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May 24, 2016

Payroll-Based Journal (PBJ) Reporting Available for Nursing Homes/Long-Term Care Facilities

Payroll-Based Journal (PBJ) reporting will require staffing information to be collected on a more consistent basis so it is auditable to ensure accuracy. The Centers for Medicare and Medicaid Services (CMS) have been voluntarily collecting this data since October, but beginning in July 2016 it will be mandatory across the agencies for nursing homes and long-term care facilities. The requirements place more burden on the employer for detail on daily staff hours by position, shift and location, as well as the monthly patient census. Census data includes the facility’s patient head count on the last day of each of the three months in a quarter. This data can then be used to report on the level of staff in each nursing facility, but also to report on turnover and tenure, which can impact the quality of care delivered.

How will the information be collected? Every quarter, data will be collected. Submissions are due by the end of the 45th calendar day after the last day in each fiscal quarter to be considered timely. This will begin with the period July 1 to September 30, 2016. Late submissions will be accepted, but are subject to enforcement actions by the Centers for Medicare and Medicaid Services (CMS) and may not be used to calculate a facility’s staffing measures. First submissions must be made by November 14, 2016, for the 3rd quarter period.

Submission Methods The PBJ system will accept two primary submission methods: 1. manual entry or 2. an XML file upload of data from an automated payroll or time and attendance system. Manual data entry will require individuals to key information into the PBJ user system. However, for those currently using an automated payroll and time and attendance system, information already is readily available.

If PBJ reporting applies to your organization, please contact your Payroll Specialist to start the process. Clients are able to generate PBJ files that can be filed directly with CMS. If you are interested in learning more about our timekeeping solutions, contact Flex-Pay’s Client Services Manager, Amy West, at (336) 714-1212 or email awest@flex-pay.com. Stay tuned for more information about the PBJ reporting requirements.