Using Technology For Payroll Based Journal Reporting

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If you work in long-term care, you probably have some questions regarding Payroll Based Journal (PBJ) reporting, and you’re not alone. If you’re not exactly sure how you will manage your PBJ data submissions to the Centers for Medicare and Medicaid Services (CMS), we’ve addressed some of the most common queries to help you better understand.

Why do nursing homes need to submit staffing data?

CMS has long utilized staffing data to accurately and effectively gauge the quality of care in nursing homes and care homes. The information is used in the Nursing Home Five Star Quality Rating System, which is posted on the CMS Nursing Home Compare website to help consumers understand the level and differences of staffing in nursing homes.

According to Section 6106 of the Affordable Care Act (ACA), all facilities must electronically submit direct care staffing information (including agency and contract staff) based on payroll and other auditable data. This data shows the level of staff, and employee tenure and turnover, to better understand the quality of care being delivered.

What is the system for facilities to submit Payroll-Based Journal?

Since July 1, 2016, staffing information from care facilities has been collected more frequently than previously collected and is auditable to ensure better accuracy. The deadlines are as followed for each fiscal quarter:

    1. October 1 – December 31. Due date: February 14
    2. January 1 – March 31. Due date: May 15
    3. April 1 – June 30. Due date: August 14
    4. July 1 – September 30. Due date: November 14

How should the data be submitted?

For submission, the data can be imputed manually to CMS, or it can be uploaded via preformatted XML or CSV file, or a combination of manual and XML/CSV files. However, this process can be very complex, which is why many providers rely on Payroll-Based Journal software as an easy way to collect, review, and submit all required staffing information to CMS.

How do you simplify PBJ reporting with technology?

If you are manually uploading or entering PBJ data, you might want to consider adopting a WFM System to streamline the process. The InfiniTime WFM System can help automate many PBJ related tasks and simplify the submission process. At the end of the quarter, InfiniTime can package the data required for Payroll-Based Journal, and when it is time to submit the information to CMS, it is simply uploaded.