IND-GEN - SetupWarning
NHSC-SLRP grantees should complete EXP-1 first. Experiential training sites must be created in EXP-1 and marked as "yes" that they were used in the current reporting period before they can be associated with a provider. To begin providing individual-level data for providers who received BHW-funded financial awards during the reporting period or to provide updates for individuals previously reported on IND-GEN, click "Yes" to the initial setup question. Clicking "Yes" will activate the embedded Excel® form that will allow you to begin data entry. | 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
Select Yes or No. Do you have either a) new trainees OR b) updates to provide for trainees from a previous reporting period?: 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 likely have a browser compatibility problem. Please refer to the Getting Started-Browser Settings page at the beginning of this manual. Warning Prior records cannot be deleted. Note
The APR replaces the previous excel Field Strength Report.
Note
Trainee is a generic term used for Bureau of Health Workforce (BHW) reporting. For NHSC-SLRP, the term trainee is being defined as a provider.
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IND-GEN - Excel Upload (Optional)Warning | Users must download and use the Excel template provided in your Annual Performance Report because it populates with prior year records if you have any, and it’s customized for your grant program. Templates must be downloaded each year to make sure the most up-to-date data and the latest configurations are included. Users cannot use the prior year’s template. Be sure to save the Excel template to a folder other than the downloads folder. | Do not modify the format. For example: renaming the columns, adding columns, deleting columns, or renaming worksheets. Users must download and use the template from EHBs. The system will not upload/process spreadsheets with changes or those in a different format. | Types of Data Fields: | - Data Entry field – For these type of fields, users can copy/paste allowable values and/or enter valid data in the cell or in the formula bar (if required). Ex.) ‘Trainee Unique ID’ (Column 2)
| - Single-Select dropdown field – For these type of 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. Ex.) ‘Select Individual’s Training or Awardee Category’ (Column 3)
| - Multi-Select dropdown field – For these types of 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. Ex.) ‘Select any HHS Priority Topic Area on which an Individual Received Training’ (Column 26b).
- Do not try to enter data into the cell or into 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 spreadsheet. Cells that are gray are not editable. If new rows are added in the IND-GEN form, columns that auto-populate remain non-editable and empty (see below for additional details).
| - To enter a new record, users should start on the next blank row. Users must select the ‘Type of Training Program’ (Column 1) and enter the ‘Trainee Unique ID’ (Column 2). If not, the data for that row will not upload into the EHBs. 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 EHBs.
| - Awardees with at least one ‘ongoing’ structured or unstructured training program or at least one ‘active’ Fellowship Program, Major Participating Site/Rotation Site, Degree/Diploma/Certification, Practica/Field Placement, or Residency Program will be populated in the ‘Type of Training Program’ dropdown list in the IND-GEN template. The list is derived from the Training Program – Setup form.
| - The ‘City’ and ‘State’ Columns 58 and 59 are not editable and will remain empty even if the user enters the Zip Code in Column 57. Once the template is uploaded and processed, as long as a valid Zip Code is provided, the City and State will be populated in EHBs.
| - The ‘Academic Year Total’ Column 21b is not editable and will remain empty if the user enters financial award amounts (Columns 13-20a). Once the template is uploaded and processed, as long as a valid financial award amount is provided within Columns 13-20a, the academic year total will be populated in EHBs.
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| | 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 shown together as comma separated values 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.
| - Validation messages will appear:
- When a required field is missing,
- When there is a conditional validation on two or more columns, and
- When a pre-set selection option cannot be combined with other pre-set options (specifically for multi-select fields).
| - When the value of the cell is changed a new validation message may appear if the data is deleted, it conflicts with a conditional validation, or the text field does not match the data type or pre-set option.
| - When a validation message appears, the user has the option to correct the field or leave it as is. If a user ignores the validation error in the Excel template, then the validation will still show in the EHB after the data has been processed. In this case, the user must fix the validation error in the EHB. All validation errors must be fixed to save and validate the form.
