IND-GEN - Setup | Do you have either a) new trainees OR b) updates to provide for trainees from a previous reporting period? | Yes (complete IND-GEN) No (click Save and Validate button to proceed to the next form) |
Figure 1. IND-GEN - Setup
Do you have either a) new trainees OR b) updates to provide for trainees from a previous reporting period?: Warning If you have used the INDGEN form before, this answer is pre-selected ‘Yes’ for you. You do not need to answer this question again. Please move ahead to the INDGEN form by using the form list located on the left side of your screen. Warning If you are unable to enter data into the INDGEN form, edit prior records, or see drop-down menus despite the question above being answered ‘Yes’, you have a browser compatibility problem. Please refer to the Getting Started-Browser Settings page at the beginning of this manual. Warning Gray fields in prior records cannot be edited. Warning Prior records cannot be deleted. |
IND-GEN - Excel Upload (optional)Warning Do not modify the format. For example: renaming the columns, deleting columns, or renaming worksheets. Users must download and use the file from EHB. The system will not upload/process a different format.
Warning The ‘Type of Training Program’ (Column 1) and ‘Trainee Unique ID’ are key columns. These columns must be complete for the row to be uploaded and processed into EHB. If one or both of these columns are not complete, then the row of data will not be processed in EHB.
Warning If you edit your INDGEN data in EHB, you must click the “Generate Template with most recent INDGEN data’ button before downloading the template. If you fail to do so, your Excel template will not reflect the changes you made and may cause issues when you upload/process your data. You can generate and download the Excel template to enter the trainee information on the INDGEN form. Use of the Excel template is optional. If you plan to use it, please read the instructions carefully. - You can generate the Excel template by clicking the ‘Generate Template with most recent INDGEN data’ button.
- You can download the Excel template by clicking the ‘Download Template’ button.
- After downloading the file, save the INDGEN template on your local computer. To save in a particular location, click the arrow next to the Save button and select the Save As option.
- Then you can enter the data in the Excel Template file. After completing the file, click the Browse button to locate your completed INDGEN form on the computer. If applicable, add a description in the textbox field. Click the Upload button to attach the completed INDGEN form.
- Click on the ‘Process Data’ button to view the INDGEN data on your screen.
- You can add or modify the data within EHB once it is uploaded. Note that the system will check for errors and prompt you to fix them before you can save and validate the form.
Types of Data Fields: - Data Entry fields – For these fields, users can copy/paste allowable values and/or enter valid data in the cell or in the formula bar (if required) – e.g., Trainee Unique ID.
- Single-Select dropdown fields – For these fields, users can copy/paste allowable values (note they must match the selection option exactly), select an option from the list of pre-set choices in the dropdown box, and/or enter the valid selection in the cell or in the formula bar – e.g., Select Individual’s Training or Awardee Category.
- Multi-Select dropdown fields – For these fields, users can copy/paste allowable values (note they must match the selection options exactly) and/or select one or more options from the list of pre-set choices in the dropdown box – e.g., Select Individual’s Race. Please do not try to enter data into the cell or the formula bar for this type of field, as it may cause errors.
General Instructions: - Previously reported training programs (i.e., prior records) will be auto-populated and displayed at the top of the page. Gray cells are not editable. If new rows are added in the IND-GEN form, the Record Status, City, and State columns remain non-editable and empty (see below for additional details).
- To enter a new record, users should start on the next blank row, select the ‘Type of Training Program’, and enter the ‘Trainee Unique ID’. While the Record Status will be new, that column is not editable and will remain empty. Once the template is uploaded and processed, the ‘New Record’ status will be displayed in EHB.
- Training programs with at least one active Fellowship Program, Major Participating Site/Rotation Site, or Residency Program will be populated in the ‘Type of Training Program’ dropdown list in the IND-GEN. The list is derived from the Training Program – Setup form.
- The City and State columns are not editable and will remain empty even if the user enters the Zip Code. Once the template is uploaded and processed, as long as a valid Zip Code is provided, the City and State will be populated in EHB.
Copying and Pasting Data: - Users can copy and paste data from another source/file into Data Entry, Single-Select Dropdown, and Multi-Select Dropdown fields.
