* indicates required field
The standard researcher record layout is a fixed-width file that is 965 characters in length.
This record length can be extended to a total length of 1316 characters if the researcher wishes to submit additional data that falls outside of the scope covered by the first 965 characters.
Every record in the file should be of equal length.
The records in the file should contain the fields listed in the table below in the positions that have been specified.
With the exception of Patient ID Number, which is required, if the value for a particular field is unknown it can be left blank; however, the spacing structure must be retained.
Researchers should use Match*Pro to validate and edit their study file before uploading to the VPR for IMS review.
Field Name | Start | Length | Notes | Valid Codes |
---|---|---|---|---|
Patient ID Number | 1 | 20 | A unique identifier for the patient. | |
Prefix | 21 | 10 | The prefix for the patient's name (e.g. Mrs, Dr, Sgt, 2Lt, Rev) should only contain letters, numbers, periods, and spaces. Consecutive spaces and consecutive punctuation are not allowed. The prefix must begin with a letter or number. | |
First Name | 31 | 40 | Names should only contain letters, spaces, periods, hyphens, and apostrophes. Consecutive spaces and consecutive punctuation are not allowed. The name must begin with a letter. | |
Middle Name | 71 | 40 | Names should only contain letters, spaces, periods, hyphens, and apostrophes. Consecutive spaces and consecutive punctuation are not allowed. The name must begin with a letter. | |
Last Name | 111 | 40 | Names should only contain letters, spaces, periods, hyphens, and apostrophes. Consecutive spaces and consecutive punctuation are not allowed. The name must begin with a letter. | |
Maiden Name | 151 | 40 | Names should only contain letters, spaces, periods, hyphens, and apostrophes. Consecutive spaces and consecutive punctuation are not allowed. The name must begin with a letter. | |
Previous Last Name 1 | 191 | 40 | Names should only contain letters, spaces, periods, hyphens, and apostrophes. Consecutive spaces and consecutive punctuation are not allowed. The name must begin with a letter. | |
Previous Last Name 2 | 231 | 40 | Names should only contain letters, spaces, periods, hyphens, and apostrophes. Consecutive spaces and consecutive punctuation are not allowed. The name must begin with a letter. | |
Suffix | 271 | 10 | The suffix for the patient's name (e.g. Sr, III, PhD) should only contain letters, numbers, periods, and spaces. Consecutive spaces and consecutive punctuation are not allowed. The suffix must begin with a letter or number. | |
Social Security Number | 281 | 9 | Social Security Numbers should be 4 digits (last 4) or 9 digits (preferred). | |
Date of Birth | 290 | 8 | Dates should be in the YYYYMMDD format (i.e. a 4-digit year, followed by a 2-digit month, followed by a 2-digit day) with no delimiters. If the year is blank, the month and day should also be blank. If the month is blank the day should also be blank. Single-digit months and days should have a leading zero. | |
Date of Death | 298 | 8 | Dates should be in the YYYYMMDD format (i.e. a 4-digit year, followed by a 2-digit month, followed by a 2-digit day) with no delimiters. If the year is blank, the month and day should also be blank. If the month is blank the day should also be blank. Single-digit months and days should have a leading zero. | |
Vital Status | 306 | 1 | Vital Status should be blank or a 1-digit number. 0=Deceased, 1=Alive | |
Sex | 307 | 1 | Sex should be blank or a 1-digit number. | Valid Codes for Sex |
Race | 308 | 3 | Race should be blank or a 3-character value. | Valid Codes for Race |
Telephone Number 1 | 311 | 10 | Telephone numbers should be 10 digits and conform to North American Numbering Plan (NANP) standards. The 1st and 4th digits cannot be a '0' or '1'. | |
Telephone Number 2 | 321 | 10 | Telephone numbers should be 10 digits and conform to North American Numbering Plan (NANP) standards. The 1st and 4th digits cannot be a '0' or '1'. | |
Telephone Number 3 | 331 | 10 | Telephone numbers should be 10 digits and conform to North American Numbering Plan (NANP) standards. The 1st and 4th digits cannot be a '0' or '1'. | |
Telephone Number 4 | 341 | 10 | Telephone numbers should be 10 digits and conform to North American Numbering Plan (NANP) standards. The 1st and 4th digits cannot be a '0' or '1'. | |
Telephone Number 5 | 351 | 10 | Telephone numbers should be 10 digits and conform to North American Numbering Plan (NANP) standards. The 1st and 4th digits cannot be a '0' or '1'. | |
Address 1 - Street | 361 | 60 | Street addresses should only contain letters, numbers, spaces, periods, forward slashes, hyphens, apostrophes, and pound signs. Consecutive spaces and consecutive punctuation are not allowed. | |
Address 1 - City | 421 | 50 | Cities should only contain letters, spaces, periods, hyphens, and apostrophes. Consecutive spaces and consecutive punctuation are not allowed. The city must begin with a letter. | |
Address 1 - State | 471 | 2 | The state, province, or territory should be a valid U.S. or Canadian two-letter postal abbreviation. | Valid Abbreviations |
Address 1 - Postal Code | 473 | 9 | U.S. postal codes should be 5 or 9 digits. Canadian postal codes should be 6 characters long and alternate between letters and numbers. The letters D, F, I, O, Q, and U cannot be used and the first letter cannot be W or Z. The postal code must be valid for the state or province. | Valid Postal Codes |
Address 2 - Street | 482 | 60 | Street addresses should only contain letters, numbers, spaces, periods, forward slashes, hyphens, apostrophes, and pound signs. Consecutive spaces and consecutive punctuation are not allowed. | |
Address 2 - City | 542 | 50 | Cities should only contain letters, spaces, periods, hyphens, and apostrophes. Consecutive spaces and consecutive punctuation are not allowed. The city must begin with a letter. | |
Address 2 - State | 592 | 2 | The state, province, or territory should be a valid U.S. or Canadian two-letter postal abbreviation. | Valid Abbreviations |
