{"id":54309,"date":"2026-02-01T12:58:03","date_gmt":"2026-02-01T18:58:03","guid":{"rendered":"https:\/\/heartbeat.ai\/healthcare\/bulk-physician-lookup\/"},"modified":"2026-02-27T13:34:28","modified_gmt":"2026-02-27T19:34:28","slug":"bulk-physician-lookup","status":"publish","type":"post","link":"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/","title":{"rendered":"Bulk Physician Lookup (CSV + API): Columns, Matching, Validation, Output"},"content":{"rendered":"<p><img decoding=\"async\" loading=\"false\" class=\"aligncenter\" src=\"http:\/\/hc.heartbeat.ai\/wp-content\/webp-express\/webp-images\/uploads\/2026\/02\/bulk-physician-lookup-58b90638.png.webp\" alt=\"54308\" \/><\/p>\n<h1>Bulk physician lookup: CSV + API workflow that avoids wrong matches<\/h1>\n<p><strong>Ben Argeband, Founder &amp; CEO of Heartbeat.ai<\/strong> \u2014 Practical: exactly what columns to use + what to do when it fails.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_65 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\" >What&rsquo;s 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\/provider-contact-data\/bulk-physician-lookup\/#Who_this_is_for\" title=\"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\/provider-contact-data\/bulk-physician-lookup\/#Quick_Answer\" title=\"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\/provider-contact-data\/bulk-physician-lookup\/#Framework_The_Bulk_Lookup_Standard_Clean_Inputs_%E2%86%92_Match_Keys_%E2%86%92_Validate_%E2%86%92_Output\" title=\"Framework: The Bulk Lookup Standard: Clean Inputs \u2192 Match Keys \u2192 Validate \u2192 Output\">Framework: The Bulk Lookup Standard: Clean Inputs \u2192 Match Keys \u2192 Validate \u2192 Output<\/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\/provider-contact-data\/bulk-physician-lookup\/#Clean_Inputs_make_the_file_predictable\" title=\"Clean Inputs (make the file predictable)\">Clean Inputs (make the file predictable)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Match_Keys_use_deterministic_identifiers_first\" title=\"Match Keys (use deterministic identifiers first)\">Match Keys (use deterministic identifiers first)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Validate_protect_your_time_and_your_brand\" title=\"Validate (protect your time and your brand)\">Validate (protect your time and your brand)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Output_make_it_usable_downstream\" title=\"Output (make it usable downstream)\">Output (make it usable downstream)<\/a><\/li><\/ul><\/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\/provider-contact-data\/bulk-physician-lookup\/#Step-by-step_method\" title=\"Step-by-step method\">Step-by-step method<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Step_1_Set_your_acceptance_policy_before_you_run_anything\" title=\"Step 1: Set your acceptance policy before you run anything\">Step 1: Set your acceptance policy before you run anything<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Step_2_Minimum_viable_columns_MVP_for_bulk_lookup\" title=\"Step 2: Minimum viable columns (MVP) for bulk lookup\">Step 2: Minimum viable columns (MVP) for bulk lookup<\/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\/provider-contact-data\/bulk-physician-lookup\/#Step_3_Build_your_CSV_using_the_copypaste_header_CSV_TEMPLATE\" title=\"Step 3: Build your CSV using the copy\/paste header (CSV_TEMPLATE)\">Step 3: Build your CSV using the copy\/paste header (CSV_TEMPLATE)<\/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\/provider-contact-data\/bulk-physician-lookup\/#Step_4_Run_the_bulk_lookup_CSV_upload_or_API\" title=\"Step 4: Run the bulk lookup (CSV upload or API)\">Step 4: Run the bulk lookup (CSV upload or API)<\/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\/provider-contact-data\/bulk-physician-lookup\/#Step_5_Field_mapping_CSVAPI_parity_you_can_hand_to_ops\" title=\"Step 5: Field mapping (CSV\/API parity) you can hand to ops\">Step 5: Field mapping (CSV\/API parity) you can hand to ops<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Step_6_Recommended_export_column_names_LLM-_and_ATS-friendly\" title=\"Step 6: Recommended export column names (LLM- and ATS-friendly)\">Step 6: Recommended export column names (LLM- and ATS-friendly)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Step_7_Require_these_output_fields_dont_accept_%E2%80%9Cjust_a_phoneemail%E2%80%9D\" title=\"Step 7: Require these output fields (don\u2019t accept \u201cjust a phone\/email\u201d)\">Step 7: Require these output fields (don\u2019t accept \u201cjust a phone\/email\u201d)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Step_8_Spot-check_before_you_send_or_dial\" title=\"Step 8: Spot-check before you send or dial\">Step 8: Spot-check before you send or dial<\/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\/provider-contact-data\/bulk-physician-lookup\/#Step_9_Review_queue_SOP_MediumLow_tiers\" title=\"Step 9: Review queue SOP (Medium\/Low tiers)\">Step 9: Review queue SOP (Medium\/Low tiers)<\/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\/provider-contact-data\/bulk-physician-lookup\/#Step_10_Export_in_the_format_your_systems_ingest\" title=\"Step 10: Export in the format your systems ingest\">Step 10: Export in the format your systems ingest<\/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\/provider-contact-data\/bulk-physician-lookup\/#Step_11_Common_use_cases_where_bulk_lookup_pays_off\" title=\"Step 