Collection and transmission of address, health insurance, and consent data to TadHealth is an important and necessary step for ensuring that your organization can submit claims for eligible behavioral health and wellness services. The following information acts as a supplement to the TadHealth Insurance CSV Specifications.
DATA SHARING PROCESS
TadHealth can receive address, insurance, consent and guardian data in the form of a single comma-separated values (CSV) file, which will be transmitted via SFTP. A secure SFTP connection will be configured by TadHealth and credentials will be shared directly with your identified data contact(s) in a secure manner for this purpose.
The data file must contain identifiers and address information. It can also contain any combination of insurance, consent, or guardian data provided that the required fields for each respective data type are present.
FILE FORMATTING GUIDANCE
When configuring a CSV file for transmission to TadHealth, please use the following settings as a guide for file formatting in order to avoid processing issues:
Export File Name: insurance.csv
Line Delimiter: CR/LF
Field Delimiter: Comma
Character Set: UTF-8
Include Column Headers: Yes
Surround “field values” in Quotes: Yes
Additional Formatting Considerations:
• File name can contain additional descriptors to denote the contents (ex: insurance_guardians.csv) or export date (ex: insurance_2026_02_06.csv), but must begin with ‘insurance’ and should contain only letters, numbers and underscores.
• Headers should match the ‘Field Name’ values identified in the Insurance Data Dictionary exactly.
• Data related to each student should be entered into a single row, containing the student’s unique identifier: statestudentid. If duplicate statestudentid values are detected, only the last row listed in the file will be processed.
• If commas are present in field data, the field must be enclosed in quotes to avoid accidental row shifting. This is common in address fields, but can happen in any field where data was entered manually during collection.
IDENTIFIER / ADDRESS FIELDS
Student identifier and address information is required for any insurance.csv import. In instances where insurance and consent is transmitted to TadHealth from any source, this information is also necessary to complete the student profile.
The following fields are always required unless otherwise specified:
• statestudentid
• firstname
• lastname
• dob
• address1
• city
• state
• zip
The following fields are optional, but recommended if available/applicable:
• middlename
• address2
• unknownaddress
• homeless
• homephone
• cellphone
• nophone
INSURANCE DATA FIELDS
If your organization collects insurance information, you may include it in the file to apply insurance data to student records.
The following fields are required for insurance collection:
• insuranceenrollmentstartdate
• insurancecarriercode
• policymemberid
• groupnumber
• subscriberfirstname
• subscriberlastname
The following fields are optional, but recommended if available/applicable:
• insurancecarriercodetext
• insuranceprimacyindicator
• subscribermiddlename
CONSENT DATA FIELD
If your organization collects active consent in any form, this can be indicated in the export.
The following field is required for consent collection:
• consent_to_bill
GUARDIAN DATA FIELDS
If your organization does not collect insurance and consent, or wishes to use TadHealth Verify for supplemental insurance and consent collection, it will be important to share contact information for at least one guardian.
In this context, a guardian is the person from whom health insurance and consent can be collected.
The following fields are required for guardian data collection:
• guardian1uniqueid
• guardian1firstname
• guardian1lastname
• guardian1email
The following fields are optional, but recommended if available/applicable:
• guardian1phone1
• guardian1phone2
• guardian2uniqueid
• guardian2firstname
• guardian2lastname
• guardian2email
• guardian2phone1
• guardian2phone2
FIELD FORMATTING CONSIDERATIONS FOR DATA GATHERING
When gathering data, it is important to understand the formatting necessary for transmission of data outside of your systems.
The following are some considerations to review when establishing your data collection practices.
statestudentid | This is the primary identifier which will link data to the student record created by the Student Data integration. It will be a 10-digit number. |
unknownaddress homeless | Provide if applicable. When this value is ‘y’ to indicate a reason for no address information. If not applicable, the value can be ‘n’ or the field can be left blank. |
nophone | Provide if applicable. When this value is 'y' to indicate a reason for no phone information. If not applicable, the value can be ‘n’ or the field can be left blank. |
dob insuranceenrollmentstartdate | Avoid nonstandard date formats or formatting which includes time. Acceptable formats are: yyyy-mm-dd or mm/dd/yyyy |
policymemberid | This is the primary insurance policy number. It should be present for all collected insurance records. |
groupnumber | Only some insurance plans will provide this value. It should be collected and transmitted if applicable. Otherwise, the field can be left blank. |
homephone cellphone guardian1phone1 guardian1phone2 guardian2phone1 guardian2phone2 | Include only numbers (10-digit), removing any spaces or special characters such as parentheses or dashes. |
insuranceenrollmentstartdate | If this date was not collected, you may choose to enter the student’s school enrollment date. |
insuranceprimacyindicator | This header can be included, but does not require a value. |
insurancecarriercode | There is a set list of codes which are accepted for this value. When collecting insurance, it is recommended to use a drop-down list containing the Choice Option Code and/or Choice Option Name values. |
insurancecarriercodetext | Though not required, allowing entry of insurance carrier text can be useful if the insurance does not match one of the carrier codes. If possible, it is recommended to allow text entry if the ‘insurancecarriercode’ selected is OTH (Other). |
subscriberfirstname subscriberlastname | Names should be collected in separate fields for first and last. If a subscriber name was not collected, you may choose to use the values from guardian1firstname and guardian1lastname, respectively. |
guardian1uniqueid guardian2uniqueid | These should be unique identifiers attached to the guardian contact’s record in your system. If the values are not unique there is risk of attaching guardians to student records for which they may not apply. |
consent_to_bill | Set this value to True (t) if consent has been collected and False (f) only if consent has been explicitly denied. Leave the value blank if unknown as a value of (f) will remove any gathered consent at time of import. |