{"id":54217,"date":"2026-02-01T12:43:30","date_gmt":"2026-02-01T18:43:30","guid":{"rendered":"https:\/\/heartbeat.ai\/healthcare\/data-dictionary-2\/"},"modified":"2026-08-29T07:04:59","modified_gmt":"2026-08-29T12:04:59","slug":"data-dictionary","status":"publish","type":"post","link":"http:\/\/heartbeat.ai\/resources\/data-dictionary\/","title":{"rendered":"Provider contact data fields: definitions and how recruiters use each field"},"content":{"rendered":"<p class=\"article-last-updated\"><strong>Last updated:<\/strong> August 29, 2026<\/p>\n<p><strong>By Ben Argeband, Founder &amp; CEO of Heartbeat.ai<\/strong><\/p>\n<p>Most &#8220;data quality&#8221; arguments between recruiting ops teams and data vendors happen because nobody agreed on what a field actually means. Someone says a phone number is &#8220;bad&#8221; when really it&#8217;s a main line being treated like a direct dial, or an email is &#8220;unverified&#8221; when it just hasn&#8217;t been sent to yet. This page is a working data dictionary for provider contact data fields \u2014 plain definitions, how recruiters actually use each one, and how to measure whether a field is doing its job.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\r\n<div class=\"ez-toc-title-container\">\r\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">What\u2019s on this page:<\/p>\r\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\r\n<nav><ul class='ez-toc-list ez-toc-list-level-1' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Who_this_is_for\" >Who this is for<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Quick_answer\" >Quick answer<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#A_simple_framework_field-level_trust\" >A simple framework: field-level trust<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Common_mistakes_teams_make\" >Common mistakes teams make<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Step-by-step_building_the_dictionary_into_your_workflow\" >Step-by-step: building the dictionary into your workflow<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Jump_to_a_field_group\" >Jump to a field group<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Field-level_troubleshooting_table\" >Field-level troubleshooting table<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Weighted_checklist_for_scoring_a_dataset_or_integration\" >Weighted checklist for scoring a dataset or integration<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Outreach_templates\" >Outreach templates<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#First-touch_voicemail_direct_dial\" >First-touch voicemail (direct dial)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Email_deliverability-first\" >Email (deliverability-first)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Gatekeeper-friendly_main_line_script\" >Gatekeeper-friendly main line script<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Ops_feedback_loop_data_correction_and_suppression\" >Ops feedback loop (data correction and suppression)<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Common_pitfalls\" >Common pitfalls<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#How_to_improve_results\" >How to improve results<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Use_canonical_metric_definitions_so_reporting_is_comparable\" >Use canonical metric definitions so reporting is comparable<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#A_QA_sampling_protocol_that_avoids_invented_numbers\" >A QA sampling protocol that avoids invented numbers<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Field_naming_and_storage_conventions\" >Field naming and storage conventions<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#The_three-layer_contact_path_rule\" >The three-layer contact path rule<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Legal_and_ethical_use\" >Legal and ethical use<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Evidence_and_trust_notes\" >Evidence and trust notes<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-22\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#FAQs\" >FAQs<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#What_should_a_provider_contact_data_dictionary_include\" >What should a provider contact data dictionary include?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-24\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#How_do_ops_teams_compare_two_datasets_with_different_field_names\" >How do ops teams compare two datasets with different field names?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-25\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Whats_the_difference_between_direct_dial_and_line_tested\" >What&#8217;s the difference between direct dial and line tested?