Check My List

Check your list before you reach out

Drop a sheet in. We check it against the master panel, the do-not-contact list and every team's leads — then save the safe leads to the shared database as we go.

Panel matchDo-not-contactTeam duplicatesEmail check

STEP 1

Upload your sheetExcel or CSV with Email, Name and Country.

STEP 2

We check itAgainst the panel, exclusions and other teams.

STEP 3

Review the resultsSafe, removed, flagged and held — with % of your sheet.

STEP 4

Saved automaticallySafe leads go into the team database while checking.

Upload your reach-out sheet

Excel (.xlsx) or CSV. Works with a single Name column, or separate First/Last Name columns. A Country column is required.

Accepted countries

USAUKGermanyFranceItalySpainAustraliaChinaJapanSingaporeCanadaDenmarkNetherlandsPolandSwedenHong KongTaiwan

Rows with no country, or any other country, are not checked — they go to the "Held" list in your results. Safe leads are added to the team database automatically while the check runs, so keep this window open until it finishes.

A Name column is required. Sheets without one can't be checked, and rows with a blank name are held back and never added to the team database. Always upload Email + Name (or First/Last Name) together.

PubMed

Clean your PubMed extract

Remove people from non-clinical departments and duplicates, so only real clinicians stay on your list.

Affiliation scanDepartment rulesDuplicate removal

STEP 1

Upload your extractOne or more PubMed files, combined and de-duplicated.

STEP 2

Confirm the columnsPick the Affiliation column and run the scan.

STEP 3

Download the clean listOnly clinical people, ready for reach-out.

Correct your PubMed Extract

PubMed-style exports often include people whose listed affiliation is a non-clinical department (e.g. Mathematics, Biostatistics) that got swept up by the search. Upload the extract, confirm the Affiliation column, and this flags anyone whose affiliation text matches your exclusion list — clean it here before it goes into an outreach list.

You can select multiple files at once, or use this button again later to add more extracts — they'll be combined and deduped together before the affiliation scan runs.

For best results when combining files, name your columns:
Affiliation · Email · First Name + Last Name (or one Name column)
Close variants (e.g. "Institution", "E-mail", "Author") are recognized automatically — but matching headers make the combine most reliable, and anything unrecognized just gets left blank for that file rather than mismatched.

Always keep the Name column in the extract — don't strip it down to just Email. Names are what let the shared Team Leads Database catch a lead another team already queued even when the email differs slightly or is missing.

Admin · Leads Database

Every queued lead, in one place

Browse by country, filter by team, status and specialty, and export exactly what you need.

Admin onlyLive from the database

STEP 1

UnlockEnter the admin passphrase.

STEP 2

Browse by countryClick a country tile to filter everything.

STEP 3

ExportDownload the filtered set or the full database.

Leads Database — admin access

This dashboard shows full, readable detail (name, email, country, team, date added) for every queued lead — restricted to admin.

Leads Database Dashboard

Total queued leads

Added in last 7 days

Teams contributing

Countries covered

Recruited

Conversion rate

Leads with an email

Leads with an NPI

Verified on NPPES

Browse by country — click one or more to filter the whole database

Filter by status

Filter by team

Filter by country

Filter by specialty

Filter by profession

Filter by added by

NPI

Verification (NPPES, USA)

HCP check

Search (name, email, NPI, city, affiliation…)

Bulk Edit — Country

Use the filters above to narrow down to a specific set of leads (e.g. "Added by" a specific person, plus Country = Unknown — the usual case when a whole sheet came in without a usable country signal), then set the Country for everyone currently matching those filters in one go. Applies to exactly the filtered set shown below, nothing else.

Clean up — Specialty column

Finds Specialty values that are phone numbers or addresses, merges spelling variants into the standard specialty (the original text is kept in Specialty detail), and lists values it doesn't recognise so you can decide for each one.

Clean up — Profession column

Finds Profession values that are really phone numbers (→ Phone), addresses (→ Address), programs/organisations (→ Affiliation), and merges spelling variants (ARNP, Aprn-cnp, MD …) into the standard profession. The original text is kept in Profession detail.