Address 2 - Postal Code | 594 | 9 | U.S. postal codes should be 5 or 9 digits. Canadian postal codes should be 6 characters long and alternate between letters and numbers. The letters D, F, I, O, Q, and U cannot be used and the first letter cannot be W or Z. The postal code must be valid for the state or province. | Valid Postal Codes |
Address 3 - Street | 603 | 60 | Street addresses should only contain letters, numbers, spaces, periods, forward slashes, hyphens, apostrophes, and pound signs. Consecutive spaces and consecutive punctuation are not allowed. | |
Address 3 - City | 663 | 50 | Cities should only contain letters, spaces, periods, hyphens, and apostrophes. Consecutive spaces and consecutive punctuation are not allowed. The city must begin with a letter. | |
Address 3 - State | 713 | 2 | The state, province, or territory should be a valid U.S. or Canadian two-letter postal abbreviation. | Valid Abbreviations |
Address 3 - Postal Code | 715 | 9 | U.S. postal codes should be 5 or 9 digits. Canadian postal codes should be 6 characters long and alternate between letters and numbers. The letters D, F, I, O, Q, and U cannot be used and the first letter cannot be W or Z. The postal code must be valid for the state or province. | Valid Postal Codes |
Address 4 - Street | 724 | 60 | Street addresses should only contain letters, numbers, spaces, periods, forward slashes, hyphens, apostrophes, and pound signs. Consecutive spaces and consecutive punctuation are not allowed. | |
Address 4 - City | 784 | 50 | Cities should only contain letters, spaces, periods, hyphens, and apostrophes. Consecutive spaces and consecutive punctuation are not allowed. The city must begin with a letter. | |
Address 4 - State | 834 | 2 | The state, province, or territory should be a valid U.S. or Canadian two-letter postal abbreviation. | Valid Abbreviations |
Address 4 - Postal Code | 836 | 9 | U.S. postal codes should be 5 or 9 digits. Canadian postal codes should be 6 characters long and alternate between letters and numbers. The letters D, F, I, O, Q, and U cannot be used and the first letter cannot be W or Z. The postal code must be valid for the state or province. | Valid Postal Codes |
Address 5 - Street | 845 | 60 | Street addresses should only contain letters, numbers, spaces, periods, forward slashes, hyphens, apostrophes, and pound signs. Consecutive spaces and consecutive punctuation are not allowed. | |
Address 5 - City | 905 | 50 | Cities should only contain letters, spaces, periods, hyphens, and apostrophes. Consecutive spaces and consecutive punctuation are not allowed. The city must begin with a letter. | |
Address 5 - State | 955 | 2 | The state, province, or territory should be a valid U.S. or Canadian two-letter postal abbreviation. | Valid Abbreviations |
Address 5 - Postal Code | 957 | 9 | U.S. postal codes should be 5 or 9 digits. Canadian postal codes should be 6 characters long and alternate between letters and numbers. The letters D, F, I, O, Q, and U cannot be used and the first letter cannot be W or Z. The postal code must be valid for the state or province. | Valid Postal Codes |
Custom 10-Character Field 1 | 966 | 10 | A custom field where you can place an additional value that is up to 10 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 10-Character Field 2 | 976 | 10 | A custom field where you can place an additional value that is up to 10 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 10-Character Field 3 | 986 | 10 | A custom field where you can place an additional value that is up to 10 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 10-Character Field 4 | 996 | 10 | A custom field where you can place an additional value that is up to 10 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 10-Character Field 5 | 1006 | 10 | A custom field where you can place an additional value that is up to 10 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 10-Character Field 6 | 1016 | 10 | A custom field where you can place an additional value that is up to 10 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 10-Character Field 7 | 1026 | 10 | A custom field where you can place an additional value that is up to 10 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 10-Character Field 8 | 1036 | 10 | A custom field where you can place an additional value that is up to 10 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 10-Character Field 9 | 1046 | 10 | A custom field where you can place an additional value that is up to 10 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 10-Character Field 10 | 1056 | 10 | A custom field where you can place an additional value that is up to 10 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 20-Character Field 1 | 1066 | 20 | A custom field where you can place an additional value that is up to 20 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 20-Character Field 2 | 1086 | 20 | A custom field where you can place an additional value that is up to 20 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 20-Character Field 3 | 1106 | 20 | A custom field where you can place an additional value that is up to 20 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 20-Character Field 4 | 1126 | 20 | A custom field where you can place an additional value that is up to 20 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 20-Character Field 5 | 1146 | 20 | A custom field where you can place an additional value that is up to 20 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 50-Character Field 1 | 1166 | 50 | A custom field where you can place an additional value that is up to 50 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 50-Character Field 2 | 1216 | 50 | A custom field where you can place an additional value that is up to 50 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). | |
Custom 50-Character Field 3 | 1266 | 50 | A custom field where you can place an additional value that is up to 50 characters in length. Do not place names, telephone numbers, or addresses into this space. If you have more than 2 previous last names, 5 telephone numbers, or 5 addresses they should be discarded. Please provide documentation as to what each field actually represents (e.g. favorite color, zodiac sign, etc.). |