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August 14 PBJ Deadline is Fast Approaching: Don't Miss it

August 07, 2019
Leadership & Staffing By Fidel Mercado, Analyst

Through studies and research, the Centers for Medicare & Medicaid (CMS) has found a clear association and has continued to recognize the correlation between nursing home staffing levels and resident outcomes. Over time, CMS has utilized staffing data for a myriad of purposes—in an effort to more effectively gauge its impact on the quality of care in nursing homes. Prior to the implementation of the Payroll-Based Journal (PBJ), staffing was posted on the Nursing Home Compare website, and it is used in the Nursing Home Five Star Quality Rating System to help consumers understand the level and differences of staffing in nursing homes. 

Female nurse looking at camera in hospital hallway

 

What is a Payroll-Based Journal?

In short, PBJ is a system developed by TCMS for facilities to submit staffing and census information. This system will allow staffing information to be collected on a regular and more frequent basis than currently collected.

What Facilities are Subject to the Payroll-Based Journal Requirement?

Only long-term care facilities that are subject to meeting the Requirements for Participation as specified in 42 CFR Part 483, Subpart B are subject to the PBJ reporting requirements. This requirement does not apply to swing beds.

Reporting Requirements

Reporting is separated by fiscal quarters. Staffing data includes the number of hours paid to work by each staff number each day within a quarter. Census data includes the facility’s census on the last day of each of the three months in a quarter. 

  • Submissions must be received by the end of the 45th calendar day (11:59 PM EST) after the last in each fiscal quarter in order to be considered timely.
  • Staffing information is required to be an accurate and complete submission of a facility’s staffing records. CMS will conduct audits to assess a facility’s compliance related to this requirement.

Below are the deadlines for each reporting period:

 

Fiscal Quarter Reporting Period Due Date
1 October 1 - December 31 February 14
2 January 1 - March 31 May 15
3 April 1 - June 30 August 14
4 July 1 - September 30 November 14

 

  • The PBJ system has been designed to accept two primary submission methods:
    • Information can be entered manually, or
    • Uploaded from an automated payroll or time attendance system.

Facilities that do not meet these requirements will be considered noncompliant and subject to enforcement actions by CMS. 

If you have any questions, please contact Jennifer Matoushek at 717-213-3130 or email JMatoushek@LW-Consult.com.

 

Ensure your skilled nursing facility's PBJ data is an accurate and complete report of the quality of care provided. Ask how LW Consulting, Inc. can help. 

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