First Name	Last Name	Full Name	Status	Specialty	Specialty Detail (as entered)	NPI	Profession	Profession Detail (as entered)	Designation	City	State	Affiliation / Facility	Phone	Email 1	Email 2	Email 3	Country	Team	Added By	Date Added	ZIP	Practice address	Phone 2	LinkedIn	Sub-specialty	Board certification	Hospital / group	Years in practice	Taxonomy code	License number	License state	Gender	Enumeration date	Raw Data

Admin · Contributors

Who is adding and converting leads

See each person's contribution to the Team Leads Database and how their leads convert.

Admin onlyPer-person attribution

STEP 1

UnlockEnter the admin passphrase.

STEP 2

See contributionsLeads added and existing leads enriched, per person.

STEP 3

Track conversionWhich leads turned into recruited members.

Contributors — admin access

Per-person attribution for the Team Leads Database: who committed how many leads, who enriched existing ones, and who's converting them — restricted to admin.

Contributors Dashboard

Who has added leads to the shared Team Leads Database, and how their leads are performing. Each lead's "Added By" credits whoever first committed it; later edits by someone else count as an enrichment, not a second lead.

Contributors

Leads added

Enrichments made

Recruited

Leaderboard

Ranked by leads added.

Name	Team(s)	Leads Added	Leads Enriched	Recruited	Conversion	First Contribution	Last Contribution

Admin · NPI

Build and use the NPI library

Keep an NPI library from NPPES sheets, fill NPIs and emails into USA leads, and review the uncertain matches.

Admin onlyUSA leadsNPPES registry

STEP 1

Add NPPES sheetsBuild the library, with extra details like ZIP and license.

STEP 2

Run the checkMatch USA leads to library entries automatically.

STEP 3

Review uncertain matchesConfirm the ones that need a human eye.

NPI — admin access

Keep an NPI library from NPPES sheets, fill NPIs (and emails) into USA leads, and review the uncertain matches — restricted to admin.

NPI Library & Review

NPIs in library

Library size (MB)

Already in panel (+ possible)

…with an email

Awaiting review

Review: committed

Review: no match

1. Add NPPES sheets to the library

Tip: City, credential, organisation and phone are optional — tick them if your sheet has them. Upload the specialties you need. Select several sheets at once (hold Ctrl/Shift) — the columns are matched by name across all of them. Upload the sheets (one per specialty is fine, repeat as needed — re-uploading the same NPI just updates it). Extra columns are ignored; you pick the ones to keep. Only name, NPI and the details below are stored.

Marks library rows already in the panel — by email, NPI + name, or (weaker) NPI only / name only. Runs automatically after each library or panel upload.

Add members from a panel report — upload the panel report (CSV/Excel). USA members with a valid NPI are used: where the library already has that NPI, its blank fields (email, state, city, credential, organisation, phone, specialty) are filled from the report; NPIs not in the library yet are added as new rows tagged "Panel report". Nothing already filled in is overwritten. Needs Email, First/Last Name, Country, NPI and (ideally) Speciality columns — found by name.

Takes USA leads that came with an NPI on their sheet. Only valid-format NPIs are copied (fake ones like 0000000000 are skipped), as are NPIs already in the library or used by differently-named leads. Added rows are tagged "Leads DB" — they're unverified, so filter on Source to review or remove them.

Tidy up specialties

Merges labels that only differ by spelling, capitals or punctuation (e.g. “General/Family”, “general family”, “Internal Medicinemedicine”). Real sub-specialties such as Radiation Oncology, Surgical Oncology or Neuro-Oncology stay separate — they simply sit together under their group. The original text is kept in the Sub-specialty field. You'll see a preview and confirm before anything changes.

Add emails & details to a sheet of NPIs

Upload any sheet that has an NPI column. Each NPI is looked up in the NPI library (and the Team Leads DB) and the email, phone, city, affiliation, specialty and more are added in front of it. Nothing in the library or database is changed.