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-26\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Which_metrics_should_we_track_for_phone_and_email_fields\" >Which metrics should we track for phone and email fields?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-27\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#How_should_we_handle_opt-outs_and_do-not-contact_flags\" >How should we handle opt-outs and do-not-contact flags?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-28\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#Next_steps\" >Next steps<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-29\" href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/#About_the_Author\" >About the Author<\/a><\/li><\/ul><\/nav><\/div>\r\n<h2><span class=\"ez-toc-section\" id=\"Who_this_is_for\"><\/span>Who this is for<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Buyers and ops teams who need to understand what fields mean before they build routing rules around them. If you&#8217;re mapping provider data into an ATS\/CRM, dialer, or sequencing tool, this is meant to cut down on rework and prevent bad automation decisions.<\/p>\n<ul>\n<li>TA ops and recruiting ops building field mappings and dashboards<\/li>\n<li>Agency ops standardizing outreach workflows across recruiters<\/li>\n<li>Data and RevOps teams integrating provider datasets into internal systems<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Quick_answer\"><\/span>Quick answer<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<dl>\n<dt>Core answer<\/dt>\n<dd>A provider contact data dictionary defines each field, its allowed values, and how recruiters use it to route outreach, enforce suppression, and measure outcomes.<\/dd>\n<dt>Key insight<\/dt>\n<dd>You can&#8217;t validate, suppress, or prioritize outreach if fields don&#8217;t have consistent definitions and timestamps attached to them.<\/dd>\n<dt>Best for<\/dt>\n<dd>Buyers and ops teams who need shared field semantics before building routing logic.<\/dd>\n<\/dl>\n<blockquote>\n<p><strong>Compliance and safety note<\/strong><\/p>\n<p>This is intended for legitimate recruiting outreach only. Respect candidate privacy, opt-out requests, and applicable data laws. Nothing here is medical, legal, or compliance advice.<\/p>\n<\/blockquote>\n<h2><span class=\"ez-toc-section\" id=\"A_simple_framework_field-level_trust\"><\/span>A simple framework: field-level trust<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Every field you operationalize should have four things attached to it: a definition, an intended workflow use, a way to measure it, and a known failure mode. Skip any one of these and the field becomes a source of disagreement instead of a source of decisions.<\/p>\n<ol>\n<li><strong>Define<\/strong> the field in plain language \u2014 what it is and what it is not.<\/li>\n<li><strong>Constrain<\/strong> it with allowed values, formats, and null rules.<\/li>\n<li><strong>Route<\/strong> it into an actual decision: call vs. email, prioritization, suppression, or assignment.<\/li>\n<li><strong>Measure<\/strong> outcomes tied to the field, using denominators you can audit (per 100 dials, per 100 sent emails, per 100 delivered emails).<\/li>\n<li><strong>Correct<\/strong> the definition or the workflow rule based on what the failure modes tell you.<\/li>\n<\/ol>\n<h3><span class=\"ez-toc-section\" id=\"Common_mistakes_teams_make\"><\/span>Common mistakes teams make<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>Mixing &#8220;type&#8221; with &#8220;quality.&#8221;<\/strong> &#8220;Mobile&#8221; is a type; &#8220;line tested&#8221; is a quality signal from a point in time. Conflating them makes reporting misleading.<\/li>\n<li><strong>Assuming a field implies consent.<\/strong> A contact path existing in a dataset isn&#8217;t permission to contact it repeatedly or off-purpose.<\/li>\n<li><strong>Overwriting multi-path contact data.<\/strong> Normalizing every phone into one &#8220;phone&#8221; field destroys your ability to route or QA anything.<\/li>\n<li><strong>Not versioning definitions.<\/strong> If what a field means changes quietly, your dashboards start lying to you without anyone noticing.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Step-by-step_building_the_dictionary_into_your_workflow\"><\/span>Step-by-step: building the dictionary into your workflow<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ol>\n<li>\n<p><strong>Inventory your contact fields and map each to a decision.<\/strong> List every field that affects outreach \u2014 phones, emails, locations, identifiers, specialty, suppression flags, timestamps \u2014 and write down the specific decision each one drives.