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Payroll-Based Journal Reporting – Do You Have Your Numbers Right?

Aug 15, 2017 8:53:00 AM

As Long Term Care (LTC) facilities hire more staff, HR eats up more time. Payroll Based Journal Reporting (PBJ) is one of those time-eaters. As mandatory reporting of PBJ hits its one year anniversary, many long-term care facilities are evaluating their PBJ reporting process for ways to improve.

PBJ (Payroll Based Journal) is part of the Quality Care Initiatives mandated in the Affordable Care Act (ACA Section 6106) to insure proper care standards are being maintained and adequate staffing levels are in effect every day.

(Center for Medicare and Medicaid Services) CMS focuses on staffing as one of the vital components of a nursing home’s ability to provide quality care. Over time, CMS has utilized staffing data for a myriad of purposes in an effort to more accurately and effectively gauge its impact on quality care in nursing homes. defines PBJ thusly” Section 6106 of the Affordable Care Act (ACA) requires facilities to electronically submit direct care staffing information (including agency and contract staff) based on payroll and other auditable data. The data, when combined with census information, can then be used to not only report on the level of staff in each nursing home, but also to report on employee turnover and tenure, which can impact the quality of care delivered.

The CMS also posts this information in the CMS Nursing Home Compare website. It also uses it in the Nursing Home Five Star Quality Rating System to help consumers understand the level and differences of staffing in nursing homes. That’s all good news for quality care – and the reason behind the need to verify data.

In order to improve transparency, the new system requires staffing data to be “verifiable and auditable” and to be submitted electronically to CMS. In theory, this will reduce fraudulent reporting and help keep competition fair among long-term care facilities.

PBJ system reporting required by CMS

  • Daily direct care staffing levels (employee, agency, & contract)
  • Monthly census

Used to report on staffing levels, employee turnover and tenure

  • CMS Nursing Home Compare website
  • Nursing Home Five Star Quality Rating System. The CMS Five Star rating system allows consumers to compare nursing homes in three important categories: nurse staffing, annual inspection results and quality measures.

Submitting information into CMS site that can be accomplished by manual entry (error prone), XML file upload, or a combination. Any frequency is okay, as long as entire quarter is submitted by deadline

Manually entering payroll-based journal data can be expensive, time consuming, and fraught with human error. As a result, manual processes can introduce errors and require paper trails that lead to future headaches when it comes time for an audit.

Good news for Proliant clients. Proliant creates a CMS specific formatted XML file containing all required information for simple upload. If you are still exploring how to ensure your  staffing data is PBJ compliant, give us a call and we’ll help you through the process.

About Proliant

Proliant puts the human in human resources. We provide a fully integrated, cloud-based HCM solution that simplifies payroll and HR processes. The company serves small to large clients in multiple industries in all 50 states and is committed to providing the highest quality customer service in the industry.

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