In accordance with Section 6106 of the Affordable Care Act, the Center for Medicare and Medicaid Services (CMS), working towards greater accountability and accuracy, has introduced a means for nursing facilities to report electronically staffing information which will eventually be utilized in the determination of 5 Star Ratings on quality care.  This system is known as the “Payroll-Based Journal” (PBJ), and is mandated to start on July 1, 2016.

Providers will be required to submit direct care staffing hours, including contract and agency staff, plus employee hire and termination dates and facility census, on a quarterly basis.  Deadlines are 45 days after the last day of each fiscal quarter.  This makes the first mandatory submission date November 14, 2016.

Payroll-Based Journal – Staffing Data Submission Reminders

1. Staffing data is hours worked each day for resident care.   For salary personnel who work 10 hours but get paid for 8, you can only report 8. Do not count hours paid for leave or non-work related absence.
2. Only direct care staff (plus agency and contract) is to be reported.  This does not include Housekeeping, Maintenance or Dietary (except Dietitian or feeding assistants).
3. Resident census data will be collected from the last day of each month in the quarter and divided into 3 categories, Medicaid, Medicare, and Other.
4. Submission of staffing information for PBJ will be accessed through the Quality Improvement & Evaluation System (QIES).  User ID’s required for access.
5. The information submitted must be verifiable and auditable, therefore your payroll or time and attendance files must meet specific technical specifications in a uniform format if you plan on submitting through an upload.

Training:  PBJ Training Modules for an introduction to the PBJ system and step by step registration instruction are available on QTSO e-University, select the PBJ option

More information is available on the PBJ website. Contact Richter Healthcare Consultants with questions or to discuss PBJ requirements.