<\/p>\n<\/li>\n<li>\n<p><strong>Standardize definitions and allowed values.<\/strong> Define format (E.164 for phone, standard constraints for email), allowed values, and null rules. If a field can be multi-valued \u2014 multiple locations, multiple phones \u2014 store it that way instead of overwriting.<\/p>\n<\/li>\n<li>\n<p><strong>Add provenance and freshness metadata.<\/strong> At minimum, store a source category and a last-updated timestamp for each contact path. Freshness is what lets you explain a performance dip without guessing.<\/p>\n<\/li>\n<li>\n<p><strong>Implement suppression as a first-class system.<\/strong> Maintain do-not-contact flags, channel-level opt-outs, timestamps, and reasons. Enforce suppression before any dial or send, across every tool involved \u2014 ATS\/CRM, dialer, email platform.<\/p>\n<\/li>\n<li>\n<p><strong>Instrument outcomes so fields can be QA&#8217;d.<\/strong> Log outcomes with denominators you can audit: phone metrics per 100 dials, email metrics per 100 sent and per 100 delivered, identity metrics per 100 records for match and duplicate rates.<\/p>\n<\/li>\n<li>\n<p><strong>Close the loop weekly.<\/strong> Review the top two or three failure modes \u2014 wrong number, gatekeeper routing, bounces, opt-outs \u2014 and update routing rules, suppression, and field definitions accordingly.<\/p>\n<\/li>\n<\/ol>\n<h3><span class=\"ez-toc-section\" id=\"Jump_to_a_field_group\"><\/span>Jump to a field group<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><a href=\"#identity-fields\">Identity fields (who is this?)<\/a><\/li>\n<li><a href=\"#segmentation-fields\">Segmentation fields (who should work this?)<\/a><\/li>\n<li><a href=\"#phone-fields\">Phone fields (how do we call?)<\/a><\/li>\n<li><a href=\"#email-fields\">Email fields (how do we email?)<\/a><\/li>\n<li><a href=\"#location-fields\">Location fields (where do they practice?)<\/a><\/li>\n<li><a href=\"#suppression-fields\">Suppression and preferences (who should we not contact?)<\/a><\/li>\n<li><a href=\"#provenance-fields\">Provenance and freshness (why trust it today?)<\/a><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Field-level_troubleshooting_table\"><\/span>Field-level troubleshooting table<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Use this to align definitions, workflow usage, and QA measurement across teams.<\/p>\n<div class=\"table-scroll\" style=\"overflow:auto;-webkit-overflow-scrolling:touch;width:100%\">\n<table class=\"separated-content\">\n<thead>\n<tr>\n<th>Field \/ concept<\/th>\n<th>Definition<\/th>\n<th>How recruiters use it<\/th>\n<th>Common failure mode<\/th>\n<th>QA \/ measurement<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td id=\"identity-fields\"><strong>NPI<\/strong><\/td>\n<td>National Provider Identifier \u2014 a unique identifier for covered health care providers in the U.S., used under HIPAA administrative simplification rules.<\/td>\n<td>De-duplicate records; match across systems; anchor identity when names or locations vary.<\/td>\n<td>Individual vs. organization NPIs mixed together; stale practice location attached to the record.<\/td>\n<td>Match rate per 100 records; duplicate rate per 100 records after matching rules.<\/td>\n<\/tr>\n<tr>\n<td><strong>Provider name<\/strong><\/td>\n<td>Structured name fields (first\/last\/suffix) used for matching and personalization.<\/td>\n<td>Personalize outreach; match to internal records.<\/td>\n<td>Nicknames, initials, and suffix mismatches create duplicates.<\/td>\n<td>Duplicate rate per 100 records; manual review queue volume.<\/td>\n<\/tr>\n<tr>\n<td id=\"segmentation-fields\"><strong>Taxonomy<\/strong><\/td>\n<td>Standardized classification describing provider type and specialization.<\/td>\n<td>Route to the right recruiter; tailor messaging; segment reporting by specialty.<\/td>\n<td>Multiple taxonomies per provider; taxonomy too broad for routing.<\/td>\n<td>Segment-level reply rate per 100 delivered emails.<\/td>\n<\/tr>\n<tr>\n<td><strong>Role \/ specialty label (internal)<\/strong><\/td>\n<td>Your internal normalized specialty label mapped from taxonomy and business rules.<\/td>\n<td>Assignment, comp routing, pipeline reporting.<\/td>\n<td>One-to-many mapping causes misroutes, especially for subspecialties.<\/td>\n<td>Reassignment rate per 100 assignments; override frequency.<\/td>\n<\/tr>\n<tr>\n<td id=\"phone-fields\"><strong>Direct dial<\/strong><\/td>\n<td>A phone number intended to reach the provider without going through a switchboard.<\/td>\n<td>Prioritize for first attempts; use for time-sensitive outreach.<\/td>\n<td>Routes to front desk; forwarding changed; number reassigned.<\/td>\n<td>Connect rate per 100 dials; wrong-number disposition rate per 100 dials.