- The values provided for Single-Select or Multi-Select fields must exactly match the values that exist in the system. This includes having the same spelling, spacing, and punctuation (hyphens, etc.). Capitalization does not matter. Values for Multi-Select fields must be separated by a comma and a space.
Multi-Selecting and Unselecting Pre-Set Options: - For the multi-select fields, users can select one or more pre-set options in the dropdown list. Users will have to select the options one at a time. However, the pre-set options will be concatenated in the field.
- To unselect one or more pre-set options, users can click on the pre-set option(s) a second time. This will remove the option from the field.
Validations: - Validations are embedded within the Excel template.
- Validations will fire:
- When a required field is missing,
- When there is a conditional validation on two or more columns,
- When a pre-set selection option cannot be combined with other pre-set options (specifically for multi-select fields), and
- When the value of the cell is changed (i.e., a different selection value is selected, the data is deleted, or the text field does not match the data type).
- When a validation fires, the user can correct the field or leave it as is. Users can still upload the template into EHB and fix any remaining validation errors in EHB as long as data has been selected/entered in Column 1 and Column 2.
Uploading the Excel File in EHB: - Once you have completed the Excel file:
- Log into HRSA EHB,
- Access the Annual Performance Report,
- Navigate to the INDGEN form,
- Click the "Attach File" button,
- Select the completed INDGEN template,
- Upload your Excel file
- Click the ‘Process Data’ button, and
- Confirm that the data transferred successfully, enter missing fields, and fix validation errors.
Note Once the excel template has been processed in EHBs, the row numbers in EHBs will not match the row numbers in the excel template. |
IND-GEN - Selecting Type of Training Program Figure 2. IND-GEN - Selecting Type of Training Program
Type of Training Program: Select each individual's training program by clicking on the drop-down menu under the column labeled "Type of Training Program" and choosing one of the available options. Note The options available in this menu will prepopulate with programs entered and saved in the Training Program Setup Form.
Note
This program is no longer able to select "Other" for Type of Training Program. Also, prior records for faculty who had a Type of Training Program of "Other" were deleted. |
IND-GEN - Entering Trainee Unique ID Figure 3. IND-GEN - Entering Trainee Unique ID
Trainee Unique ID: Enter a seven (7) character alphanumeric unique identifier for each individual in the textbox in Column 2 (Block 1). Warning
It is the responsibility of each grantee to generate each unique ID and keep a log of all unique IDs used, as these will be required to provide annual updates and 1-year follow-up data for each individual. Note
This Block will prepopulate for prior records with data submitted in previous reporting periods. |
IND-GEN - Entering NPI Number Figure 4. IND-GEN - Entering NPI Number
NPI Number: Enter the 10-digit National Provider Identifier (NPI) number for each individual in the textbox in Column 2a. To apply for an NPI number, go to: https://nppes.cms.hhs.gov. Note
NPIs are required as of AY 2022-2023. |
IND-GEN - Selecting Individual's Training or Awardee Category Figure 5. IND-GEN - Selecting Individual's Training or Awardee Category
Select Individual's Training or Awardee Category: Select each individual's training category by clicking on the drop-down menu in Column 3 (Block 2) and choosing the following option: Note
This Block will prepopulate for prior records with data submitted in the previous reporting period. |
IND-GEN - Selecting Individual's Enrollment/Employment Status Figure 6. IND-GEN - Selecting Individual's Enrollment/Employment Status
Select Individual's Enrollment / Employment Status: Select each individual's current enrollment or employment status by clicking on the drop-down menu under Block 3 and choosing one of the following options: - Full-time
- Part-time
- On leave of absence
Note
For residents, select enrollment status based on the individual's residency program. |
IND-GEN - Selecting Individuals Gender Figure 7. IND-GEN - Selecting Individuals Gender
Select Individual's Gender(s): Select the gender option(s) that apply to each individual by clicking on the drop-down menu under column 5a and choosing all that apply: - Female
- Male
- Transgender or non-binary or another gender
- Not reported
WarningThe 'Not Reported' option may not be selected for prior records. Warning'Not Reported' cannot be selected in combination with any other options under column 5a. |
IND-GEN - Entering Year of Birth Figure 8. IND-GEN - Entering Year of Birth
Enter Year of Birth: Select each individual’s year of birth at the end of the annual reporting period in the dropdown menu under Block 5. - 1933
