your PTCB Account homepage. Step 1. To begin the Bulk Certification Verification process, click the Bulk Certification Verification link. After clicking the Bulk Certification Verification link, a page will load, with the title Bulk Certification Verification. 5

7 Step 2. Click the Submit a New Verification button to begin the Input File upload. 6

8 Warning : Before uploading your input file, be sure to save and close the file. If the file remains open in Excel or any other program, the upload will fail. Step 3. Click the Browse button to select the input file. Step 4. Click the Upload button to upload the input file. 7

9 Step 5. Select the verification criteria your input file uses ( PTCB Certification Number preferred ). Step 6. Click Submit. A progress bar will show, indicating your input file and its entries are being processed. 8

10 Downloading Your Output File Click the Verification Results.csv link to download the output file. The Verification Results.csv file can be opened in Excel, or any other program that supports the.csv file format. To view your output file, double-click the file that was downloaded to your computer. The file should open in Excel, if installed on your computer. Note : If the first row of the input file is a header row, the system will fail that row and mark it as unmatched. 9

11 Viewing Verification Request History A record of your completed bulk verifications can be found by clicking the Bulk Certification Verification link on the homepage of your PTCB Account. To download a specific output file, click the View link in the far right column. Clicking the View link will download the output file. Disclaimer The verification information provided by PTCB is obtained from PTCB certification records, which are securely maintained. PTCB makes all reasonable effort to ensure that the certification record information is reported and published in an accurate and complete manner. PTCB grants initial certification to individuals who meet a number of program requirements, including a passing score on the Pharmacy Technician Certification Exam (PTCE). All current or past holders of a certificate received a passing score on a PTCB approved exam. 10

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