<\/td>\n<\/tr>\n<tr>\n<td><strong>Main line<\/strong><\/td>\n<td>A practice or facility number that typically reaches a switchboard or front desk.<\/td>\n<td>Gatekeeper-friendly outreach; confirm best contact path.<\/td>\n<td>High gatekeeper friction; long holds; after-hours routing.<\/td>\n<td>Connect rate per 100 dials; gatekeeper disposition rate per 100 dials.<\/td>\n<\/tr>\n<tr>\n<td><strong>Phone type<\/strong><\/td>\n<td>Enum describing the phone&#8217;s role \u2014 direct dial, main line, scheduling, fax, unknown.<\/td>\n<td>Routing (who to call first) and suppression (never dial fax).<\/td>\n<td>Fax mislabeled as voice; direct dial overwritten by main line.<\/td>\n<td>Disposition mix per 100 dials by phone type.<\/td>\n<\/tr>\n<tr>\n<td><strong>Phone extension<\/strong><\/td>\n<td>Extension required to reach a person or department after dialing a main number.<\/td>\n<td>Reduce wasted dials; improve gatekeeper routing.<\/td>\n<td>Extension missing or outdated.<\/td>\n<td>Connect rate per 100 dials, with vs. without extension.<\/td>\n<\/tr>\n<tr>\n<td><strong>Line tested<\/strong><\/td>\n<td>A phone number checked programmatically for basic callability at a point in time.<\/td>\n<td>Prioritize callable numbers; reduce wasted dials.<\/td>\n<td>Test is stale; callable but reaches the wrong department.<\/td>\n<td>Connect rate per 100 dials segmented by last test date.<\/td>\n<\/tr>\n<tr>\n<td><strong>Phone carrier \/ line class (when available)<\/strong><\/td>\n<td>Carrier or line classification metadata used for routing and QA \u2014 not a guarantee of reachability.<\/td>\n<td>Sequence design and troubleshooting dead-end numbers.<\/td>\n<td>Ported numbers and carrier changes make this stale.<\/td>\n<td>Connect rate per 100 dials by carrier\/line class.<\/td>\n<\/tr>\n<tr>\n<td><strong>Timezone<\/strong><\/td>\n<td>Timezone associated with the practice location, used to schedule outreach windows.<\/td>\n<td>Call-window planning; reduce after-hours attempts.<\/td>\n<td>Provider practices across timezones; timezone inferred from billing address.<\/td>\n<td>Answer rate per 100 connected calls by local time of day.<\/td>\n<\/tr>\n<tr>\n<td><strong>Best call window (operational)<\/strong><\/td>\n<td>An internal field derived from observed outcomes indicating when calls are likeliest to reach a human.<\/td>\n<td>Schedule call blocks; route to recruiters working that window.<\/td>\n<td>Overfitting to small samples; not refreshed as patterns change.<\/td>\n<td>Answer rate per 100 connected calls by call window.<\/td>\n<\/tr>\n<tr>\n<td id=\"email-fields\"><strong>Email address<\/strong><\/td>\n<td>A professional email associated with the provider or their practice context.<\/td>\n<td>Compliant email outreach; nurture when calling is low-yield.<\/td>\n<td>High bounce rate; role-based inbox; spam filtering.<\/td>\n<td>Deliverability rate per 100 sent; bounce rate per 100 sent; reply rate per 100 delivered.<\/td>\n<\/tr>\n<tr>\n<td><strong>Email type<\/strong><\/td>\n<td>Enum describing the email&#8217;s role \u2014 personal professional, practice, role-based, unknown.<\/td>\n<td>Sequence design; routing to admin vs. provider.<\/td>\n<td>Role-based inbox treated like a provider inbox.<\/td>\n<td>Reply rate per 100 delivered by email type.<\/td>\n<\/tr>\n<tr>\n<td><strong>Verification method (email)<\/strong><\/td>\n<td>How you validated the email operationally \u2014 delivered, bounced, confirmed by reply. A workflow field, not a future guarantee.<\/td>\n<td>Prioritize channels that have worked; suppress known bad paths.<\/td>\n<td>Method not stored; &#8220;present&#8221; treated as &#8220;verified.&#8221;<\/td>\n<td>Deliverability rate per 100 sent, segmented by verification method.<\/td>\n<\/tr>\n<tr>\n<td><strong>Last verified<\/strong><\/td>\n<td>Timestamp for when a contact path was last confirmed by an outcome \u2014 a connected call, delivered email, or reply. Distinct from last updated.<\/td>\n<td>Prioritize fresher, outcome-confirmed paths; set refresh rules.<\/td>\n<td>Confused with last updated; timestamp only reflects import date.<\/td>\n<td>Outcome metrics segmented by last-verified buckets.<\/td>\n<\/tr>\n<tr>\n<td><strong>Confidence score (internal)<\/strong><\/td>\n<td>An internal, explainable scoring field used to rank contact paths for routing.<\/td>\n<td>Decide which phone\/email to try first; reduce wasted attempts.<\/td>\n<td>Score treated as &#8220;accuracy&#8221; and never recalibrated as data ages.<\/td>\n<td>Connect\/deliverability outcomes by score band.<\/td>\n<\/tr>\n<tr>\n<td id=\"location-fields\"><strong>Practice location<\/strong><\/td>\n<td>Address or location metadata tied to a practice site \u2014 not necessarily where the provider lives.<\/td>\n<td>Territory assignment; local market prioritization; call-window planning.