- 1934
- 1935
- 1936
- 1937
- 1938
- 1939
- 1940
- 1941
- 1942
- 1943
- 1944
- 1945
- 1946
- 1947
- 1948
- 1949
- 1950
- 1951
- 1952
- 1953
- 1954
- 1955
- 1956
- 1957
- 1958
- 1959
- 1960
- 1961
- 1962
- 1963
- 1964
- 1965
- 1966
- 1967
- 1968
- 1969
- 1970
- 1971
- 1972
- 1973
- 1974
- 1975
- 1976
- 1977
- 1978
- 1979
- 1980
- 1981
- 1982
- 1983
- 1984
- 1985
- 1986
- 1987
- 1988
- 1989
- 1990
- 1991
- 1992
- 1993
- 1994
- 1995
- 1996
- 1997
- 1998
- 1999
- 2000
- 2001
- 2002
- 2003
- 2004
- 2005
- 2006
- 2007
- 2008
- 2009
- 2010
- 2011
- 2012
- 2013
- 2014
- 2015
- 2016
- 2017
- Not Reported
Note
This Block will prepopulate for prior records with data submitted in the previous reporting period. If "Not Reported" was selected for a record during the previous reporting period, you must provide the appropriate updated information in order to successfully submit your PRGCA. |
IND-GEN - Selecting Individual's Ethnicity Figure 9. IND-GEN - Selecting Individual's Ethnicity
Select Individual's Ethnicity: Select each individual's ethnicity by clicking on the drop-down menu under Block 6 and choosing one of the following options: - Hispanic/Latino
- Non-Hispanic/Non-Latino
- Not Reported
Note
This Block will prepopulate for prior records with data submitted in the previous reporting period. If "Not Reported" was selected for a record during a previous reporting period, you must provide the appropriate updated information in order to successfully submit your PRGCA. |
IND-GEN - Selecting Individual's Race Figure 10. IND-GEN - Selecting Individual's Race
Select Individual's Race: Select each individual's race by clicking on the drop-down menu under Block 7 and choosing all that apply from the following options: - American Indian or Alaska Native
- Asian
- Black or African-American
- Native Hawaiian or Other Pacific Islander
- White
- Not Reported
Warning
You may not select "Not Reported" in combination with any other option. Note
This Block will prepopulate for prior records with data submitted in the previous reporting period. If "Not Reported" was selected for a record during a previous reporting period, you must provide the appropriate updated information in order to successfully submit your PRGCA. |
IND-GEN - Selecting if Individual is from a Rural Residential Background Figure 11. IND-GEN - Selecting if Individual is from a Rural Residential Background
Select Whether Individual is from a Rural Residential Background: Select whether each individual is from a rural residential background by clicking on the drop-down menu under Block 8 and choosing one of the following options: Reference
Refer to the glossary for a definition of rural setting. |
IND-GEN - Selecting if Individual is from a Disadvantaged Background Figure 12. IND-GEN - Selecting if Individual is from a Disadvantaged Background
Select Whether Individual is from a Disadvantaged Background: Select whether each individual is from a disadvantaged background by clicking on the drop-down menu under Block 9 and choosing one of the following options: Note
This Block will prepopulate for prior records with data submitted in the previous reporting period. If "Not Reported" was selected for a record during a previous reporting period, you must provide the appropriate updated information in order to successfully submit your PRGCA. Reference
Refer to the glossary for a definition of disadvantaged background. |
IND-GEN - Selecting Individual's Veteran Status Figure 13. IND-GEN - Selecting Individual's Veteran Status
Select Individual's Veteran Status: Select each individual's veteran status by clicking on the drop-down menu under Block 10 and choosing one of the following options: - Active Duty Military
- Individual is not a Veteran
- National Guard
- Reservist
- Veteran - Prior Service
- Veteran - Retired
- Not Reported
Note
This Block will prepopulate for prior records with data submitted in the previous reporting period. If "Not Reported" was selected for a record during a previous reporting period, you must provide the appropriate updated information in order to successfully submit your PRGCA. Reference
Refer to the glossary for a definition of the various types of veteran statuses. |
IND-GEN - Entering BHW-Funded Financial Award InformationWarning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully. Figure 14. IND-GEN - Entering BHW-Funded Financial Award Information
Select Whether Individual Received BHW Financial Award?: Select whether each individual received a BHW-funded financial award (i.e., stipend) during the current during the annual reporting period by clicking on the drop-down menu under Block 11 and choosing one of the following options: Enter Individual's Financial Award Amount (BHW funds only): Stipend:
- If the individual did receive a BHW-funded financial award, select “Yes” in Column 12 (Block 11) and enter the total amount of BHW dollars provided during the current reporting period in the textbox in Column 13.
