Ensuring the well-being of residents and patients is the primary responsibility for managers overseeing long-term care or assisted living facilities. To uphold high standards of care and guarantee residents' comfort and safety, it’s critical for you to adequately staff every shift with enough nurses. To that end, since 2016, the Centers for Medicare and Medicaid Services (CMS) has mandated nursing facilities to collect and report staffing level data through the Payroll Based Journal (PBJ) reporting system. 

This mandatory reporting system serves as a means for CMS to monitor the quality of care provided by your facility and verify the accuracy of your staffing data. CMS also utilizes this information to determine your facility rating, which significantly influences your reputation and capacity to attract both residents and skilled professionals. To avoid non-compliance, a thorough understanding of PBJ reporting requirements is essential.

In this 2024 PBJ reporting guide we will delve into this year’s crucial PBJ reporting requirements, as well as call out any changes.

Payroll Based Journal Reporting: What Is It and How Does It Work?  

In compliance with Section 6106 of the Affordable Care Act (ACA), all long-term care facilities must complete PBJ reports, a system established by the Centers for Medicare and Medicaid Services (CMS). This reporting is designed to foster accountability and consistency by mandating nursing facilities regularly submit staffing information. 

The primary objective of PBJ Reporting is to ensure skilled nursing facilities uphold proper staffing levels for quality of care and are held accountable for positive resident outcomes. CMS uses the gathered staff information, in addition to other quality measures and health inspections, to assess the quality of care provided to residents and patients and constructs a 5-Star quality rating system for nursing facilities.

Skilled nursing facilities are mandated to electronically submit data for both contract and agency staff through the PBJ reporting system, and this data is subject to audit as well. Failure to submit accurate employee data may result in citations and civil money penalties. Implementing workforce management solution that includes Payroll Based Journal software with integrated time tracking and HR management can streamline the reporting process and help ensure accuracy and compliance.

After receiving PBJ staffing information, CMS assigns a star rating to each facility and publishes it on their facility comparison website, Medicare Care Compare. This platform serves as a valuable resource for consumers, potential residents, staff members, and families, offering insights into the staffing levels and overall care quality of nursing facilities.

PBJ Reporting Challenges

• Manual PBJ reporting can impose a significant burden on your staff. The process is often complex and labor-intensive, demanding substantial time and effort from your team.

• Inaccuracies or omissions in the PBJ report can have serious consequences. It can lead to citations, increased hours of audits, reduced reimbursement and additional surveys by regulatory authorities. These issues can create administrative headaches and pose potential risks to the overall compliance and reputation of your facility.

• Not submitting PBJ reports can negatively affect your rating and as a result can turn experienced nurses and potential residents away from your facility.

PBJ Reporting Requirements: What to include in a PBJ Report?

Long-term care facilities must electronically submit comprehensive and accurate direct care staffing details to CMS. Direct care staff are workers who contact residents or management of resident care interpersonally, such as services that help residents achieve mental, psychosocial, and physical well-being. The information you submit to CMS must include direct care details for agency and contract staff in the CMS standardized format.

You can submit your PBJ reports through two primary submission methods: manual data entry or through uploaded data from an automated payroll or time and attendance system (XML format only). Smartlinx can help you to painlessly automate PBJ reports, incorporate all agency hours, and reconcile timecards in real-time to support correct, automated processes that give you more time to focus on improving patient care.

The staffing details that need to be submitted to CMS in your PBJ reports are:

• Staff Member ID: This unique identifier helps track individual staff members and link their hours worked to specific roles and pay rates. The unique identifier must not be duplicated with any other current or previous staff and not use any personally identifiable information like names or social security numbers.
• Job Code Title: The job role performed by the individual during the hours paid to work – there are 40 defined PBJ Job Title Codes allowed by CMS.
• Job Role: Clearly define the roles of each staff member. This helps categorize different types of staff (e.g., nurses, aides, therapists) and understand their contribution to resident care. Ensure to also include staff with different roles throughout the day.
• Date associated with the number of hours recorded: For each day a staff member works, you need to report the associated date. Also, if someone worked an overnight shift, the date should be split into two.
• Number of hours for each day worked: Accurately record the number of hours each staff member works per day. Every minute matters, so ensure meticulous tracking of paid and non-paid time, including meals, breaks and overtime. Be aware, time entered is calculated in fractions, not hours and minutes.
• Pay classification (exempt, non-exempt or contract): You will need to classify staff members based on their pay structure: exempt (fixed salary), non-exempt (hourly), or contract (temporary workers).
• Hire date and termination date (if applicable): Track the start and end dates of employment for each staff member. This helps CMS understand your workforce dynamics, such as turnover rates and staffing gaps.