<\/td>\n<td>Provider works multiple sites; billing-only address used for routing.<\/td>\n<td>Reassignment rate per 100 assignments; &#8220;wrong market&#8221; flags.<\/td>\n<\/tr>\n<tr>\n<td><strong>Multi-location count<\/strong><\/td>\n<td>Count of distinct practice sites tied to the provider record.<\/td>\n<td>Decide whether to run multi-site outreach vs. single-path.<\/td>\n<td>Collapsed locations hide the best contact path.<\/td>\n<td>Connect rate per 100 dials, multi- vs. single-location.<\/td>\n<\/tr>\n<tr>\n<td id=\"suppression-fields\"><strong>Do-not-contact (global)<\/strong><\/td>\n<td>Flag indicating a record should not be contacted through any channel.<\/td>\n<td>Hard suppression across all tools.<\/td>\n<td>Duplicates bypass suppression; flag not synced to dialer\/email tool.<\/td>\n<td>Suppression enforcement rate per 100 attempted dials\/sends.<\/td>\n<\/tr>\n<tr>\n<td><strong>Channel opt-out<\/strong><\/td>\n<td>Channel-specific suppression \u2014 do not email, do not call \u2014 with a timestamp.<\/td>\n<td>Respect preferences; protect deliverability and brand.<\/td>\n<td>Opt-out stored only in notes; not enforced automatically.<\/td>\n<td>Opt-out recurrence rate per 100 contacted records.<\/td>\n<\/tr>\n<tr>\n<td><strong>Suppression reason<\/strong><\/td>\n<td>Enum describing why suppression exists \u2014 requested, bounced, wrong number, policy.<\/td>\n<td>Auditability; faster remediation.<\/td>\n<td>Free-text reasons break reporting.<\/td>\n<td>Reason distribution per 100 suppressed records.<\/td>\n<\/tr>\n<tr>\n<td id=\"provenance-fields\"><strong>Source category<\/strong><\/td>\n<td>High-level label for where a field&#8217;s value came from \u2014 registry, practice site, feedback, outreach.<\/td>\n<td>Trust weighting; debugging when a source starts decaying.<\/td>\n<td>Source missing; mixed sources without traceability.<\/td>\n<td>Outcome metrics segmented by source category.<\/td>\n<\/tr>\n<tr>\n<td><strong>Last updated<\/strong><\/td>\n<td>Timestamp for when the field value was last refreshed or changed in your system.<\/td>\n<td>Prioritize fresher paths; explain performance shifts.<\/td>\n<td>Timestamp reflects import date, not an actual refresh.<\/td>\n<td>Outcome metrics segmented by last-updated buckets.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<p><strong>Canonical metric definitions:<\/strong> Connect Rate = connected calls \/ total dials. Answer Rate = human answers \/ connected calls. Deliverability Rate = delivered emails \/ sent emails. Bounce Rate = bounced emails \/ sent emails. Reply Rate = replies \/ delivered emails.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Weighted_checklist_for_scoring_a_dataset_or_integration\"><\/span>Weighted checklist for scoring a dataset or integration<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Score each item 0\u20132, multiply by weight, and total it. Use the notes column to record what you actually verified rather than what you assumed.<\/p>\n<div class=\"table-scroll\" style=\"overflow:auto;-webkit-overflow-scrolling:touch;width:100%\">\n<table class=\"separated-content\">\n<thead>\n<tr>\n<th>Category<\/th>\n<th>Check<\/th>\n<th>Weight<\/th>\n<th>Score (0\u20132)<\/th>\n<th>Notes<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Definitions<\/td>\n<td>Every contact field has a written definition, allowed values, and null rules.<\/td>\n<td>5<\/td>\n<td><\/td>\n<td><\/td>\n<\/tr>\n<tr>\n<td>Multi-path storage<\/td>\n<td>Phone and location fields support multiple values \u2014 no overwriting direct dial with main line.<\/td>\n<td>5<\/td>\n<td><\/td>\n<td><\/td>\n<\/tr>\n<tr>\n<td>Provenance<\/td>\n<td>Fields include source category and last-updated timestamps.<\/td>\n<td>4<\/td>\n<td><\/td>\n<td><\/td>\n<\/tr>\n<tr>\n<td>Freshness vs. verification<\/td>\n<td>Last updated and last verified are distinct and used in routing rules.<\/td>\n<td>4<\/td>\n<td><\/td>\n<td><\/td>\n<\/tr>\n<tr>\n<td>Phone usability<\/td>\n<td>Phone fields distinguish direct dial vs. main line, plus line-tested status\/date.<\/td>\n<td>5<\/td>\n<td><\/td>\n<td><\/td>\n<\/tr>\n<tr>\n<td>Email usability<\/td>\n<td>Email fields support deliverability QA and suppression.<\/td>\n<td>4<\/td>\n<td><\/td>\n<td><\/td>\n<\/tr>\n<tr>\n<td>Identity<\/td>\n<td>NPI supports de-duplication and matching, with rules for edge cases.<\/td>\n<td>5<\/td>\n<td><\/td>\n<td><\/td>\n<\/tr>\n<tr>\n<td>Segmentation<\/td>\n<td>Taxonomy supports specialty routing, including multi-taxonomy handling.<\/td>\n<td>3<\/td>\n<td><\/td>\n<td><\/td>\n<\/tr>\n<tr>\n<td>Suppression<\/td>\n<td>Global and channel opt-outs are enforced across all outbound systems.<\/td>\n<td>5<\/td>\n<td><\/td>\n<td><\/td>\n<\/tr>\n<tr>\n<td>Feedback loop<\/td>\n<td>Structured dispositions feed back into suppression and routing weekly.