1. CHGME Intern and Resident Template Instructions

   1. Open the CHGME I&R Low-No Listing.xls file
   • When opening the file, click to enable macros, if prompted (may have to adjust macro security level, if using Office XP)
     
     
   2. Enter the General Provider Information
   • Provider’s Name
   • Medicare Provider Number
   • Fiscal Year Beginning
   • Fiscal Year Ending.
     
     
   3. Insert Data from a Previous IRIS
   • This allows you to import a prior year IRIS or a current year IRIS that was already created.
   • The files must be in the IRIS format of a “A” (assignment) and a “M” (master) file
   • Any rotations already entered in the template will be overwritten by the IRIS import
   • When prompted find the “A” – Assignment file and load it.  Then find the “M” – Master file when prompted.
   • The data is now in the template and can be altered in any way and then an IRIS can be recreated
     
     
   4. Enter Resident/Intern Information Based on the Column Headings
   • If you are unsure what a column heading refers to, click on the HELP button at the top of the column, if available.

Note:  Separately list each of the residents' individual rotations during the fiscal year (this means the same resident can be listed more than once if more than one rotation occurred at this facility during the fiscal year).

NOTE:  Most of the following field descriptions are directly from the CMS IRIS software documentation.

SSN
Enter the intern/resident's (IR) Social Security Number (SSN).  Include ONLY those IRs who participate in approved teaching programs.

The SSN must be 10 characters with the first character being a “U” for U.S. or a “C” for Canada.

Name
Enter the intern/resident's complete first name, middle initial, and last name.  Do not use nicknames or abbreviations such as Bob in lieu of Robert or Chuck or Charlie in lieu of Charles.  Do not use suffixes such as "Jr." or "II".  If the last name is more than 20 characters long, use only the first 20 characters.

Employer
Enter the name of the employer that is currently paying the intern/resident's salary.

Initial Specialty Code / Description
Select the 4 digit Residency Type Code for the specialty program in which the intern/resident (IR) is seeking Board certification.  Codes are grouped as follows:

Some medical specialties include one or more subspecialties, each of which is assigned a separate code.  In addition, many of the medical specialties are the same as osteopathic specialties, which are assigned a different set of unique codes.  For example, the medical specialty code for internal medicine is 1400; the osteopathic specialty code for internal medicine is 3900.

Note:  The Initial Specialty description and Initial Specialty Years will automatically be filled in by the software when a Specialty Code is selected. 

Initial Specialty Years
Enter the minimum number of resident training years required for Board certification in the initial specialty.  Program defaults to the current published number based on the initial specialty code selected, but it needs to be verified against your records.  This number may need to be increased if the resident's FIRST assignment started before July 1, 1995.

Medical School
Select the Medical School from which the intern/resident (IR) graduated.  Select “FOREIGN DENTAL SCHOOLS” or “FOREIGN MEDICAL SCHOOLS” for foreign graduates.

Medical School Graduation Date
Enter the date the intern/resident graduated from medical school in the format "mm/dd/yyyy". If the graduation month is known, but the specific day of the month cannot be determined enter the first day of the month.

FMG Complete Date
This should ONLY be completed, if the medical school code selected is “FOREIGN MEDICAL SCHOOLS”. Enter the date the IR passed the United States Medical Licensing Examination (USMLE), Parts I and II OR prior to July 1, 1986, received certification from, or passed an examination of, the Educational Committee for Foreign Medical Graduates.

Current Specialty Code / Description / Type
Select the program specialty code the resident is currently working on for Board Certification. For Example:  Surgery, Pediatric Surgery. This may not be the same as the initial specialty!

Note:  The Current Specialty Description and Current Specialty Type will automatically be filled in by the software when a Current Specialty Code is selected. 

Beginning / Ending Assignment Dates
Enter start and end dates of each rotational assignment during which the intern/resident (IR) was assigned to and worked at the hospital or any of its hospital based providers (Home Health Agency, Skilled Nursing Facility, etc.) Include any time that the IR worked in nonprovider settings such as free-standing clinics, nursing homes, and physicians' offices in connection with approved programs, IF THE IR SPENT TIME IN PATIENT CARE ACTIVITIES, AND THERE IS A WRITTEN AGREEMENT BETWEEN THE HOSPITAL AND THE OUTSIDE ENTITY STIPULATING THAT THE HOSPITAL PAYS THE IR's SALARY FOR TRAINING TIME OUTSIDE THE HOSPITAL SETTING.  Refer to 42 CFR 413.78 and 412.105(f).