PBJ Reporting Due Dates

To avoid any CMS penalties, it is vital that you submit your PBJ reports on time and with accurate data. Below are the 2024 PBJ due dates.

• Fiscal Q1: The reporting period is October 1 to December 31, with the deadline being Tuesday, February 14.

• Fiscal Q2: The reporting period is January 1 to March 31, with the deadline being Monday, May 15.

• Fiscal Q3: The reporting period is April 1 to June 30, with the deadline being Monday, August 14.

• Fiscal Q4: The reporting period is July 1 to September 30, with the deadline being Tuesday, November 14.

2024 Payroll Based Journal Reporting Changes and Updates: Navigating Stricter Penalties and Technical Adjustments 

In the ever-evolving landscape of Payroll-Based Journal (PBJ) reporting, staying abreast of changes and adhering to updated methodologies is crucial. The year 2024 brings forth not only stricter penalties but also noteworthy technical adjustments that demand the attention of long-term care facilities. Let's dive into the key updates that will shape your PBJ reporting landscape.

• Failure to Submit Accurate Data Means Harsher Penalties: CMS is tightening the reins on submissions; the leniency that once existed is no more. Starting from April 2024, providers failing to submit staffing data to CMS or providing inaccurate data will be assigned the lowest possible score on the relevant staff turnover measures.

Adapting to these changes is not just about compliance. It's about ensuring the seamless operation of your facility and proper quality of care. Stricter penalties means that you and your team need a meticulous approach to data submissions and a proactive stance in embracing new processes.

As the Payroll Based Journal reporting landscape evolves, it's essential to not only be informed but also to implement the necessary changes. Stay tuned for further updates, and if you have questions or need assistance navigating these changes, don't hesitate to reach out.

Payroll Based Journal software is a Game Changer in Long-Term Care

In the dynamic landscape of long-term care facilities, the integration of technology has emerged as a pivotal force in helping to simplify PBJ reporting including saving time and reducing errors. Workforce management software with embedded PBJ reporting technology is reshaping how facilities navigate the time-consuming and error-prone task of CMS staffing data submission. Below are some of the transformative benefits of technology on Payroll Based Journal reporting.

Streamlined Data Collection and Submission

• Automated Data Capture: A workforce management platform with modern payroll systems, electronic timekeeping tools and Payroll Based Journal software can help you effortlessly capture the staff hours and essential data needed for CMS submissions. This not only minimizes manual data entry but also mitigates the risk of errors.

• Reduced Manual Processes: Mundane tasks, such as calculating staff hours and managing deadlines, are now automated. This can liberate your staff enabling them to focus on more impactful responsibilities.

• Simplified Data Submission: PBJ reporting software features user-friendly interfaces for easy data review and PBJ report submission, eliminating the need for intricate file formatting or manual transfers.

Enhanced Data Accuracy and Quality

• Validation Tools: Real-time data validation via workforce management software can help you to identify inconsistencies or missing information before submission, which helps reduce the risk of errors and penalties.

• Audit Trails and Data Backups: Automatic data collection and tracking and secure data backups ensure the integrity of information, helping you to be audit ready when needed.

• Standardized Reporting Formats: Software ensures that data adheres to the necessary XML format, minimizing the risk of rejection by CMS due to formatting errors.

Improved Staffing Visibility and Analysis

• Reporting Dashboards: Payroll Based Journal reporting software offers customizable dashboards with real-time and historical data visualizations. These dashboards can empower your facility administrators to track staffing trends, identify gaps, and monitor compliance effortlessly.

• Data-Driven Decision Making: Insights derived from Payroll Based Journal data can help to inform you and your team on staffing decisions, resource allocation, and, ultimately, help to elevate the quality of resident care.

Workforce management software purpose built for long term care revolutionizes PBJ reporting by streamlining processes, cutting manual efforts, ensuring data accuracy, and minimizing compliance penalties. The results in cost savings, enhanced resident care quality, and improved ratings on platforms like Medicare Compare. 

However, it's crucial to remember that technological solutions don't replace the need for human oversight and an understanding of PBJ reporting requirements and regulations. The choice of the right software and thorough staff training are paramount to ensuring proper data management and utilization.

Your commitment to staying informed is pivotal in shaping a successful PBJ reporting strategy for the year ahead. If you're interested in exploring specific technology solutions or seeking further information on the benefits of adopting technology for Payroll Based Journal reporting feel free to reach out—we're here to help!

Contact us today to learn more or schedule a demo to get started.