<\/td>\n<td>4<\/td>\n<td><\/td>\n<td><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<p>The trade-off is straightforward: richer field semantics \u2014 multi-path phones, timestamps, source categories \u2014 mean more integration work up front, but they cut wasted outreach and make QA defensible instead of anecdotal.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Outreach_templates\"><\/span>Outreach templates<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>These assume professional, compliant recruiting outreach. Keep messages short, easy to decline, and check suppression before sending.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"First-touch_voicemail_direct_dial\"><\/span>First-touch voicemail (direct dial)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>&#8220;Hi Dr. [Last Name], this is [Name] with [Org]. I&#8217;m calling about a [role] opportunity in [market]. If you&#8217;re open to a quick, confidential conversation, call me at [number]. If you&#8217;re not interested, tell me and I&#8217;ll stop.&#8221;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Email_deliverability-first\"><\/span>Email (deliverability-first)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Subject:<\/strong> Quick question \u2014 [specialty] role in [market]<\/p>\n<p>&#8220;Dr. [Last Name] \u2014 I recruit physicians for [Org]. Are you open to a brief call about a [role] position in [market] \u2014 schedule, comp model, call expectations? If yes, what&#8217;s the best time this week. If no, I won&#8217;t follow up.&#8221;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Gatekeeper-friendly_main_line_script\"><\/span>Gatekeeper-friendly main line script<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>&#8220;Hi, I&#8217;m trying to reach Dr. [Last Name] regarding a professional opportunity. What&#8217;s the best way to send a message for review \u2014 email or fax \u2014 and who should I address it to?&#8221;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Ops_feedback_loop_data_correction_and_suppression\"><\/span>Ops feedback loop (data correction and suppression)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>&#8220;We attempted outreach for Dr. [Last Name] and got [wrong number\/bounce\/opt-out]. Please (1) suppress the invalid channel with a reason and timestamp, and (2) confirm the best professional contact path for future outreach.&#8221;<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Common_pitfalls\"><\/span>Common pitfalls<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li><strong>Single-field normalization that destroys routing.<\/strong> Collapse all phones into one field and you lose the ability to prioritize direct dial vs. main line \u2014 and to explain outcomes afterward.<\/li>\n<li><strong>Missing timestamps.<\/strong> Without last updated and last verified, you can&#8217;t tell &#8220;bad data&#8221; apart from &#8220;old data.&#8221;<\/li>\n<li><strong>Suppression not enforced across tools.<\/strong> If opt-outs live only in notes, duplicates keep getting contacted.<\/li>\n<li><strong>Confusing identity with reachability.<\/strong> NPI and taxonomy help match and segment records; they don&#8217;t guarantee you can actually reach the provider.<\/li>\n<li><strong>Mini-case: duplicates bypassing suppression.<\/strong> A common failure is email-only suppression \u2014 Record A is suppressed for an email opt-out, but Record B, same NPI with a different email or phone, still gets dialed. The fix: normalize identity around NPI where applicable, enforce a global do-not-contact flag at the identity level, and apply channel opt-outs across every contact path tied to that identity.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"How_to_improve_results\"><\/span>How to improve results<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"Use_canonical_metric_definitions_so_reporting_is_comparable\"><\/span>Use canonical metric definitions so reporting is comparable<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>Connect rate<\/strong> = connected calls \/ total dials (per 100 dials).<\/li>\n<li><strong>Answer rate<\/strong> = human answers \/ connected calls (per 100 connected calls).<\/li>\n<li><strong>Deliverability rate<\/strong> = delivered emails \/ sent emails (per 100 sent).<\/li>\n<li><strong>Bounce rate<\/strong> = bounced emails \/ sent emails (per 100 sent).<\/li>\n<li><strong>Reply rate<\/strong> = replies \/ delivered emails (per 100 delivered).<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"A_QA_sampling_protocol_that_avoids_invented_numbers\"><\/span>A QA sampling protocol that avoids invented numbers<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ol>\n<li><strong>Pick a cohort.