11: Common use cases (where bulk lookup pays off)\">Step 11: Common use cases (where bulk lookup pays off)<\/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\/provider-contact-data\/bulk-physician-lookup\/#Diagnostic_Table\" title=\"Diagnostic Table:\">Diagnostic Table:<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Common_import_errors_quick_table\" title=\"Common import errors (quick table)\">Common import errors (quick table)<\/a><\/li><\/ul><\/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\/provider-contact-data\/bulk-physician-lookup\/#Weighted_Checklist\" title=\"Weighted Checklist:\">Weighted Checklist:<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Outreach_Templates\" title=\"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-24\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Email_template_initial\" title=\"Email template (initial)\">Email template (initial)<\/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\/provider-contact-data\/bulk-physician-lookup\/#Gatekeeperoffice_line_call_opener\" title=\"Gatekeeper\/office line call opener\">Gatekeeper\/office line call opener<\/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\/provider-contact-data\/bulk-physician-lookup\/#SMS_template_only_where_compliant\" title=\"SMS template (only where compliant)\">SMS template (only where compliant)<\/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\/provider-contact-data\/bulk-physician-lookup\/#Wrong-person_correction_when_a_match_was_off\" title=\"Wrong-person correction (when a match was off)\">Wrong-person correction (when a match was off)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-28\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Voicemail_template\" title=\"Voicemail template\">Voicemail template<\/a><\/li><\/ul><\/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\/provider-contact-data\/bulk-physician-lookup\/#Common_pitfalls\" title=\"Common pitfalls\">Common pitfalls<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-30\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#1_Treating_names_as_identifiers\" title=\"1) Treating names as identifiers\">1) Treating names as identifiers<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-31\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#2_Dropping_recency_fields_during_import\" title=\"2) Dropping recency fields during import\">2) Dropping recency fields during import<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-32\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#3_No_suppression_layer_for_opt-out\" title=\"3) No suppression layer for opt-out\">3) No suppression layer for opt-out<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-33\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#4_Mixing_notes_into_identifier_columns\" title=\"4) Mixing notes into identifier columns\">4) Mixing notes into identifier columns<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-34\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#5_Auto-accepting_fallback_matches\" title=\"5) Auto-accepting fallback matches\">5) Auto-accepting fallback matches<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-35\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Mini-case_the_%E2%80%9CInvalid_NPI%E2%80%9D_error_thats_really_a_spreadsheet_export_problem\" title=\"Mini-case: the \u201cInvalid NPI\u201d error that\u2019s really a spreadsheet export problem\">Mini-case: the \u201cInvalid NPI\u201d error that\u2019s really a spreadsheet export problem<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-36\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#How_to_improve_results\" title=\"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-37\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Improve_match_quality_without_slowing_down_the_team\" title=\"Improve match quality without slowing down the team\">Improve match quality without slowing down the team<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-38\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Dedupe_suppression_merge_so_you_dont_re-contact_the_same_person\" title=\"Dedupe + suppression merge (so you don\u2019t re-contact the same person)\">Dedupe + suppression merge (so you don\u2019t re-contact the same person)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-39\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Measurement_instructions_required\" title=\"Measurement instructions (required)\">Measurement instructions (required)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-40\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Workflow_fit_inside_Heartbeatai\" title=\"Workflow fit inside Heartbeat.ai\">Workflow fit inside Heartbeat.ai<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-41\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Legal_and_ethical_use\" title=\"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-42\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Evidence_and_trust_notes\" title=\"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-43\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#FAQs\" title=\"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-44\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#What_columns_should_I_include_for_bulk_physician_lookup\" title=\"What columns should I include for bulk physician lookup?