Zip Code Master File

Zip Code Master File

The LIS ships with a preloaded database of U.S. ZIP Codes so addresses can be validated and standardized during order entry, billing, and reporting. Because many workflows depend on this table, changes should be made only when necessary.

How it’s used

  • Address validation and normalization for patients, clients, providers, and facilities
  • Claim generation (billing and service facility addresses must match postal standards)

What’s typically included in the table

  • ZIP Code and primary city
  • State and county (often with FIPS codes)
  • Acceptable/alias city names
  • Status (active/retired), type (standard, PO Box, unique)

When it’s appropriate to modify

  • Add newly issued ZIP Codes not yet in your build
  • Correct known discrepancies (e.g., city alias acceptance that affects mailing)
  • End-date retired ZIPs while retaining them for historical records
  • Load official updates that add or change county or alias-city mappings

Best‑practice guidelines

  • Use authoritative sources: USPS (Publication 28 standards, monthly updates) or vetted third-party datasets.
  • Prefer end-dating over deleting to preserve historical data integrity.
  • Avoid edits that conflict with USPS standards; incorrect mappings can cause claim rejections or returned mail.
  • Schedule periodic refreshes (e.g., quarterly) and document change logs with effective dates.
  • If available, use bulk import utilities rather than manual edits to reduce errors.

Note: The default dataset is sufficient for most labs. Only modify the ZIP Code master file when there is a clear operational need or a verified discrepancy, and always follow a controlled update process.






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