payroll-based journal compliance guide · staffing and schedule management ... email & text...
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P B J C O M P L I A N C E G U I D E
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L E G A L D I S C L A I M E RPBJ Compliance, Publications and Content
The PBJ Compliance Guide is intended to be used as a handbook for the reader to reference in conjunction with, but not
exclusive of, official regulatory information. The laws, regulations, rulings and other material contained herein may change
over time, and the reader should seek out the most current materials. This guide does not include everything that you need
to know. We strongly encourage you to read and understand all laws and regulations that are applicable for PBJ compliance
and to follow them closely.
We present this guide for informational purposes only. The information in the PBJ Compliance Guide should not be relied
upon or construed as legal advice or legal opinion. It is not an offer to represent you, nor is it intended to create an
attorney-client or other confidential, advisory relationship. The content of any Internet e-mail sent to us or any of our
personnel at e-mail addresses listed within this guide will not create an attorney-client relationship or other confidential,
advisory relationship, and will not be treated as confidential. You should not rely upon the information presented in the PBJ
Compliance Guide to make legal or other professional decisions without seeking personal advice from an attorney or other
professional.
We are not responsible for the content of any third-party website or information referenced within the guide. If any such
third party site violates any laws or ethical rules of your jurisdiction, we are not available to represent you. End users may
view and use the content of this guide for personal use. All other uses are prohibited. The PBJ Compliance Guide does not
offer any guaranteed compliance with any law. By using the PBJ Compliance Guide as a point of reference, the user takes full
responsibility for meeting the requirements of PBJ and indemnifies us from any claims that arise from its use.
CO N T E N T S
PBJ
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First Things First — Mandatory Compliance Features 4
Payroll-Based Journals — What You Need to Know 5
The Goal of PBJ 6
PBJ Data Reporting 7
Direct Care Staff 8
Did You Know? 9
PBJ Impact 11
Important Dates for PBJ Reporting 12
Payroll-Based Journal Timeline 13
Help with Meeting PBJ Requirements 14
Workforce Management Suite PBJ Solutions 15
Protecting Your Business 16
Contact Us Today 17
P B J C O M P L I A N C E G U I D E
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O U R WO R K F O R C E M A N AG E M E N T S U I T EF E AT UR E S T H AT SUPP O R T PAY RO L L- B A SED J O UR N A L R EP O R T IN G
PBJ
Employee data (title, gender,
date of hire, term date, EE ID, etc.)
Track hours worked
Job code tracking
Auditable reporting
Employee status (FT, PT)
Staffing and schedule management
Communication/collaboration via
email & text
Mobile access (punch IN/OUT,
tracking hours for offsite employees)
Dashboard— accrued & total
overtime hours
Timekeeping data records
Hours’ threshold indicator and alerts
Time card approvals
Finalized pay period (lock-down data)
FIRST THINGS FIRST
Below is a list of all the features that showcase our Workforce Management Suite
and how its powerful components will help you become and remain compliant.
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PBJ
Employee groups
Time card audit
Manageable, editable time cards (with
audit trail)
Certification tracking/expiration (RN,
PT, LPN, etc.)
Alert indicators (overtime, max hours, etc.)
Daily Auto Email report (view OT,
missing punches, total hours)
Schedule Preferences
Proactive Time Management
Forecasting of hours
PAY R O L L- B A S E D J O U R N A L S —
W H AT YO U N E E D TO K N OW
S TA F F I N G L E V E L S CO R R E L AT E T O C A R E Q U A L I T Y.
C M S M A N D AT E S P B J T O G AT H E R D E TA I L E D
S TA F F I N G A N D C E N S U S D ATA F O R T H I S R E A S O N .
P B J D ATA W I L L B E U S E D I N T H E F I V E - S TA R
Q U A L I T Y R AT I N G S Y S T E M .
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W H Y P B J I S M A N DATO RY
CMS mandates a standard reporting method for long-term
care facilities so that direct care staffing levels can be
compared. PBJ reporting provides detail on direct care hours
provided by facilities, including agencies or contractors that
do not directly bill patients. PBJ also fulfill requirements of
Section 6106 of the Affordable Care Act.
