New Guidelines for Payroll Based Journal Reporting

In an effort to promote more accountability to facilities that focus on Long-Term care, The Centers of Medicare and Medicaid Services (CMS) has mandated a new reporting tool called Payroll Based Journal (PBJ) Reporting in order to collect information that is related directly to care staffing and reporting requirements.  CMS has acknowledged the connection between facility staffing and quality of care as the main component to the outcomes of beneficiaries. The idea is to report on a more regular and frequent basis in a new electronic format. These new measures are directly connected to The Affordable Care Act also known as the ACA.

Since October 1st, 2015, CMS has offered providers the chance to submit their required information voluntarily. Effective July 1st 2016 reporting will be mandatory and providers will be required to file their staffing and census data no later than 45 days after the end of each fiscal quarter. The new reporting systems, which CMS is continuing to develop, will be user friendly and used for manual and electronic input.

What can these additional requirements mean for providers?

The new system will focus primarily on a provider’s attention to staffing, scheduling and any related cost of labor. This new way of collecting staffing data can allow providers to have the upper hand when consistency of reports is required.

Current Practices

  • Information is collected yearly through a survey
  • Will usually only report staff hours

Future Practices

  • Quarterly electronic reporting
  • Reporting for all Staff, contractors, agencies, and medical professionals
  • Leaves an auditable documentation trail

How do you implement the changes?

Providers are encourage to utilize attendance or scheduling software’s in order to plan their methods of collecting, storing, and reporting this data directly to CMS is a timely manner. It is suggested that providers take this time, before the new system is mandated, to analyze their current reporting and collection tools and processes and make adjustments as needed. The goal of the process should be to obtain complete and accurate reports of staffing information for employees as well as any contract staff.

Some challenging factors to consider about the new program is that one of the biggest difficulties about the new reporting system is being able to monitor the hours worked by agency employees as well as contracted employees. There also needs to be an auditable documentation trail that can be easily produced.

Direct Care Positions Being Impacted:

  • Director of Nursing
  • Assistant Director of Nursing
  • Care Coordinators
  • RNs
  • LPN/LVNs
  • STNAs
  • Restorative Nurses and Aides
  • Medical Director
  • Nurse Practitioners
  • Therapists
  • Podiatrists
  • Dentists

Ways employees can document when they are working

Not all providers utilize timeclocks  for their employees to clock in and out and one thing providers can do to help alleviate some of the stress is to incorporate some sort of sign-in and sign-out sheet to track hours works. Providers should also be paying close attention to time and attendance as well as scheduling which the new PBJ software helps to facilitate.

What you can do now and how PAYDAY can help

Many people can get too caught up in their everyday lives that they tend to lose sight of the bigger picture when it comes to managing the future of their business. Providers need to be sure they are taking the time to evaluate their current systems and report practices as they are a vital component to the continued success of their organization.

Whether you have specific questions or just want some more information on Section 6106 of the Affordable Care Act, PAYDAY is here to help!  Our expert staff is constantly being updated on the ever changing mandates and regulations of the ACA in order to help you remain compliant. Feel free to call us at (714) 467-3434 and we’ll be happy to help you.

                                      

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About the Author:

As Director of Operations, Jessica oversees the day-to-day operations for payroll, human resources, tax, finance and client affairs. She also plays an active role in formulating corporate strategy and developing client programs. Jessica believes a company’s success begins with its people. She strives to build a team encompassing excellence and professionalism, and to play a large role in developing the staff on an ongoing basis. Her passion for strong client relationships drives her in ensuring that clients receive the highest level of personal service and the best products in the industry. Jessica joined PAYDAY in 2004, and quickly advanced to Development Coordinator in 2006, when she took charge of Human Resources. She was promoted to Director of Operations in September, 2011.

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