How Canadian Physician Databases Are Built and Verified, and Why Record Counts Differ
Two Canadian physician databases may seemingly be identical. Each includes a list of doctors, their specialties, and contact details. The difference lies in how they gather the data and what happens to each record after collection.
One database provider may regularly verify licensing information and practice details, while the other may collect it only once. To the buyer, this distinction makes all the difference. The accuracy of the source data, as well as whether verification practices are in place, will determine the number of records, fields, and the overall accuracy of the physician directory.
Understanding what goes into creating a medical directory is essential to see how two databases differ and to choose the most appropriate provider when comparing physician directories for sale.
For the full picture, read our guide to physician directory coverage, data fields and compliant use in Canada.
People Also Ask
Does a medical licence mean a doctor is practising?
No. A licence shows who is registered with a provincial regulator, not who sees patients today. Doctors often keep a licence while on leave, in research or near retirement.
What is scraped physician data?
Scraped physician data comes from websites, copied with no verification. Warning signs include one doctor at two addresses, generic clinic emails, missing update dates and no clear sources.
How many medical regulators does Canada have?
Canada has 13 medical regulatory authorities, one for each province and territory. Each keeps a public register showing licence status, practice address and, in many cases, specialty.
How Are Physician Databases Built?
Most Canadian physician databases combine three types of sources: regulator lists, hospital and institutional directories, and direct practice verification.
Providers match the information in the lists, add additional fields, and update them regularly. Counts may differ by category because of different counting rules.
Why Record Counts Differ Between Sources
A bigger database does not necessarily have more physician coverage.
Some databases include nurse practitioners and medical residents, while others only include registered physicians. In addition, a physician registered in two provinces may appear as two different doctors in one database and as one in the other.
Therefore, before comparing numbers between the two databases, it is important to understand what each contains and how it defines a unique record. Our list of doctors in Canada shows how MD Select defines each record.
Where Canadian Physician Data Comes From
Regulator Registers
Canada has 13 such authorities that oversee doctor registration and regulation. Each has a public register that usually includes licensing data such as registration status, place of practice, and specialization.
This type of register is an essential source for building a physician database. It’s also where teams start when building a physician list in-house instead of licensing one.
Hospital and Institutional Listings
Hospital directories, university faculty pages, and medical association listings add another layer of information.
They help identify institutional appointments, affiliations, and practice locations. Cross-checking these sources also helps providers identify changes missing from older records.
Direct Checks With Practices
Some providers call or email clinics to confirm details. It’s slow work. It also catches changes no register shows yet, such as a new clinic address.
A Licence Does Not Mean a Doctor Is Practising
Regulators run registers to protect patients. A register shows who holds a licence, not who sees patients today. A doctor keeps a licence while on leave, in research or close to retirement.
Some doctors hold a licence but see few patients. A list built only from registers counts them all the same.
How Extra Fields Get Filled
Regulatory registers provide a starting point, but they don’t include every detail buyers need.
Information such as medical interests, languages spoken, institutional appointments, and daily prescriptions often requires additional research.
Providers gather these details through surveys, institutional sources, trusted medical bodies, and direct contact.
SCOTT’s MD Select draws on verified sources and licensing data to develop its physician profiles. Available fields include graduating university, appointments, medical interests, and prescriptions per day.
These additional fields give users more ways to segment records beyond name, location, and specialty. Here’s how those extra physician fields sharpen targeting in real campaigns.
How Verification Keeps a List Accurate
A verified physician database requires ongoing checks, not a one-time data collection.
Common verification practices include:
- Scheduled comparisons against current regulator registers.
- Manual sample audits to confirm selected records against source information.
- Matching records using licensing identifiers and other details to identify duplicates or name changes.
- Flagging physician retirements, practice moves, and registration status changes.
SCOTT’s MD Select updates its records continuously.
Without regular checks, physician database accuracy declines as doctors relocate, change affiliations, retire, or update their contact information.
Why Some Records Stay Incomplete
Missing information in a field doesn’t necessarily indicate poor data quality.
For instance, SCOTT’s MD Select uses fax numbers when available, rather than assuming one for each profile.
It is better to leave a field blank if it hasn’t been verified than to enter something merely speculative.
This approach has a limitation: fewer contacts will have missing information. Ensure you have enough contacts for your campaign when buying.
How to Spot Scraped Data
Scraped lists copy names from websites with no checks. Watch for:
- The same doctor at two addresses
- Generic emails, such as info@ or reception@, on most records
- No update date and no word on sources
- A record count far above CIHI’s national figure
Scraped data also raises privacy questions under Canadian law. Ask how the provider sourced any list before using it.
Questions to Ask Any Physician Database Provider
- Which sources feed your records?
- How often do you update them, and how?
- What does your record count include?
- Which fields does every record carry?
- Do you offer a trial so we can test a sample first?
A bigger count is not always a better list. Ask what sits behind the number.
Ask How a Provider Builds Its List Before You Buy
Numbers will always catch the eye. The sources and the methodology of updating the numbers will determine the outcome. The proper questions will tell you which one to take seriously on the job.
Each database created for physicians uses its own methodology. Ask about sources, update methodologies, and counting methods. And then try sampling out.
Try the data yourself. Try a free sample from SCOTT’s MD Select.
Frequently Asked Questions
How are physician databases built in Canada?
Providers collect information from medical regulator registers, hospitals, institutional directories, and direct practice checks. They then consolidate, verify, and update records to maintain usable physician profiles.
What makes a verified physician database?
A verified physician database uses trusted sources, checks information against current records, and follows an ongoing update process. Verification should cover contact details, licensing information, and relevant profile changes.
Why do physician counts differ between sources?
Providers follow different inclusion and counting rules. Some include nurse practitioners, residents, or multiple provincial registrations, while others focus on unique physicians in active practice.
How do I test physician database accuracy?
Select a sample from your target territory and compare the records against contacts you already know. For outreach campaigns, start with a small send and review bounces, returned mail, and outdated contact details.
What sources does SCOTT’s MD Select use?
SCOTT’s MD Select draws on verified sources, licensing data, and trusted medical bodies. The platform also updates its physician records regularly.