All start and end dates MUST LIE WITHIN THE FISCAL YEAR for which you are reporting, and assignment periods MAY NOT OVERLAP!  For example, if the fiscal year runs from 7/1/98 to 6/30/99, and an assignment runs from 5/1/99 to 7/31/99, the assignment period reported during this reporting year is from 5/1/99 to 6/30/99.  An end date MAY NOT BE LATER than the end of the hospital's cost reporting period.

NOTE: IRIS provides space (fields) to report 60 individual rotations for an IR.

Year of Residency
The total number of training years the IR (Intern/Resident) completed in an approved training program as of the FIRST DAY OF THE ROTATION being listed.  For example, enter "0" if the IR has completed less than one year in all types of approved programs, "1" if the IR has completed less than two years, etc. NOTE: Include time spent in transitional year programs as discussed in the Help Screen notes on "Type of Residency".

Full/Part Time Percentage
Enter 100 for full time residents.  For Part Time residents, enter the percentage of the FTE, as indicated on either the employment contract or letter from the ACGME.  Note: A hospital must receive permission from the ACGME to allow a resident to work part time. Refer to 42 CFR 412.105(f).  Do NOT enter the % sign (i.e., 50% enter as 50)

GME Percentage
Enter the percentage of time the intern/resident (IR) worked in any area of the hospital complex or in a nonprovider setting under agreement with the hospital, during the assignment period.  Refer to 42 CFR 413.78.

If the IR worked in more than one hospital or nonprovider setting not under agreement with the hospital during the assignment period, enter the percentage of time worked in the hospital in comparison to the total time worked at all facilities.  Example: an IR worked 4 hours/day at hospital A and 8 hours/day at hospital B.  Hospital A would report 33% under Graduate Medical Education (GME).  If the IR worked 4 days a week at hospital A and 3 days a week at hospital B, hospital A would report 57% (4 days at hospital A divided by 7 total days).

NOTE:  The GME percentage may be computed based upon hours, days, or even months, if appropriate.  No more than 100%, in the aggregate may be reported for any IR by all hospitals reporting.  HOSPITALS MUST COORDINATE GME DATA REPORTED IN IRIS.

CHGME Unweighted FTEs
Calculated based on the following:

(Period Assigned to this provider, in this rotation, divided by 365 or 366 days) x (Full-Time / Part-Time Percentage) x (GME Percentage)

Note:  If the Intern/Resident is listed as a foreign graduate but no FMG Complete Date is entered, the Unweighted FTE will be reduced to 0.

Note:  If the Intern/Resident rotation has assignment dates before or after the fiscal year, the Unweighted FTE will be reduced to 0.

CHGME Weighted FTEs
Calculated based on the following:

(Period Assigned to this provider, in this rotation, divided by 365 or 366 days) x (Full-Time / Part-Time Percentage) x (GME Percentage) x (Weight Factor of 1 or .5)

Note:  The weight factor is reduced to .5 if the Residency Years completed equals or exceeds the Initial Specialty Years.

Note:  If the Intern/Resident is listed as a foreign graduate but no FMG Complete Date is entered, the Weighted FTE will be reduced to 0.

Note:  If the Intern/Resident rotation has assignment dates before or after the fiscal year, the Weighted FTE will be reduced to 0.

Note:  Summary totals of CHGME Unweighted and Weighted FTEs can be seen in the upper right corner of the CHGME worksheet.  These totals are based on the information entered and do not account for any duplicate assignment periods (overlaps).

Add Rows Button
Click this button to add as many rows to the spreadsheet as you need (up to 4000)

Delete Extra Rows Button
Click this button to delete blank rows and any rows without SSN entered.  This will help reduce the file size when saving to disk.

Insert Rows Button
Click this button after selecting the rows where you want to insert new rows

Update Totals Report Button
Click this button at the top of the CHGME worksheet to view a summary report of Weighted and Unweighted Interns/Residents by Current Specialty.  You must click this button any time you want a current report based on the data entered. 

To return to the CHGME entry worksheet, click the “CHGME” worksheet tab at the bottom of the screen.

Print Button
Click this button to print the CHGME resident listing

Create IRIS Files
Click this button when you are completely done entering intern/resident data.  This will create the necessary Master and Assignment database files needed for the IRIS program or other compatible programs. 

Note:  When this button is selected, the file will automatically be saved and closed after creating the IRIS files.

This is not a necessary step, but it is a tool if exporting into another IRIS program is desired.

Note:  When transferring this template to authorized individuals, do not use Internet e-mail. The material in this template includes protected health information that is subject to use and disclosure restrictions under federal law.