| | Uploading the Excel File in EHBs: | - Users can upload the template and process it in EHBs as long as data has been selected/entered in Column 1 and Column 2. This is true if there are missing values as well as if there are validation errors. Both can be fixed once the data is uploaded into EHBs.
| - Once you have completed the Excel template, log into HRSA EHBs to access the Annual Performance Report. Navigate to the IND-GEN form, attach the file, upload the file, and then click the Process Data button. Users must select the Process Data button for the data to appear in the EHBs. Users will be unable to save and validate the IND-GEN form if the data is not processed. If you do not wish to process the data, you must delete the template from EHB.
| - Be sure to confirm that the data transferred successfully, enter any missing fields, and read all validation error messages carefully. Note: the row numbers in EHBs will not match the row numbers in the Excel template.
| - If users need to make changes or work on the offline template again, then a new Excel template must be generated with the most recent data and then downloaded. Failure to download a new Excel template may lead to missing, incomplete, or incorrect data.
| - Only one file can be uploaded to the EHBs at a time. If data was updated in the new file, then the old file must be deleted and the new file added to the EHBs. Deleting a file will remove it from the EHBs but the data will remain in the EHBs if it has already been processed.
| Warning The Type of Training Program (Column 1) and Trainee Unique ID (Column 2) are key columns. These columns need to be complete in order for the row to be uploaded and processed into EHBs. If one or both of these columns are not complete, then the row of data will not be processed in EHBs. Note | The row numbers in EHBs will not match the row numbers in the Excel template. | |
IND-GEN - Entering Trainee Unique ID Figure 2. 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 3. 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
If your Discipline does not have an NPI, the Unique Identifier will suffice. In this case, please leave Column 2a blank. |
IND-GEN - Selecting Individual's Enrollment/Employment Status Figure 4. 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 in Column 4 (Block 3) and choosing one of the following options: |
IND-GEN - Selecting Individuals Sex Figure 5. IND-GEN - Selecting Individuals Sex
Select Individual's Sex: Select the sex that applies to each individual by clicking on the drop-down menu under column 5a and choosing the option that applies: Warning
If "Not Reported" was selected for a record during a previous reporting period, you are expected to provide updated information. |
IND-GEN - Entering Year of Birth Figure 6. IND-GEN - Entering Year of Birth
Enter Year of Birth: Select each individual’s year of birth in the dropdown menu under Column 6a. - 1933
- 1934
- 1935
- 1936
- 1937
- 1938
- 1939
- 1940
- 1941
- 1942
- 1943
- 1944
- 1945
- 1946
- 1947
- 1948
- 1949
- 1950
- 1951
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- 1955
- 1956
- 1957
- 1958
- 1959
- 1960
- 1961
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- 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
Warning
The 'Not Reported' option may only be selected for new records. The report cannot be submitted without providing demographic data for prior records. |
IND-GEN - Selecting Individual's Ethnicity Figure 7. IND-GEN - Selecting Individual's Ethnicity
Select Individual's Ethnicity: Select each individual’s ethnicity by clicking on the drop-down menu in Column 7 (Block 6) and choosing one of the following options: - Hispanic/Latino
- Non-Hispanic/Non-Latino
- Not Reported
Warning
If "Not Reported" was selected for a record during a previous reporting period, you are expected to provide updated information. |
IND-GEN - Selecting Individual's Race Figure 8. 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.
Warning
If "Not Reported" was selected for a record during a previous reporting period, you are expected to provide updated information. |
IND-GEN - Selecting if Individual is from a Rural Residential Background Figure 9. 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 in Column 9 (Block 8) and choosing one of the following options: Warning
The 'Not Reported' option may only be selected for new records. The report cannot be submitted without providing demographic data for prior records. Note
This column is intended to capture whether a person is from a rural residential background, not whether they work or have worked in a rural residential area.