- If the individual did not receive a BHW-funded financial award, select “No” in Column 12 (Block 11) and enter "0" in the textbox in Column 13.
Enter Individual's Financial Award Amount (BHW funds only): Tuition, Fees, and Supplies: Enter Individual's Financial Award Amount (BHW funds only): Direct Financial Support: Enter Individual's Financial Award Amount (BHW funds only): Academic Year Total: Note
The amount reported under the column labeled "Stipend" should be the total monies from the grant provided to an individual during the current annual reporting period for the purposes of participating in the training program that was selected under the column labeled "Type of Training Program." The total amount reported should account for all BHW dollars including those applied to tuition, fees, and reasonable living expenses, as allowed by federal statutes and regulations. Do not include dollars that came from other sources of funding. If an individual participated in more than one (1) program and received stipends for each program, multiple entries on IND-GEN are required to capture participation and stipend amounts for each program separately. |
IND-GEN - Entering # of Academic Years the Individual has Received BHW Funding Figure 15. IND-GEN - Entering # of Academic Years the Individual has Received BHW Funding
Enter # of Academic Years the Individual has Received BHW Funding: Select the cumulative number of academic years that each student has received a BHW-funded financial award by clicking on the drop-down menu under Column 22 and choosing one of the following options: Note
The number of academic years receiving BHW-funded financial awards does not need to be consecutive; rather, the cumulative total number of years should be reported. Note
If an individual has received money for ½ an academic year, please round up. For example, if a resident or dentist has received a financial award for 1 ½ years, please enter 2. Note
If an individual received a BHW-funded financial award for the first time during the annual reporting period, select "1" under Block 12. |
IND-GEN - Selecting Individual's Academic or Training Year Figure 16. IND-GEN - Selecting Individual's Academic or Training Year
Select Individual's Academic or Training Year: Select each student's current training year by clicking on the drop-down menu under Block 15 and choosing one of the following options: - Residency Year 2
- Residency Year 3
Note
For faculty or preceptors, select N/A. |
IND-GEN - Selecting any HHS Priority Topic Area on which an Individual Received Training Figure 17. IND-GEN - Selecting any HHS Priority Topic Area on which an Individual Received Training
Select any HHS Priority Topic Area on which an Individual Received Training: Use the dropdown menu in Column 26b to select all that apply from the list of topic areas on which the individual was trained. - Individual received provider resilience training
- Individual received training in Health Equity
- Individual received training in medications for opioid use disorder (MOUD)
- Individual received training in substance use treatment
- Individual received training on integrated behavioral health in primary care
- Individual received training related to maternal health
- None of the above
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IND-GEN - Selecting Profession and Discipline/Specialty Figure 18. IND-GEN - Selecting Profession and Discipline/Specialty
Select Individual's Profession: Select the individual’s profession by clicking on the drop-down menu in Column 26c and selecting one of the available options.Select Individual's Primary Discipline/Specialty: Select the individual’s discipline/specialty by clicking on the drop-down menu in Column 26d and choosing from one of the available options. Please note that you must select a discipline/specialty that is associated with the profession you selected in Column 26c. The disciplines/specialties are organized by profession in the drop-down; please scroll to find the correct option.- Preventive Medicine
- Preventive Medicine/Aerospace Medicine
- Preventive Medicine/Family Medicine
- Preventive Medicine/Internal Medicine
- Preventive Medicine/Occupational Medicine
- Preventive Medicine/Pediatrics
- Preventive Medicine/Public Health
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IND-GEN - Entering Telehealth Training Information Figure 19. IND-GEN - Entering Telehealth Training Information
Training in Telehealth: Select Whether Individual Received Training: Select whether each individual received clinical or experiential training in telehealth during the current reporting period by clicking on the drop-down menu in Column 27d and choosing one of the following options:Training in Telehealth: Enter # of Contact Hours: - If the individual received clinical or experiential training in Telehealth, enter the total number of hours spent offering telehealth services and/or participating in training about how to offer telehealth services during the current reporting period in the textbox in Column 27e.