\">What columns should I include for bulk physician lookup?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-45\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Why_do_wrong_matches_happen_in_bulk\" title=\"Why do wrong matches happen in bulk?\">Why do wrong matches happen in bulk?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-46\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#How_should_I_handle_opt-out_in_a_bulk_workflow\" title=\"How should I handle opt-out in a bulk workflow?\">How should I handle opt-out in a bulk workflow?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-47\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Should_I_use_CSV_upload_or_the_API\" title=\"Should I use CSV upload or the API?\">Should I use CSV upload or the API?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-48\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#How_do_I_keep_results_fresh_over_time\" title=\"How do I keep results fresh over time?\">How do I keep results fresh over time?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-49\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#Next_steps\" title=\"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-50\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/#About_the_Author\" title=\"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>This is for recruiters and ops teams who already have a spreadsheet (or ATS export) and need contact data in bulk fast, without turning your outreach into a cleanup project.<\/p>\n<p>You\u2019ll get: a minimum-column standard, a copy\/paste CSV header, an acceptance policy for match confidence, and a measurement loop that ties bulk output quality to outreach results.<\/p>\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>Run bulk physician lookup with NPI or state license identifiers, validate match confidence and recency, then export contacts with opt-out suppression for outreach.<\/dd>\n<dt>Key Insight<\/dt>\n<dd>Bulk quality depends on identifiers more than names; weak inputs create wrong matches and wasted recruiter cycles.<\/dd>\n<dt>Best For<\/dt>\n<dd>Recruiters\/ops with spreadsheets needing contact data in bulk fast.<\/dd>\n<\/dl>\n<blockquote>\n<p><strong>Compliance &amp; Safety<\/strong><\/p>\n<p>This method is for legitimate recruiting outreach only. Always respect candidate privacy, opt-out requests, and local data laws. Heartbeat does not provide medical advice or legal counsel.<\/p>\n<\/blockquote>\n<p><strong>What \u201cgood output\u201d looks like:<\/strong> match_confidence + match_reason, email\/phone with recency dates, and an opt-out flag you can enforce before any send or dial.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Framework_The_Bulk_Lookup_Standard_Clean_Inputs_%E2%86%92_Match_Keys_%E2%86%92_Validate_%E2%86%92_Output\"><\/span>Framework: The Bulk Lookup Standard: Clean Inputs \u2192 Match Keys \u2192 Validate \u2192 Output<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"Clean_Inputs_make_the_file_predictable\"><\/span>Clean Inputs (make the file predictable)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li>One provider per row.<\/li>\n<li>One value per cell (no combined identifiers).<\/li>\n<li>Keep identifiers \u201cclean\u201d (no notes like \u201cold\u201d or \u201cmaybe\u201d).<\/li>\n<li>Include a stable merge key from your system (so you can write results back).<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Match_Keys_use_deterministic_identifiers_first\"><\/span>Match Keys (use deterministic identifiers first)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>In bulk, names collide. Your match quality is driven by identifiers:<\/p>\n<ul>\n<li><strong>NPI<\/strong> (best when present)<\/li>\n<li><strong>license matching<\/strong> (license_state + license_number)<\/li>\n<li>Name + geography + organization (fallback only, and should not auto-accept)<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Validate_protect_your_time_and_your_brand\"><\/span>Validate (protect your time and your brand)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Match confidence definition:<\/strong> a score or label indicating how likely the returned record corresponds to your input provider, based on the strength and agreement of identifiers (for example, exact NPI match is stronger than name-only).<\/p>\n<p><strong>Recency definition:<\/strong> how recently a contact point (email\/phone) was observed, verified, or refreshed. Recency matters because contact data decays and routing changes.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Output_make_it_usable_downstream\"><\/span>Output (make it usable downstream)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Output should be outreach-ready and system-ready: normalized columns, match confidence, recency fields, and suppression flags for <strong>opt-out<\/strong> and internal do-not-contact rules.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Step-by-step_method\"><\/span>Step-by-step method<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"Step_1_Set_your_acceptance_policy_before_you_run_anything\"><\/span>Step 1: Set your acceptance policy before you run anything<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Decide what you will auto-accept versus what must go to review. This prevents \u201csilent failure\u201d where you fill rows but degrade outreach performance.