Importance of Accurate Data Entry in NC-TOPPS

The Alliance Health (Alliance) NC-TOPPS Team has noticed an increase in incorrect consumer record numbers and other data entry errors that appear to be the result of typographical mistakes, transposed numbers, or the entry of inaccurate information. These errors lead to invalid data in NC-TOPPS and can impact data quality, reporting, and system integrity.

We ask that all provider agencies implement internal processes to help ensure staff are entering accurate information into NC-TOPPS. We also encourage agencies to reinforce the importance of careful data entry and verification prior to submission.

Some common errors include:

Incorrect Name Entry:

Please use the individual’s legal first name and surname according to NC-TOPPS naming conventions.

Examples:

• Josephine Gordon-Lloyd should be entered as J GOR
• Robert “Bob” Busch should be entered as R BUS (not B BUS)

Incorrect Consumer Record Number (CRN)

• Consumer Record Numbers are assigned by the Tailored Plan, not the provider agency.
• For Alliance members, the CRN can be found in the Alliance Claims System (ACS).
• If you are unable to locate the CRN, please contact us at nctopps@alliancehealthplan.org and we can provide it.
• Record numbers with fewer than six digits must be entered with leading zeros. For example, 6725 should be entered as 006725.

CNDS Number

• The Common Name Data Service (CNDS) Number is a unique master client identifier that links a client’s records across NC health and social service programs.
• This number can be found in both NC Tracks and in ACS.
• For individuals with Medicaid, the Medicaid ID number is the same as the CNDS number.
• If you are unable to locate the CNDS number, you can email nctopps@alliancehealthplan.org and we will provide it.

Date of Birth (DOB)

• Enter the date using a two-digit month, two-digit day, and four-digit year format (MM/DD/YYYY).
• Example: 02/28/1942
• The DOB must match the information recorded in ACS.

Gender:

• The Individual’s gender must match the information recorded in ACS.

Thank you for your attention to this matter and for your continued efforts to ensure the accuracy and quality of NC-TOPPS data. Accurate data entry helps support reliable reporting and improves the overall effectiveness of the system.

If you have any questions, please contact us at nctopps@alliancehealthplan.org.