<\/strong> One specialty, one market, one week of outreach.<\/li>\n<li><strong>Sample records.<\/strong> Pull a fixed-size sample you can realistically review weekly, including both phone and email where available.<\/li>\n<li><strong>Log outcomes with structured dispositions.<\/strong> Wrong number, gatekeeper, voicemail, provider answered, bounced, replied, opted out.<\/li>\n<li><strong>Compute metrics with denominators.<\/strong> Per 100 dials and per 100 connected calls for phone; per 100 sent and per 100 delivered for email.<\/li>\n<li><strong>Segment by field values.<\/strong> Compare direct dial vs. main line, recent vs. older line-tested status, email type, last-verified buckets.<\/li>\n<li><strong>Change one rule at a time.<\/strong> Adjust routing order, suppression rules, or freshness thresholds, then re-measure on the next cohort.<\/li>\n<\/ol>\n<h3><span class=\"ez-toc-section\" id=\"Field_naming_and_storage_conventions\"><\/span>Field naming and storage conventions<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>Use enums for types.<\/strong> phone_type = direct_dial | main_line | fax | unknown.<\/li>\n<li><strong>Store multi-values explicitly.<\/strong> Arrays or child tables for phones, emails, and locations \u2014 not a single overwritten field.<\/li>\n<li><strong>Separate timestamps.<\/strong> last_updated (system refresh) is not the same as last_verified (confirmed by outcome).<\/li>\n<li><strong>Keep suppression structured.<\/strong> do_not_contact_global (boolean) plus channel-level opt-out fields with timestamps and reasons.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"The_three-layer_contact_path_rule\"><\/span>The three-layer contact path rule<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>This is a fast fix for field-level credibility problems in recruiting CRMs.<\/p>\n<ul>\n<li><strong>Layer 1: routing number<\/strong> (practice main line) \u2014 for gatekeeper workflows and confirmation.<\/li>\n<li><strong>Layer 2: priority number<\/strong> (direct dial) \u2014 for first attempts when present.<\/li>\n<li><strong>Layer 3: learned best channel<\/strong> (from dispositions) \u2014 the last successful channel and timestamp, e.g. &#8220;provider answered on main line ext 214.&#8221;<\/li>\n<\/ul>\n<p>Store all three and you stop overwriting good paths, and your QA becomes explainable \u2014 you can see which layer actually produced the outcome.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Legal_and_ethical_use\"><\/span>Legal and ethical use<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li><strong>Legitimate recruiting only.<\/strong> Don&#8217;t repurpose contact fields for unrelated marketing.<\/li>\n<li><strong>Respect opt-outs and preferences.<\/strong> Suppress quickly and across all systems.<\/li>\n<li><strong>Minimize data.<\/strong> Store what recruiting operations actually need; avoid collecting sensitive personal details.<\/li>\n<li><strong>Not legal advice.<\/strong> Align your process with applicable laws and your organization&#8217;s own policies.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Evidence_and_trust_notes\"><\/span>Evidence and trust notes<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Definitions are only useful if they&#8217;re measurable and auditable. For how Heartbeat.ai defines and evaluates accuracy and outreach metrics, see the <a href=\"http:\/\/heartbeat.ai\/resources\/trust-methodology\/accuracy-and-metrics-definitions\/\">accuracy and metrics definitions methodology<\/a>.<\/p>\n<p>Primary references for provider identifiers and classifications:<\/p>\n<ul>\n<li><a href=\"https:\/\/npiregistry.cms.hhs.gov\/\">NPI Registry (CMS)<\/a><\/li>\n<li><a href=\"https:\/\/www.cms.gov\/Regulations-and-Guidance\/Administrative-Simplification\/NationalProvIdentStand\">CMS: National Provider Identifier Standard<\/a><\/li>\n<li><a href=\"https:\/\/www.nucc.org\/\">National Uniform Claim Committee (NUCC) taxonomy<\/a><\/li>\n<\/ul>\n<p>Related field explainers:<\/p>\n<ul>\n<li><a href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/what-is-a-direct-dial-number\/\">What is a direct dial number? (recruiting use cases)<\/a><\/li>\n<li><a href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/mobile-vs-voip-how-to-tell\/\">Mobile vs VoIP: how to tell (and why it matters)<\/a><\/li>\n<li><a href=\"http:\/\/heartbeat.ai\/resources\/data-dictionary\/prescriptive-authority-data-for-recruiters\/\">Prescriptive authority data for recruiters (field definitions)<\/a><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"FAQs\"><\/span>FAQs<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"What_should_a_provider_contact_data_dictionary_include\"><\/span>What should a provider contact data dictionary include?