<\/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>Tier<\/th>\n<th>Auto-accept?<\/th>\n<th>Typical match_reason<\/th>\n<th>What you do next<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>High<\/td>\n<td>Yes<\/td>\n<td>Exact NPI match<\/td>\n<td>Export to ATS\/CRM + outreach lists (still enforce opt-out)<\/td>\n<\/tr>\n<tr>\n<td>Medium<\/td>\n<td>Conditional<\/td>\n<td>Exact license match (license_state + license_number)<\/td>\n<td>Spot-check a small sample; then export if identity alignment holds<\/td>\n<\/tr>\n<tr>\n<td>Low<\/td>\n<td>No<\/td>\n<td>Name + state\/city\/organization<\/td>\n<td>Route to manual review; do not automate outreach<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<p>The trade-off is\u2026 if you loosen matching to fill more rows, you increase wrong-person risk and the downstream cleanup load.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Step_2_Minimum_viable_columns_MVP_for_bulk_lookup\"><\/span>Step 2: Minimum viable columns (MVP) for bulk lookup<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>If you only remember one thing: bulk lookup works when you can uniquely identify the provider and merge results back.<\/p>\n<ul>\n<li><strong>Required:<\/strong> source_system_id<\/li>\n<li><strong>Required (one of):<\/strong> npi <em>or<\/em> (license_state + license_number)<\/li>\n<li><strong>Recommended:<\/strong> first_name, last_name, state, organization (for validation and disambiguation)<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Step_3_Build_your_CSV_using_the_copypaste_header_CSV_TEMPLATE\"><\/span>Step 3: Build your CSV using the copy\/paste header (CSV_TEMPLATE)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Use this header exactly. It keeps identifiers separate so matching stays deterministic and your import mapping stays stable.<\/p>\n<p><strong>Copy\/paste CSV header:<\/strong><\/p>\n<p>npi,first_name,last_name,license_state,license_number,specialty,city,state,organization,source_system_id<\/p>\n<ul>\n<li><strong>npi<\/strong>: 10-digit NPI (store as text; no spaces).<\/li>\n<li><strong>license_state<\/strong>: two-letter state code.<\/li>\n<li><strong>license_number<\/strong>: exactly as issued (don\u2019t add extra prefixes unless they\u2019re part of the number).<\/li>\n<li><strong>source_system_id<\/strong>: your internal ID for clean merges.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Step_4_Run_the_bulk_lookup_CSV_upload_or_API\"><\/span>Step 4: Run the bulk lookup (CSV upload or API)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>CSV upload:<\/strong> best for one-off lists and ops teams. Use <a href=\"https:\/\/heartbeat.ai\/upload-file\">upload file<\/a> and map columns once.<\/li>\n<li><strong>API:<\/strong> best for recurring enrichment pipelines. Use the <a href=\"https:\/\/heartbeat.ai\/api\">Heartbeat.ai API<\/a> and store match_confidence + recency in your system of record.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Step_5_Field_mapping_CSVAPI_parity_you_can_hand_to_ops\"><\/span>Step 5: Field mapping (CSV\/API parity) you can hand to ops<span class=\"ez-toc-section-end\"><\/span><\/h3>\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>Input field<\/th>\n<th>Used for<\/th>\n<th>Output fields you should store<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>source_system_id<\/td>\n<td>Merge key back to ATS\/CRM<\/td>\n<td>source_system_id (unchanged)<\/td>\n<\/tr>\n<tr>\n<td>npi<\/td>\n<td>Deterministic identity match<\/td>\n<td>match_confidence, match_reason, normalized identity fields<\/td>\n<\/tr>\n<tr>\n<td>license_state + license_number<\/td>\n<td>Deterministic identity match when NPI missing<\/td>\n<td>match_confidence, match_reason, normalized license fields<\/td>\n<\/tr>\n<tr>\n<td>first_name + last_name<\/td>\n<td>Validation and disambiguation<\/td>\n<td>normalized name fields, match_reason details<\/td>\n<\/tr>\n<tr>\n<td>state\/city\/organization<\/td>\n<td>Disambiguation for common names<\/td>\n<td>identity alignment fields for review queues<\/td>\n<\/tr>\n<tr>\n<td>(none)<\/td>\n<td>Contact enrichment output<\/td>\n<td>email, email_recency_date, mobile_phone, phone_recency_date, opt_out<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<h3><span class=\"ez-toc-section\" id=\"Step_6_Recommended_export_column_names_LLM-_and_ATS-friendly\"><\/span>Step 6: Recommended export column names (LLM- and ATS-friendly)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Keep these column names stable across CSV and API outputs so your downstream imports and reporting don\u2019t break.<\/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>Recommended column names<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Merge<\/td>\n<td>source_system_id<\/td>\n<\/tr>\n<tr>\n<td>Identity<\/td>\n<td>npi, first_name, last_name, specialty, organization, city, state<\/td>\n<\/tr>\n<tr>\n<td>Licensing<\/td>\n<td>license_state, license_number<\/td>\n<\/tr>\n<tr>\n<td>Match<\/td>\n<td>match_confidence, match_reason<\/td>\n<\/tr>\n<tr>\n<td>Contact<\/td>\n<td>email, mobile_phone<\/td>\n<\/tr>\n<tr>\n<td>Recency<\/td>\n<td>email_recency_date, phone_recency_date<\/td>\n<\/tr>\n<tr>\n<td>Suppression<\/td>\n<td>opt_out<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<h3><span class=\"ez-toc-section\" id=\"Step_7_Require_these_output_fields_dont_accept_%E2%80%9Cjust_a_phoneemail%E2%80%9D\"><\/span>Step 7: Require these output fields (don\u2019t accept \u201cjust a phone\/email\u201d)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>match_confidence<\/strong> (High\/Medium\/Low or equivalent)<\/li>\n<li><strong>match_reason<\/strong> (e.g., exact NPI, license match, name+state)<\/li>\n<li><strong>email<\/strong> and <strong>email_recency_date<\/strong><\/li>\n<li><strong>mobile_phone<\/strong> (if available) and <strong>phone_recency_date<\/strong><\/li>\n<li><strong>opt_out<\/strong> (boolean) plus suppression reason if available<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Step_8_Spot-check_before_you_send_or_dial\"><\/span>Step 8: Spot-check before you send or dial<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Bulk lookup is a production step. Outreach readiness requires validation and suppression enforcement.