Note
This column will prepopulate for prior records with data submitted in the previous reporting period. Prior data cannot be altered or deleted. Reference
Refer to the glossary for a definition of rural setting. |
IND-GEN - Selecting if Individual is from a Disadvantaged Background Figure 10. 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 in Column 10 (Block 9) and choosing one of the following options: Warning
The 'Not Reported' option may only be selected for new records. The report cannot be submitted without providing demographic data for prior records. Note
This column will prepopulate for prior records with data submitted in the previous reporting period. Prior data cannot be altered or deleted. 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 APR. Reference
Refer to the glossary for a definition of disadvantaged background. |
IND-GEN - Selecting Individual's Veteran Status Figure 11. IND-GEN - Selecting Individual's Veteran Status
Select Individual's Veteran Status: Select each individual's current veteran status by clicking on the drop-down menu in Column 11 (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
Warning
The 'Not Reported' option may only be selected for new records. The report cannot be submitted without providing demographic data for prior records. Note
This column will prepopulate for prior records with data submitted in the previous reporting period. Prior data cannot be altered or deleted. 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 APR. Reference
Refer to the glossary for a definition of the various types of veteran statuses. |
IND-GEN - Selecting Whether Individual Received HRSA/BHW Financial Award Figure 12. IND-GEN - Selecting Whether Individual Received HRSA/BHW Financial Award
Select Whether Individual Received BHW Financial Award?: For this grant, a BHW Financial Award is defined as a State Loan Repayment Payment. |
IND-GEN - Entering Individual's Financial Award Amount Figure 13. IND-GEN - Entering Individual's Financial Award Amount
Enter Individual's Financial Award Amount: Federal Contribution to Loan Repayment: Enter the amount in Column 21d.Enter Individual's Financial Award Amount: State Contribution to Loan Repayment: Enter the amount in Column 21e.Enter Individual's Financial Award Amount: Total Contribution to Loan Repayment: Enter the amount in Column 21h. Note
Please update the data in columns (21d) and (21e) each reporting period. Column (21h) will populate automatically based on values entered in (21d) and (21e). |
IND-GEN - Entering Original Qualifying Educational Loan Amount Figure 14. IND-GEN - Entering Original Qualifying Educational Loan Amount
Enter Original Qualifying Educational Loan Amount: Enter the amount in Column 22a. |
IND-GEN - Entering Individual's Primary Discipline & Specialty Figure 15. IND-GEN - Entering Individual's Primary Discipline & Specialty
Select Individual's Primary Discipline/Specialty: - -Allopathic Physician
- -Certified Nurse Midwife
- -Clinical Psychologist
- -Dentist
- -Health Service Psychologist
- -Licensed Clinical Social Worker
- -Licensed Professional Counselor
- -Marriage and Family Therapist
- -Nurse Practitioner (NP)
- -Osteopathic Physician
- -Pharmacist
- -Physician Assistant
- -Psychiatric Nurse Specialist
- -Registered Dental Hygienist
- -Registered Nurse (RN)
- -Substance Use Disorder Counselor
- -Dental Therapist
- Family Practice
- Adult
- Family Practice - Geriatrics
- Family Practice w/OB
- General Practice
- Geriatrics
- Internal Medicine
- Internal Medicine - Geriatrics
- OB/GYN
- Psychiatry
- Psychiatry - Geriatrics
- Psychology
- Pediatrics
- Public Health Dentistry
- Womens Health
- None
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IND-GEN - Selecting Any Key Services Provided by Individual Figure 16. IND-GEN - Selecting Any Key Services Provided by Individual
Select Any Key Services Provided by Individual: Identify any key services that the individual provided by clicking on the drop-down menu under column 34c and selecting all that apply. - COVID-19 Treatment or Prevention Services
- Integrated Behavioral Health in Primary Care Services
- Substance Use Treatment Services
- Telehealth Services
- None of the Above
Note
Please update the data in column (34c) each reporting year. |
IND-GEN - Selecting Whether Individual Graduated/Completed the ProgramIf the provider completed their service commitment and has not been awarded a continuation award, then they have graduated/completed the program. If the provider has not completed their service commitment OR has been awarded a continuation award, then they have not graduated/completed the program. If the provider completed select “yes”, if not select “no”. Figure 17. IND-GEN - Selecting Whether Individual Graduated/Completed the Program