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Field name, definition, allowed values\/format, null rules, provenance (source category), freshness (last updated), intended workflow use, and a QA metric tied to outcomes.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_do_ops_teams_compare_two_datasets_with_different_field_names\"><\/span>How do ops teams compare two datasets with different field names?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Map both to shared concepts \u2014 identity, segmentation, phone, email, location, suppression, provenance \u2014 then compare using the same denominators: per 100 dials, per 100 sent emails, and per 100 delivered emails.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Whats_the_difference_between_direct_dial_and_line_tested\"><\/span>What&#8217;s the difference between direct dial and line tested?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Direct dial describes intended routing \u2014 reaching the provider without going through a switchboard. Line tested describes callability at a point in time. You can have one without the other.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Which_metrics_should_we_track_for_phone_and_email_fields\"><\/span>Which metrics should we track for phone and email fields?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>For phone: connect rate and answer rate. For email: deliverability rate, bounce rate, and reply rate.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_should_we_handle_opt-outs_and_do-not-contact_flags\"><\/span>How should we handle opt-outs and do-not-contact flags?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Store them as structured fields with timestamps and reasons, and enforce them across every outbound tool. Free-text notes are not a substitute.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Next_steps\"><\/span>Next steps<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li><strong>Operationalize the directory:<\/strong> pick your top 20 fields and copy these definitions into your internal schema docs.<\/li>\n<li><strong>Instrument QA:<\/strong> make sure your dialer and email platform export the denominators needed for the canonical metrics.<\/li>\n<li><strong>Go deeper on key phone fields:<\/strong> start with <a href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/what-is-a-direct-dial-number\/\">direct dial<\/a> and <a href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/mobile-vs-voip-how-to-tell\/\">mobile vs VoIP<\/a>.<\/li>\n<li><strong>Implement in your workflow:<\/strong> <a href=\"https:\/\/heartbeat.ai\/signup\">create a Heartbeat.ai account<\/a> to map fields into a recruiting workflow with suppression and QA built in.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"About_the_Author\"><\/span><b>About the Author<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><a href=\"http:\/\/heartbeat.ai\/resources\/author\/ben-argeband\"><span style=\"font-weight: 400;\">Ben Argeband<\/span><\/a><span style=\"font-weight: 400;\"> is the Founder and CEO of Swordfish.ai and Heartbeat.ai. With deep expertise in data and SaaS, he has built two platforms used by sales and recruitment professionals. Ben&#8217;s focus is helping teams find direct contact information for hard-to-reach professionals and decision-makers. Connect with Ben on <\/span><a href=\"https:\/\/www.linkedin.com\/in\/ben-m-argeband-2427a8a3\/\"><span style=\"font-weight: 400;\">LinkedIn<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><br \/>\n<script type=\"application\/ld+json\">{\"@context\":\"https:\/\/schema.org\",\"@type\":\"Article\",\"about\":[\"provider contact data fields\",\"data dictionary\",\"direct dial\",\"line tested\",\"NPI\",\"taxonomy\"],\"author\":{\"@type\":\"Person\",\"jobTitle\":\"Founder & CEO of Heartbeat.ai\",\"name\":\"Ben Argeband\"},\"headline\":\"Provider contact data fields: definitions and how recruiters use each field\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/heartbeat.ai\/resources\/data-dictionary\/\",\"@type\":\"WebPage\"},\"publisher\":{\"@type\":\"Organization\",\"name\":\"Heartbeat.ai\"}}<\/script><\/p>\n<p><script type=\"application\/ld+json\">{\"@context\":\"https:\/\/schema.org\",\"@type\":\"FAQPage\",\"mainEntity\":[{\"@type\":\"Question\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"Field name, definition, allowed values\/format, null rules, provenance (source category), freshness (last updated), intended workflow use, and a QA metric tied to outcomes.\"},\"name\":\"What should a provider contact data dictionary include?\"},{\"@type\":\"Question\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"Map both to shared concepts (identity, segmentation, phone, email, location, suppression, provenance). 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