<\/p>\n<ul>\n<li>Sample across tiers (High\/Medium\/Low) and include some rows from each tier.<\/li>\n<li>Verify identity alignment (name, state, organization) on the sampled rows.<\/li>\n<li>Confirm opt-out handling is working (suppressed contacts do not appear in outreach lists).<\/li>\n<li>Keep your input file versioned so you can trace changes to a specific run.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Step_9_Review_queue_SOP_MediumLow_tiers\"><\/span>Step 9: Review queue SOP (Medium\/Low tiers)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>When match_confidence is not High, route rows to a review queue with a consistent checklist so recruiters don\u2019t improvise.<\/p>\n<ul>\n<li><strong>Identity alignment:<\/strong> confirm name + state + organization align with your input row.<\/li>\n<li><strong>Match reason:<\/strong> prefer license matching over name-only; downgrade anything that looks like a collision.<\/li>\n<li><strong>Recency:<\/strong> prioritize fresher contact points first; flag older records for cautious outreach.<\/li>\n<li><strong>Suppression:<\/strong> if opt_out is true, suppress immediately and do not export to outreach tools.<\/li>\n<li><strong>Write-back:<\/strong> store the reviewer decision (accept\/reject) alongside source_system_id for auditability.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Step_10_Export_in_the_format_your_systems_ingest\"><\/span>Step 10: Export in the format your systems ingest<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Most teams lose time after enrichment by reformatting for ATS\/CRM\/dialers. Keep your column names stable and use a known structure like the <a href=\"http:\/\/heartbeat.ai\/resources\/integrations-automation\/csv-import-template-physician-contacts\/\">CSV import template for physician contacts<\/a>.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Step_11_Common_use_cases_where_bulk_lookup_pays_off\"><\/span>Step 11: Common use cases (where bulk lookup pays off)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>ATS export cleanup:<\/strong> ATS provider list \u2192 bulk lookup \u2192 write back match_confidence, recency, and contact fields.<\/li>\n<li><strong>Conference\/association leads:<\/strong> attendee spreadsheet \u2192 add NPI\/license fields where possible \u2192 bulk lookup \u2192 segment by confidence before outreach.<\/li>\n<li><strong>Locums pipeline refresh:<\/strong> stale CRM list \u2192 bulk lookup with recency fields \u2192 prioritize fresher contacts first.<\/li>\n<li><strong>Multi-site outreach:<\/strong> facility roster by site \u2192 bulk lookup \u2192 dedupe by NPI and enforce opt-out suppression globally.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Diagnostic_Table\"><\/span>Diagnostic Table:<span class=\"ez-toc-section-end\"><\/span><\/h2>\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>Symptom<\/th>\n<th>Likely cause<\/th>\n<th>Fast test<\/th>\n<th>Fix<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Too many \u201cno match\u201d rows<\/td>\n<td>Missing NPI\/license fields; names only<\/td>\n<td>Count rows with blank npi AND blank license_number<\/td>\n<td>Backfill NPI from your source system; add license_state + license_number where possible<\/td>\n<\/tr>\n<tr>\n<td>Matches look close but wrong person<\/td>\n<td>Fallback matching used for common names<\/td>\n<td>Filter to match_reason = name+state and review a small sample<\/td>\n<td>Do not auto-accept Low tier; require NPI or license matching for automation<\/td>\n<\/tr>\n<tr>\n<td>Emails bounce after import<\/td>\n<td>Old records; formatting issues; domain policy changes<\/td>\n<td>Review email_recency_date distribution; validate email format<\/td>\n<td>Segment by recency; keep recency fields in ATS\/CRM; suppress known bad addresses internally<\/td>\n<\/tr>\n<tr>\n<td>Dialer connect is low<\/td>\n<td>Office main lines; stale numbers; wrong phone type<\/td>\n<td>Sample-call a small set of numbers across tiers<\/td>\n<td>Prioritize mobile where compliant; keep phone_recency_date; segment by match_confidence<\/td>\n<\/tr>\n<tr>\n<td>Duplicates in output<\/td>\n<td>Multiple input rows per provider; inconsistent IDs<\/td>\n<td>Group by npi or source_system_id and count &gt; 1<\/td>\n<td>Deduplicate upstream; enforce one row per provider; keep source_system_id stable<\/td>\n<\/tr>\n<tr>\n<td>Import fails on upload<\/td>\n<td>Header mismatch; hidden characters; wrong delimiter<\/td>\n<td>Open in plain text and confirm commas + exact header<\/td>\n<td>Use the copy\/paste header; export as UTF-8 CSV; remove extra commas in fields<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<h3><span