Browse the library

NPI	First	Last	Specialty	State	Email	City	Credential	Organisation	Phone	More details	In panel?	Source

2. Run the check on USA leads

Looks at every USA lead that has no NPI yet. If exactly one library entry has the same first + last name and specialty (and no state conflict), the NPI is added straight away — plus any blank details, and the email if the lead has none. Anything uncertain goes to the review list below. Run it whenever you've added sheets or new leads have come in.

Require the specialty to match (untick to also accept a single name match with no specialty — less safe)

3. Review

Leads the check wasn't sure about. Pick the right NPI where there are several options, then Commit; or mark them No match so they aren't asked about again.

Commit from a prepared sheet: upload the commit sheet (columns NPI to commit, Lead name, Lead email, Confidence). Each row is committed to the matching lead in "Awaiting review". include "Quick look" rows

Verify on NPPES (whole database)

Each NPI is looked up on the live NPPES registry once and saved, so nothing is checked twice. You can stop and carry on later.

	Lead	Why it needs review	Library match

Physician Finder — admin access

Search PubMed and ClinicalTrials.gov for physician emails and affiliations (Bulk, Specific, Trials and Domain searches) — restricted to admin.

Admin · Master Panel

Keep the master panel up to date

Upload the latest panel and the do-not-contact list so every check runs against current data.

Admin onlyMaster panelExclusion list

STEP 1

UnlockEnter the admin passphrase.

STEP 2

Upload the panelReplace or refresh the master panel file.

STEP 3

Check the statusSee record counts and when it was last updated.

Admin access

Updating the master panel is restricted. Enter the passphrase to unlock upload controls. This is now checked by the server on every write, not just the page — so it's a real lock, not just a UI deterrent.

PubMed file → clean contact CSV

Upload the MEDLINE (.txt / .nbib) file saved from a PubMed search. It splits every author into name, affiliation, country and specialty, attaches each email to the author it belongs to, removes duplicates and poor affiliations — then asks which specialty and country you want to keep.

Search PubMed here

Same as PubMed's Advanced Search. Over 10,000 results are fetched year by year (then month by month) automatically. No file saving or uploading needed.

Specialty (fills in the department search for you)

Department wording

…or type your own affiliation words (used when no specialty is chosen)

…or one country by hand (used when none is ticked below)

Countries (tick several — each is searched one after another and the results are joined)

From year

To year

Other terms (optional)

Email domains to search (none ticked = any domain; ticking several finds authors with any of them)

Quality options Recent years only (2018 onwards) — author emails are far more common in newer records Leave out review articles (their authors are more often researchers) Clinical articles only (clinical trials, case reports, observational and multicentre studies) Also require the specialty's main MeSH topic (keeps articles clinical; narrows the results a lot)

NCBI API key (optional — faster; saved in this browser only)

…or upload a MEDLINE file you saved from PubMed:

Usage Log

Who's used the tool, and when. Logged automatically from the sign-in gate and key actions.

Quick sign-in

All columns captured from the source sheet

Check your list before you reach out

Upload your reach-out sheet

2. Results

Clean your PubMed extract

Correct your PubMed Extract

Results

Every queued lead, in one place

Leads Database — admin access

Leads Database Dashboard

Bulk Edit — Country

Clean up — Specialty column

Clean up — Profession column

Outreach Funnel

Leads by Country

Specialty by Country

Who is adding and converting leads

Contributors — admin access

Contributors Dashboard

Leaderboard

Build and use the NPI library

NPI — admin access

NPI Library & Review

1. Add NPPES sheets to the library

Browse the library

2. Run the check on USA leads

3. Review

Physician Finder — admin access

Physician Research Finder

Keep the master panel up to date

Admin access

Update master panel (32k+ list)

Copy all data to another database (e.g. AWS)

Exclusion list (do not contact)

PubMed file → clean contact CSV

Search PubMed here

Team Leads Database

One-time: copy data from the old Upstash database

Specialty / Profession Mapping Rules

Specialty rules

Profession rules

Usage Log