SurveyVitals can only send surveys requests to patients who have been delivered to us with accurate and valid contact information. This means that clean patient data files–those containing little to no errors–are essential to getting quality feedback from your patients. 

The SurveyVitals solution allows you to view the status of each data file uploaded. To view these metrics and any associated error messages, visit the Upload & Status Page. Find a summary of each error message below.  

Patient Contact Information Errors 

Patient must have a phone number or email
Recipient email and phone fields are both blank. 

Patient phone number is empty
Recipient phone number field is blank.

Both e-mail and phone are already in the database
Recipient email and phone number have already been surveyed within the last 60 days. Learn about SurveyVitals survey blackout period

Patient Email is already in database
Recipient email has been surveyed within the last 60 days.  Learn about the survey blackout period

Patient phone is already in the database
Recipient phone number has been surveyed within the last 60 days.  Learn about the survey blackout period

Patient phone is already in database and patient email address is invalid
Recipient phone number is currently in progress or has been surveyed within the last 60 days. Recipient email address is invalid. 

Patient Email is already in database and patient phone number is invalid
Recipient email address is currently in progress or has been surveyed within the last 60 days. Recipient phone number is invalid. 

Guarantor email is already in the database
Guarantor email address has been surveyed within the last 60 days. Learn about the survey blackout period

Guarantor phone is already in the database
Guarantor phone number has been surveyed within the last 60 days. Learn about the survey blackout period

Other Patient Information 

Missing date of visit
Recipient missing date of visit.  Recipients must have a date of visit listed or they are ineligible to receive a survey. 

Missing patient date of birth
Recipient missing data of birth.

Patient birth date occurs in the future
Recipient date of birth occurs in the future. This error message serves as a safeguard against data errors. 

Patient visit date occurs in the future
Recipient date of visit occurs in the future. This error message serves as a safeguard against data errors. 

Location or Division Information 

Location not authorized for participation
Uploaded location not authorized for participation.  Please visit the Location Mapping page to update. 

Missing location code
Recipient missing location code.  Location of patient encounter not present within data file. 

The file must have location codes
Data file missing a column header for location codes.  This must be mapped in the data profile and can be updated on the 'Data Mapping' page. 

Provider Information

No provider NPI provided
No NPI (national provider identification) number provided. 

Provider NPI for (clinician name) not found
The uploaded NPI does match the NPI associated with the clinician in the SurveyVitals system.

Provider NPI  for (clinician name) is inactive
The Provider NPI for the associated clinician is disabled in the SurveyVitals system. 

Provider NPI for (clinician name) not valid specialty
Applicable to some SurveyVitals surveys that utilize specialty classification to administer surveys (APSQ2). If the provider's specialty is not an approved specialty for the corresponding survey, this error message will appear. 

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