- If the individual did not receive clinical or experiential training in Telehealth, leave the textbox in Column 27e blank.
Training in Telehealth: Enter # of Patient Encounters: - If the individual received clinical or experiential training in Telehealth, enter the number of telehealth patient encounters in this setting during the current reporting period in Column 27f.
- If the individual did not receive clinical or experiential training in Telehealth, leave the textbox in Column 27f blank.
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IND-GEN - Entering Training Information in a Primary Care SettingWarning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully. Figure 20. IND-GEN - Entering Training Information in a Primary Care Setting
Training in a Primary Care Setting: Select Whether Individual Received Training: Select whether each resident received clinical or experiential training in a primary care setting during the current reporting period by clicking on the drop-down menu under Block 17 and choosing one of the following options: Training in a Primary Care Setting: Enter # of Contact Hours: -
If the individual received clinical or experiential training in primary care, enter the total number of hours spent in this type of setting during the current reporting period in the textbox. -
If the individual did not receive clinical or experiential training in primary care, leave the textbox blank. Training in a Primary Care Setting: Enter # of Patient Encounters: - If the individual received clinical or experiential training in a primary care setting, enter the number of patient encounters in a primary care setting during the current reporting period in Column 30.
- If the individual did not receive clinical or experiential training in a primary care setting, leave the textbox in Column 30 blank.
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IND-GEN - Entering Training Information in a Medically Underserved CommunityWarning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully. Figure 21. IND-GEN - Entering Training Information in a Medically Underserved Community
Training in a Medically Underserved Community: Select Whether Individual Received Training: Select whether each individual received clinical or experiential training in a medically underserved community during the current reporting period by clicking on the drop-down menu in Column 31 and choosing one of the following options: Training in a Medically Underserved Community: Enter # of Contact Hours: -
If the individual received clinical or experiential training in a MUC, enter the total number of hours spent in this type of setting during the current reporting period in the textbox in Column 32. -
If the individual did not receive clinical or experiential training in a MUC, leave the textbox blank. Training in a Medically Underserved Community: Enter # of Patient Encounters : - If the individual received clinical or experiential training in a MUC, enter the number of patient encounters in a medically underserved community during the current reporting period in Column 32a.
- If the individual did not receive clinical or experiential training in a MUC, leave the textbox in Column 32a blank.
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IND-GEN - Entering Training Information in a Rural AreaWarning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully. Figure 22. IND-GEN - Entering Training Information in a Rural Area
Training in a Rural Area: Select Whether Individual Received Training: Select whether each individual received clinical or experiential training in a rural area during the current reporting period by clicking on the drop-down menu in Column 33 (Block 19) and choosing one of the following options: Training in a Rural Area: Enter # of Contact Hours: - If the individual received clinical or experiential training in a rural area, enter the total number of hours spent in this type of setting during the current reporting period in the textbox.
- If the individual did not receive clinical or experiential training in a rural area, leave the textbox blank.
Training in a Rural Area: Enter # of Patient Encounters: - If the individual received clinical or experiential training in a rural area, enter the number of patient encounters in a rural area during the current reporting period in Column 34aa.
- If the individual did not receive clinical or experiential training in a rural area, leave the textbox in Column 34aa blank.
