IND-GEN - Setup

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.

Note
Please see our new INDGEN Excel Upload Tutorial Video for more information. 

IND-GEN - Selecting Type of Training Program

Note
The options available under "Type of Training Program" will prepopulate with information 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.

Note
This column will prepopulate for prior records with data submitted in the previous reporting period. Prior data cannot be altered or deleted. 

 

IND-GEN - Entering Trainee Unique ID

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

Note
NPIs are required as of AY 2022-2023.

IND-GEN - Selecting Whether T9C Funding was used for Resident or Fellow

IND-GEN - Selecting Individual's Training or Awardee Category

Note
This column will prepopulate for prior records with data submitted in the previous reporting period. Prior data cannot be altered or deleted. 

IND-GEN - Selecting whether Individual is an IMG

IND-GEN - Selecting Individual's Enrollment/Employment Status

IND-GEN - Selecting Individuals Gender

Warning
The '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

IND-GEN - Selecting Individual's Ethnicity

Warning
The 'Not Reported' option may not be selected 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. 

IND-GEN - Selecting Individual's Race

Warning
You may not select "Not Reported" in combination with any other option.

Warning
The 'Not Reported' option may not be selected 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. 

IND-GEN - Selecting if Individual is from a Rural Residential Background

Warning
The 'Not Reported' option may not be selected 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. 

Reference
Refer to the glossary for a definition of rural setting.

IND-GEN - Selecting if Individual is from a Disadvantaged Background

Warning
The 'Not Reported' option may not selected 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. 

Reference
Refer to the glossary for a definition of disadvantaged background.

IND-GEN - Selecting Individual's Veteran Status

Warning
The 'Not Reported' option may not be selected 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. 

Reference
Refer to the glossary for a definition of the various types of veteran statuses.

IND-GEN - Entering BHW-Funded Financial Award Information

Warning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully.

IND-GEN - Entering # of Academic Years the Individual has Received BHW Funding

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 student or faculty member has received a financial award for 1 ½ years, enter 2 in Column 22 (Block 12).

Note
If a faculty received a BHW-funded financial award for the first time during the current reporting period, select "1" in Column 22 (Block 12).

IND-GEN - Entering % FTE paid for through BHW Financial Award

Note
For example, if half of this individual’s FTE is covered by the HRSA THCGME program grant, you would enter 50.00 in Column 25 (Block 14).

Note
For faculty, enter “0” in Column 25 (Block 14).

IND-GEN - Selecting Individual's Academic or Training Year

Note
For faculty or preceptors, select N/A.

IND-GEN - Selecting any HHS Priority Topic Area on which an Individual Received Training

IND-GEN - Selecting Profession and Discipline/Specialty

IND-GEN - Entering Total # of Patients Treated during Academic Year

IND-GEN - Entering Telehealth Training Information

IND-GEN - Entering Training Information in a Primary Care Setting

Warning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully.

Warning
Select "N/A" in the drop-down menu in Column 28 (Block 17) for faculty.

IND-GEN - Entering Training Information in a Medically Underserved Community

Warning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully.

IND-GEN - Entering Training Information in a Rural Area

Warning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully.

IND-GEN - Entering Total # of Patient Encounters Across All Settings Including Inpatients

IND-GEN - Selecting Whether Individual Left the Program Before Completion

IND-GEN - Selecting Reason for Attrition or Inactive Status

IND-GEN - Entering Graduation/Completion Information

Warning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully.

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 - Select if Individual is Enrolled in Medicaid/CHIP Program

IND-GEN - Select if Individual is Accepting new Medicaid/CHIP Patients

IND-GEN - Entering Individual's Employment Data

Warning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully.

Warning
For Column 60, None of the above, not reported, and N/A cannot be selected in combination with any other option.

Note
If 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

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.