P B J R E P O R T I N G
B E C A M E M A N DATO RY
J U LY 1 , 2 0 1 6
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P B J C O M P L I A N C E G U I D E
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P B J DATA R E P O R T I N G
CO M P L E T E , ACC U R AT E ,
DA I LY S TA F F I N G
R E CO R D F O R E AC H
P E R S O N P R OV I D I N G
D I R E C T C A R E AT
E AC H FAC I L I T Y
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P B J C O M P L I A N C E G U I D E
Unique facility ID for each facility
Unique employee ID for each individual
providing direct care
Classification of each direct care provider as
employee or agency/contract staff
Job codes and pay types as defined by CMS
Census data
Direct care hours by specific job codes per day
Direct care hours by individual per day
Direct care staff turnover and tenure
P B J C O M P L I A N C E G U I D E
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D I R E C T C A R E S TA F F D E F I N E D
“Those individuals who, through interpersonal contact with residents or resident
care management, provide care and services to allow residents to attain or maintain
the highest practicable physical, mental, and psychosocial well-being. Direct care
staff does not include individuals whose primary duty is maintaining the physical
environment of the long term care facility (for example, housekeeping).”
— CMS PBJ Policy Manual
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D I D YO U K N OW ?
U S E T H E Q UA L I T Y
I M P R OV E M E N T A N D
E VA LUAT I O N S Y S T E M
(Q I E S) TO S U B M I T P B J
DATA . YO U M U S T H AV E
A C M S N E T U S E R I D O R
R E G I S T E R TO O B TA I N
U S E R I D S .
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P B J C O M P L I A N C E G U I D E
• Map your job codes to CMS-defined codes
• Check that each individual delivering direct
care has a unique ID
• Submit data digitally (XML zip file), manually
(by typing) or a combination
• Format your data as specified by CMS before
logging in
• Do not expect to copy & paste, because QIES
prevents access to other programs while
logged in
• Do not wait until the last minute; if there are
errors, there may not be time to fix them
• Keep a record of all hours reported for direct
care staff, agency and contractors in case of
auditC L I C K T O R E G I S T E R
P B J C O M P L I A N C E G U I D E
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O P T I M I Z I N G P B J R E P O R T I N G E F F O R T S
PBJ reporting takes time.
You cannot eliminate the cost,
but you can control the process.
Start by keeping a detailed, digital record of who does what job when and where.
Track all hours with job codes and pay types. Map your codes to CMS codes. Once
set up, you have an efficient process for generating both payroll and PBJ reporting.
I M P O R TA N T DAT E S F O R P B J R E P O R T I N G
P B J R E P O R T I N G I S C U R R E N T LY D O N E
Q U A R T E R LY. R E P O R T S M U S T B E S U B M I T T E D
N O L AT E R T H A N 4 5 C A L E N D A R D AY S A F T E R
E A C H Q U A R T E R . B E S T P R A C T I C E E N CO U R A G E S
E A R LY S U B M I S S I O N T O A L L O W F O R E R R O R
CO R R E C T I O N . C H E C K CMS.GOV R E G U L A R LY T O
D E T E R M I N E A N Y C H A N G E S T O
P B J R E Q U I R E M E N T S .
P B J C O M P L I A N C E G U I D E
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T I M E K E E P I N G A N D P B J
P B J R E P O R T I N G C A N B E D A U N T I N G .
W E C A N M A K E T H E P R O C E S S E A S I E R F O R YO U.
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P B J C O M P L I A N C E G U I D E
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O U R WO R K F O R C E M A N AG E M E N T S U I T EF E AT U R E S T H AT S U P P O R T P B J I N C L U D E :
PBJ
Employee data (title, gender, date of hire, term date, EE ID, etc.)
Track hours worked
Job code tracking
Auditable reporting
Employee status (FT, PT)
Staffing and schedule management
Communication/collaboration via email & text
Mobile access (Punch IN/OUT, tracking hours for off-site employees)
Dashboard— accrued & total overtime hours
Timekeeping data records
Hours’ threshold indicator and alerts
Time card approvals
Finalized pay period (lock-down data)
Employee groups
Time card audit
Manageable, editable time cards (with audit trail)
Certification tracking/expiration (RN, PT, LPN, etc.)
Alert indicators (overtime, max hours, etc.)
Daily Auto Email report (view OT, missing punches, total hours)
Schedule Preferences
Proactive Time Management
Forecasting of hours
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P B J C O M P L I A N C E G U I D E
L E T U S H E L P YO U I M P L E M E N T O U R
WO R K F O R C E M A N AG E M E N T S U I T E
We’re ready to help you get the peace of mind you’re looking for and deserve.
Call your payroll provider today!
Disclaimer: The PBJ reporting requirements provided are subject to change. See page 2.
For more information follow these links:
http://go.cms.gov/1V7bz6F
http://1.usa.gov/1Vu6NPC
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