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IND-GEN - Entering Total # of Patient Encounters Across All Settings Including Inpatients Figure 23. IND-GEN - Entering Total # of Patient Encounters Across All Settings Including Inpatients
Enter Total # of Patient Encounters Across All Settings Including Inpatients: For each individual, enter the number of patient encounters across all settings, including inpatients, during the current reporting period in Column 34ab. |
IND-GEN - Selecting Whether Individual Left the Program Before Completion Figure 24. IND-GEN - Selecting Whether Individual Left the Program Before Completion
Select Whether Individual Left the Program Before Completion: Select whether each individual permanently left their residency program before completion during the current reporting period by clicking on the drop-down menu in Column 36 (Block 21) and choosing one of the following options: |
IND-GEN - Entering Graduation/Completion InformationWarning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully. Figure 25. IND-GEN - Entering Graduation/Completion Information
Select Whether Individual Graduated/Completed the Program: Select whether each individual completed from their training program during the current reporting period by clicking on the drop-down menu in Column 37 (Block 22) and choosing one of the following options: Select Individual's Post-Graduation/Completion Intentions: - Individual intends to apply for NHSC Loan Repayment
- Individual intends to become employed in a public health/prevention setting
- Individual intends to become employed or pursue further training in a medically underserved community
- Individual intends to become employed or pursue further training in a primary care setting
- Individual intends to become employed or pursue further training in a rural setting
- None of the above
- Not Reported
- N/A
Warning
None of the above, Not reported, and N/A cannot be selected in combination with any other option. To Complete the Form: Click on the “Save and Validate” button located on the bottom right corner of your screen. If no errors are found, the BPMH system will automatically route you to the next required subform. |
IND-GEN - Entering Individual's Employment DataWarning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully. Figure 26. IND-GEN - Entering Individual's Employment Data
Select whether Employment Data is available?: Select whether employment data are available by clicking on the drop-down menu in Column 56 and choosing one of the following options: - Yes
- Yes (outside U.S.)
- No
- N/A
Enter the zip code for the individual’s Employment Location. Enter City: Enter State: Select Type of Employment: - If ‘Yes’ was selected in Column 56, identify the individual’s type of employment by clicking on the drop-down menu and selecting the best option among those listed below.
- If ‘No’ or ‘Yes (outside U.S.)' was selected, select 'N/A' in Column 60.
- Academic Institution
- Academic Medical Center
- Area Health Education Center
- Certified Community Behavioral Health Clinic (CCBHC)
- Community Behavioral Health/Mental Health Center
- Community Health Center (CHC)
- Critical Access Hospital
- Federal Government
- FQHC or Look-Alike
- Health Department (local/state/tribal)
- Hospital (non-academic)
- Indian Health Service (IHS)/Tribal/Urban Indian Health Center
- Nursing Home
- Other Clinical Health Setting
- Other Community-Based Organization
- Other Long-term Care Facility
- Other Specialty Clinic
- Private Industry
- Private Practice
- Residential Living Facility (including independent and assisted living)
- Rural Health Clinic
- School-based Clinic
- State or Local Government
- US Armed Forces
- Veterans Affairs Healthcare (e.g. VA hospital or clinic)
- Pursuing Additional Education or Training
- Not Currently Employed
- N/A
Warning
For Column 60, None of the above, not reported, and N/A cannot be selected in combination with any other option. NoteIf an individual has completed the program but is not currently employed, please select “Yes” for Column 56 (Select whether employment data is available). Leave the zip code, city, and state blank and select "N/A" for whether you or a partner organization hired the individual (Columns 56a and 56b). Then, select “Not Currently Employed” for Column 60 and N/A for Column 61.
Note You must also select “N/A” if you indicated that the person is “Not Currently Employed” in Column 60.
Note Leave the zip code blank if you indicated that the person is “Not Currently Employed” in Column 60. |
IND-GEN - Selecting Individual's Employment Location Settings Figure 27. IND-GEN - Selecting Individual's Employment Location Settings
Select Individual's Employment Location Settings: For each individual, use the drop-down menu in Column 61 to select all that apply from the list of employment location settings. - Medically Underserved Community
- National Health Service Corps (NHSC)-Approved Site
- Primary Care Setting
- Rural Area
- None of the Above
- N/A
To Complete the Form: Click on the "Save and Validate" button located on the bottom right corner of your screen. If no errors are found, the BPMH system will automatically route you to the next required subform. |
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