Where the Data Comes From
Healthcare contact data degrades faster than almost any other B2B segment. Accurate sourcing is the foundation. Our database draws from 120+ verified channels — never from a single aggregator feed.
Licensing & Credentialing Databases
State medical licensing boards, state nursing boards, dental board registrations, pharmacy licensure, and allied health credentialing agencies — covering active license status and primary practice location for clinical professionals.
Hospital Credentialing & CMS Records
Hospital medical staff credentialing records, CMS National Plan and Provider Enumeration System (NPPES/NPI registry), CMS provider enrollment databases, JCAHO and DNV accreditation records, and CMS-certified facility lists.
Professional Associations & Societies
Member directories from AMA, ANA, ADA, APTA, ASHP, HIMSS, AdvaMed, BIO, AAMC, and 80+ specialty societies and professional associations — providing direct membership-level contact verification and specialty credentialing confirmation.
Corporate & Organizational Directories
Health system and hospital organizational directories, pharma and biotech company directories, DSO and dental group corporate records, CRO and clinical research organizational registrations, and life sciences company employer records — for non-clinical and executive roles.
Direct & Web Validation
Practice and facility websites, LinkedIn professional profiles, conference and event participation records, published research author affiliations, and direct institutional contact validation — used as secondary verification for records where primary source data requires confirmation.
International & Regional Sources
For global coverage, we source from equivalent regulatory and professional directories in Canada, the UK, EU member states, Australia, and key markets across APAC, EMEA, and LATAM — enabling geographically targeted campaigns outside the United States.
The Verification Process
Sourcing data is step one. Keeping it accurate requires a structured verification cycle that runs continuously — not just before delivery.
Cross-Source Matching
Each contact record is matched across multiple primary sources before entry. A physician contact, for example, is cross-referenced against NPI registry, state medical board, and hospital credentialing records — three independent data points confirming the same contact identity, specialty, and practice location before the record is added to the database.
Monthly Refresh Cycle
The entire database is refreshed against primary sources on a monthly cycle. License status changes, practice relocations, hospital credentialing updates, and organizational role changes are captured and applied. Records that no longer verify across primary sources are flagged for investigation or removal — not retained as stale data.
60-Day Cycle for High-Turnover Segments
Healthcare executive and C-suite contacts, field-based pharmaceutical commercial contacts (MSLs, KAMs, sales directors), and IT leadership roles are re-verified on a 60-day accelerated cycle. These segments experience materially higher role-turnover than clinical professional segments, and the tighter verification window reduces the time between a contact change and a database update.
Pre-Delivery Validation
Every list built for customer delivery undergoes a final validation pass — email deliverability testing, duplicate removal, format normalization, and field completeness audit — before the file is sent. This pre-delivery pass is what allows us to guarantee 99% deliverability from the first send, not as a projected average but as the condition of the delivered file.
Hard-Bounce Monitoring & Replacement
Hard bounces reported by customers after campaign deployment are fed back into the verification pipeline. Each reported bounce triggers a source re-check, and verified replacements are provided 1:1 at no additional cost. Bounce feedback data is also used to identify patterns in specific segments or geographies where the underlying source data may need an accelerated re-verification pass.
What Each Contact Record Includes
Standard fields are included with every delivery. Optional enrichment fields can be added based on campaign requirements.
Standard Fields (Every Delivery)
- Professional email address (verified)
- Direct dial phone number
- Organization / practice phone number
- First name, last name
- Professional title / role
- Organization / practice name
- Mailing address (street, city, state, ZIP)
- LinkedIn profile URL
Optional Enrichment Fields
- NPI number (for US clinical providers)
- Medical / dental / pharmacy specialty
- Board certification status
- Hospital / health system affiliation
- Practice ownership type (independent, group, employed)
- EHR platform (where available)
- Years in practice
- Company size / bed count / revenue range
- Gender
- DEA registration number (physicians)
Compliance Framework
Healthcare contact data is collected, maintained, and delivered under a compliance framework that addresses US, EU, and international privacy and email marketing requirements.
CAN-SPAM Act (US)
All email contact data is maintained with CAN-SPAM-compliant suppression controls. Unsubscribe requests received by customers are forwarded to our suppression database and processed within the required timeframe. Opt-out records are maintained and applied against future deliveries.
GDPR (European Union)
European contact data is maintained under GDPR data processing requirements. Legitimate interest is the primary legal basis for B2B contact data for professional outreach to healthcare professionals in their professional capacity. Subject access requests and deletion requests are processed on receipt.
CCPA / CPRA (California)
California-resident contacts are maintained with CCPA/CPRA-compliant controls. The right-to-know, right-to-delete, and opt-out-of-sale rights applicable to California residents under the CCPA are honored. Business contact information (professional email and title) held for B2B marketing purposes is handled under the applicable CCPA B2B exemption where it applies.
HIPAA Scope Clarification
MedicalProspects provides professional B2B contact data for healthcare professionals — not patient health information or medical records. Our contact database does not constitute protected health information (PHI) under HIPAA. The lists are used by marketing and sales teams to contact healthcare professionals in their professional capacity, not for accessing patient care systems or PHI-covered activities.
Delivery Format & Turnaround
Lists are custom-built to your targeting criteria and delivered within 24–48 hours of order confirmation — in formats that import directly into your outreach platform without reformatting.
CSV
Universal format for any outreach platform, CRM, or email service provider. Fields are labeled to Salesforce and HubSpot standard naming conventions.
Excel (.xlsx)
Formatted spreadsheet with column headers, data validation, and optional filter views pre-applied for immediate internal review and distribution.
API
For teams with technical workflows — structured JSON or XML delivery with field-mapped output for direct CRM or outbound platform ingestion.
Questions About Our Data?
Our team can walk through the specific sourcing, verification, and delivery process for the audience segment you need — before you place an order.
Talk to Our Data Team