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PAYROLL-BASED JOURNAL COMPLIANCE GUIDE

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PAYROLL-BASED JOURNALCOMPLIANCE GUIDE

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 .

5

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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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