class=\"ez-toc-section\" id=\"Common_import_errors_quick_table\"><\/span>Common import errors (quick table)<span class=\"ez-toc-section-end\"><\/span><\/h3>\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>Error<\/th>\n<th>What it usually means<\/th>\n<th>What to do<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>\u201cMissing required column\u201d<\/td>\n<td>Header spelling\/case differs from expected<\/td>\n<td>Paste the exact header line; don\u2019t rename columns midstream<\/td>\n<\/tr>\n<tr>\n<td>\u201cInvalid NPI\u201d<\/td>\n<td>NPI stored as a number (formatting changed) or scientific notation<\/td>\n<td>Format the NPI column as text and re-export as CSV<\/td>\n<\/tr>\n<tr>\n<td>\u201cToo many columns\u201d<\/td>\n<td>Commas inside fields (like organization names) not quoted<\/td>\n<td>Quote fields containing commas or remove commas from those cells<\/td>\n<\/tr>\n<tr>\n<td>\u201cEncoding error\u201d<\/td>\n<td>Non-UTF-8 characters from copy\/paste<\/td>\n<td>Re-export as UTF-8 CSV; avoid smart quotes<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<h2><span class=\"ez-toc-section\" id=\"Weighted_Checklist\"><\/span>Weighted Checklist:<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Use this to decide whether a file is safe to run as \u201cauto-accept\u201d or should go to a review queue. Score each item and use the routing rule below to decide auto-accept vs review.<\/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>Item<\/th>\n<th>Weight<\/th>\n<th>Pass criteria<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>NPI present<\/td>\n<td>+5<\/td>\n<td>Most rows have a 10-digit NPI stored as text<\/td>\n<\/tr>\n<tr>\n<td>License matching fields present<\/td>\n<td>+4<\/td>\n<td>license_state + license_number populated where NPI is missing<\/td>\n<\/tr>\n<tr>\n<td>Stable merge key<\/td>\n<td>+4<\/td>\n<td>source_system_id populated for every row<\/td>\n<\/tr>\n<tr>\n<td>Names normalized<\/td>\n<td>+2<\/td>\n<td>first_name\/last_name separated; no credentials in last_name<\/td>\n<\/tr>\n<tr>\n<td>Geography included<\/td>\n<td>+2<\/td>\n<td>state present; city present when available<\/td>\n<\/tr>\n<tr>\n<td>Recency fields required in export<\/td>\n<td>+3<\/td>\n<td>email_recency_date and phone_recency_date included<\/td>\n<\/tr>\n<tr>\n<td>Suppression handling<\/td>\n<td>+5<\/td>\n<td>opt_out respected; suppressed contacts excluded from outreach lists<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<p><strong>Routing rule:<\/strong> If you\u2019re missing both NPI and license matching for a meaningful share of rows, do not automate outreach from that export. Route those rows to review first.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Outreach_Templates\"><\/span>Outreach Templates:<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Templates below are designed for recruiting outreach with clear opt-out handling. Customize to your workflow and always honor opt-out requests.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Email_template_initial\"><\/span>Email template (initial)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Subject:<\/strong> Quick question about your next role<\/p>\n<p><strong>Body:<\/strong><\/p>\n<p>Hi Dr. {{LastName}},<\/p>\n<p>I\u2019m reaching out because we\u2019re hiring for {{Role\/Specialty}} in {{State\/City}} and your background looks aligned. Are you open to a brief call this week?<\/p>\n<p>If you\u2019d rather not receive messages like this, reply \u201copt out\u201d and I\u2019ll remove you.<\/p>\n<p>\u2014 {{YourName}}<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Gatekeeperoffice_line_call_opener\"><\/span>Gatekeeper\/office line call opener<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Hi \u2014 this is {{YourName}}. I\u2019m trying to reach Dr. {{LastName}} about a recruiting opportunity. What\u2019s the best way to get a message to them, or a better number to reach them directly?<\/p>\n<p>If they prefer not to be contacted, I\u2019m happy to note an opt-out.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"SMS_template_only_where_compliant\"><\/span>SMS template (only where compliant)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Hi Dr. {{LastName}} \u2014 this is {{YourName}} (recruiting). Are you open to hearing about a {{Role}} opportunity in {{Location}}? Reply STOP to opt out.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Wrong-person_correction_when_a_match_was_off\"><\/span>Wrong-person correction (when a match was off)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Apologies \u2014 I may have reached the wrong {{LastName}}. I\u2019ll remove this contact from my outreach. If you\u2019d like, reply \u201copt out\u201d and I\u2019ll ensure you\u2019re suppressed going forward.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Voicemail_template\"><\/span>Voicemail template<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Hi Dr. {{LastName}}, this is {{YourName}} calling about a {{Role}} opportunity in {{Location}}. If you\u2019re open to a quick conversation, call me back at {{Number}}. If not, tell me and I\u2019ll close the loop.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Common_pitfalls\"><\/span>Common pitfalls<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"1_Treating_names_as_identifiers\"><\/span>1) Treating names as identifiers<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>In bulk, \u201cJohn Smith\u201d is not an identifier. If you don\u2019t have NPI or license fields, assume collisions and build a review step.