Select Whether Individual Graduated/Completed the Program: Please indicate whether the provider completed his/her service obligation to the program. Note
The following questions, Questions 80-92, should be reviewed and completed for all providers. Data should reflect provider characteristics for the current reporting period. |
IND-GEN - Selecting Whether Individual is a First Time Participant Figure 18. IND-GEN - Selecting Whether Individual is a First Time Participant
Select Whether Individual is a First Time Participant: Note
First time participants are providers in their INITIAL service commitment. |
IND-GEN - Selecting Whether this is a Continuation Award Figure 19. IND-GEN - Selecting Whether this is a Continuation Award
Select Whether this is a Continuation Award: Note
Continuations are not considered first time participants. |
IND-GEN - Selecting Whether Provider is in Default of Service Obligation Figure 20. IND-GEN - Selecting Whether Provider is in Default of Service Obligation
Select Whether Provider is in default of service obligation: Note
A participant is in default if they are not fulfilling any of the terms of their service commitment. If they are in discussion with the State office to return to full compliance, the participant is considered in breach of contract. |
IND-GEN - Entering Service Obligation Dates Figure 21. IND-GEN - Entering Service Obligation Dates
Enter Service Obligation Start Date: Enter date in Column 84.Enter Service Obligation End Date: Enter date in Column 85. Warning
Service obligation end date cannot be earlier than the service obligation start date. |
IND-GEN - Selecting Any HRSA/BHW program Individual Participated In Prior to Entering NHSC SLRP Figure 22. IND-GEN - Selecting Any HRSA/BHW program Individual Participated In Prior to Entering NHSC SLRP
Select Any HRSA/BHW program Individual Participated In Prior to Entering NHSC SLRP: - Advanced Nursing Education
- Area Health Education Centers
- Behavioral Health Workforce Education and Training
- Centers of Excellence
- Childrens Hospital Graduate Medical Education
- Geriatric Workforce Enhancement Program
- Graduate Psychology Education
- Health Careers Opportunity Program
- Nurse Education Practice Quality and Retention
- Nurse Practitioner Residency
- Nursing Workforce Diversity
- Physician Assistant Training in Primary Care
- Postdoctoral Training in General Pediatric and Public Health Dentistry
- Predoctoral Training in General Pediatric and Public Health Dentistry and Dental Hygiene
- Preventive Medicine Residencies
- Primary Care Training and Enhancement
- Public Health Training Centers
- Scholarships for Disadvantaged Students
- Teaching Health Centers Graduate Medical Education
- Veterans Bachelor of Science in Nursing
- None of the Above
- Not Reported
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IND-GEN - Selecting Medication Assisted Treatment Services Provided Figure 23. IND-GEN - Selecting Medication Assisted Treatment Services Provided
Select Medication Assisted Treatment (MAT) Services Provided by Individual: - Buprenorphine
- Counseling
- Methadone
- Naltrexone
- None of the Above
Note
Please update the data in column (88) each reporting year. |
IND-GEN - Selecting If Individual Holds a Substance Use Disorder License or Certificate Figure 24. IND-GEN - Selecting If Individual Holds a Substance Use Disorder License or Certificate
Select If Individual Holds a Substance Use Disorder License or Certificate: Note
Please update the data in column (89) each reporting year. |
IND-GEN - Selecting Site Name(s)Warning
Experiential training sites must be created in EXP-1 and marked as "yes" that they were used in the current reporting period before they can be associated with a provider. If you do not see the site name in the dropdown, please return to EXP-1 and make sure the site has been entered and marked "yes". Figure 25. IND-GEN - Selecting Site Name(s)
Select Primary Site Name: Select the name of the provider's primary site from the dropdown in Column 91.Select Other Site Name(s): If applicable, select the name(s) of the provider's secondary site(s) from the dropdown in Column 92. Please select all that apply. Note
A site selected as the primary site cannot also be selected as the secondary site. 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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