The time has now arrived for providers to submit their Payroll-Based Journal (PBJ) staffing and census data.

The deadline:  November 14, 2016

There are still many questions being asked about PBJ.

Some general frequently asked questions about Payroll-Based Journal are listed below:

1.      For census, should bedholds be counted?
2.      No, bedholds should not be counted.
3.      How do we report for corporate staff?
4.      Corporate staff hours are only reported for the hours involved in assisting with resident care and     only for the hours worked if salaried.
5.      Can paid lunch break hours be reported?
6.      No, only hours that the employee is actually working with the residents on the floor can be counted.
7.      If I am manually submitting data, do I still need to make any zip files?
8.      Zip files would only be needed if you created XML submission files.
9.      If I have an RN covering for an Aide, how do I code the hours?
10.      You can split the hours between two different categories if needed.
11.      In Multi-organizations, where some employees cross between several facilities, do they need different “Unique ID” numbers?
12.      The Unique ID’s are based on facility level; however, if you want an employee to ‘keep’ the same Unique ID, this is allowable, provided you report the hours per appropriate facility.

As a result of the volume of questions still being raised, CMS has sent a notice to providers related to PBJ Submissions and the submission process.  CMS has addressed some technical questions related to this and one very important notice has indicated that they will accept data submission past the deadline of November 14, 2016, and facilities will not incur penalties for not meeting the deadline.  CMS  is still expecting providers to make a  “good faith” effort to submit their data as soon as  possible for the fourth quarter of the 2016 fiscal year (July 1-Sept. 30, 2016).  

For additional questions, you may refer to the resources provided below or call the Accounting Team at Richter Healthcare Consultants – your Partners in Management. We are here for you!

• Policy Questions should be sent to NHStaffing@cms.hhs.gov
• Technical Issues/Questions should be sent to NursingHomePBJTechIssues@cms.hhs.gov
• QTSO Help Desk at (877) 201-4721 or email at help@qtso.com
• PBJ Website: https://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/NursingHomeQualityInits/Staffing-Data-Submission-PBJ.html