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"2_Dropping_recency_fields_during_import\"><\/span>2) Dropping recency fields during import<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Teams enrich, then strip recency when importing into the ATS\/CRM. That removes your ability to segment outreach by freshness and troubleshoot bounces\/connect issues later.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"3_No_suppression_layer_for_opt-out\"><\/span>3) No suppression layer for opt-out<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>If your bulk export doesn\u2019t carry an <strong>opt-out<\/strong> flag (or you don\u2019t enforce it), you\u2019ll eventually message someone who already asked you to stop. Treat suppression as a hard gate.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"4_Mixing_notes_into_identifier_columns\"><\/span>4) Mixing notes into identifier columns<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Putting \u201c1234567890 (old)\u201d in the NPI cell breaks matching and creates avoidable no-match rows. Keep identifiers clean and store notes in a separate column.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"5_Auto-accepting_fallback_matches\"><\/span>5) Auto-accepting fallback matches<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Name+state matches can be useful for research, but they should not be used for automated outreach. This requires manual verification.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Mini-case_the_%E2%80%9CInvalid_NPI%E2%80%9D_error_thats_really_a_spreadsheet_export_problem\"><\/span>Mini-case: the \u201cInvalid NPI\u201d error that\u2019s really a spreadsheet export problem<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>We see this constantly: an ops team exports a CSV and the NPI column gets converted into scientific notation. The upload then flags \u201cInvalid NPI,\u201d or worse, you get mismatches because the identifier changed. Fix: set the NPI column to text before export, then re-export as a UTF-8 CSV and re-run the file.<\/p>\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=\"Improve_match_quality_without_slowing_down_the_team\"><\/span>Improve match quality without slowing down the team<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>Backfill NPI first:<\/strong> if your source system has NPI in notes, extract it into a dedicated npi column.<\/li>\n<li><strong>Add license matching fields:<\/strong> license_state + license_number is your next best deterministic key when NPI is missing.<\/li>\n<li><strong>Keep organization when you have it:<\/strong> it\u2019s a strong disambiguator for common names.<\/li>\n<li><strong>Store match_confidence and match_reason:<\/strong> so you can route work and audit outcomes later.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Dedupe_suppression_merge_so_you_dont_re-contact_the_same_person\"><\/span>Dedupe + suppression merge (so you don\u2019t re-contact the same person)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>Dedupe order:<\/strong> dedupe by npi first; if npi is missing, dedupe by (license_state + license_number).<\/li>\n<li><strong>Merge order:<\/strong> merge enrichment results back using source_system_id, then apply opt-out suppression before any send\/dial export.<\/li>\n<li><strong>Audit:<\/strong> keep a run timestamp and the input filename so you can trace changes.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Measurement_instructions_required\"><\/span>Measurement instructions (required)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Measure this by\u2026 running a weekly scorecard segmented by match_confidence tier and recency bucket, then tying those segments to outreach outcomes.<\/p>\n<ul>\n<li><strong>Deliverability Rate<\/strong> = delivered emails \/ sent emails (per 100 sent emails).<\/li>\n<li><strong>Bounce Rate<\/strong> = bounced emails \/ sent emails (per 100 sent emails).<\/li>\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>Reply Rate<\/strong> = replies \/ delivered emails (per 100 delivered emails).<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Workflow_fit_inside_Heartbeatai\"><\/span>Workflow fit inside Heartbeat.ai<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li>For spreadsheets: run bulk via <a href=\"https:\/\/heartbeat.ai\/upload-file\">upload file<\/a> and keep your header stable.<\/li>\n<li>For recurring pipelines: implement via the <a href=\"https:\/\/heartbeat.ai\/api\">API<\/a> and write results back to your ATS\/CRM.<\/li>\n<li>For enrichment strategy and validation concepts: see <a href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/physician-contact-enrichment\/\">physician contact enrichment<\/a>.<\/li>\n<\/ul>\n<p>For high-volume calling workflows, Heartbeat.ai supports <strong>ranked mobile numbers by answer probability<\/strong> so your team starts with the most connectable attempts first.<\/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<p>Use bulk lookup for legitimate recruiting outreach with a clear purpose and respectful contact practices.<\/p>\n<ul>\n<li><strong>Consent:<\/strong> follow your organization\u2019s policies and applicable laws for email, phone, and SMS outreach.<\/li>\n<li><strong>Opt-out:<\/strong> maintain a suppression list and enforce it on every export\/import cycle.<\/li>\n<li><strong>Data minimization:<\/strong> store only what you need for recruiting workflow; don\u2019t retain unnecessary personal data.<\/li>\n<li><strong>No legal advice:<\/strong> if you\u2019re unsure about jurisdictional rules, ask counsel. Heartbeat does not provide legal counsel.<\/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>For how we evaluate sources, data handling, and update practices, see our <a href=\"http:\/\/heartbeat.ai\/resources\/trust-methodology\/\">trust methodology<\/a>.<\/p>\n<p>For provider identity baselines and NPI reference, see the official registry: <a href=\"https:\/\/nppes.cms.hhs.gov\/\">NPPES (CMS) NPI Registry<\/a>. This is an identity baseline, not a contact directory.<\/p>\n<p>If you want a ready-to-import structure to reduce mapping errors, use the <a href=\"http:\/\/heartbeat.ai\/resources\/integrations-automation\/csv-import-template-physician-contacts\/\">CSV import template for physician contacts<\/a>.<\/p>\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_columns_should_I_include_for_bulk_physician_lookup\"><\/span>What columns should I include for bulk physician lookup?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>At minimum include source_system_id plus either NPI or (license_state + license_number). Add name, state, and organization to validate identity and resolve collisions.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Why_do_wrong_matches_happen_in_bulk\"><\/span>Why do wrong matches happen in bulk?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Wrong matches usually come from fallback matching (name + geography) and common-name collisions. Set an acceptance policy: auto-accept exact NPI, review license matches, and manually verify name-only matches.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_should_I_handle_opt-out_in_a_bulk_workflow\"><\/span>How should I handle opt-out in a bulk workflow?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Carry an opt-out flag through export\/import and enforce suppression before any outreach. Treat suppression as a hard gate, not a note for recruiters to remember.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Should_I_use_CSV_upload_or_the_API\"><\/span>Should I use CSV upload or the API?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Use CSV upload for one-off lists and quick ops runs. Use the API for recurring enrichment (new leads weekly, ATS stage changes, or automated refresh cycles).<\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_do_I_keep_results_fresh_over_time\"><\/span>How do I keep results fresh over time?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Store recency fields and refresh active pipelines on a schedule that matches your outreach cadence. Segment outreach by recency so older records don\u2019t drag down deliverability and connect rates.<\/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>Prepare your file using the header above, then run it via <a href=\"https:\/\/heartbeat.ai\/upload-file\">bulk CSV upload<\/a>.<\/li>\n<li>Keep your imports consistent with the <a href=\"http:\/\/heartbeat.ai\/resources\/integrations-automation\/csv-import-template-physician-contacts\/\">CSV import template for physician contacts<\/a>.<\/li>\n<li>If you need automation, implement the pipeline with the <a href=\"https:\/\/heartbeat.ai\/api\">Heartbeat.ai API<\/a>.<\/li>\n<li>When you\u2019re ready to run production volume, <a href=\"https:\/\/heartbeat.ai\/signup\">start free search &amp; preview data<\/a>.<\/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 successful platforms trusted by over 50,000 sales and recruitment professionals. Ben&#8217;s mission is to help teams find direct contact information for hard-to-reach professionals and decision-makers, providing the shortest route to their next win. 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><\/p>\n<p><script type=\"application\/ld+json\">{\"@context\":\"https:\/\/schema.org\",\"@type\":\"Article\",\"about\":[\"bulk physician lookup\",\"CSV\",\"NPI\",\"license matching\",\"recency\",\"opt-out\"],\"author\":{\"@type\":\"Person\",\"jobTitle\":\"Founder & CEO of Heartbeat.ai\",\"name\":\"Ben Argeband\"},\"headline\":\"Bulk Physician Lookup (CSV + API): Columns, Matching, Validation, Output\",\"isAccessibleForFree\":true,\"mainEntityOfPage\":{\"@id\":\"https:\/\/heartbeat.ai\/resources\/provider-contact-data\/bulk-physician-lookup\/\",\"@type\":\"WebPage\"},\"publisher\":{\"@type\":\"Organization\",\"name\":\"Heartbeat.ai\"}}<\/script><br \/>\n<script type=\"application\/ld+json\">{\"@context\":\"https:\/\/schema.org\",\"@type\":\"FAQPage\",\"mainEntity\":[{\"@type\":\"Question\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"At minimum include source_system_id plus either NPI or (license_state + license_number). 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Includes copy\/paste CSV header, field mapping, review SOP, failure modes, and templates.<\/p>","protected":false},"author":5,"featured_media":54308,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_yoast_wpseo_focuskw":"bulk physician lookup","_yoast_wpseo_title":"Bulk Physician Lookup (CSV + API) \u2014 Columns, Matching, Validation","_yoast_wpseo_metadesc":"Run bulk physician lookup via CSV upload or API. 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