Payroll-Based Journal

Presented by:

Reinsel Kuntz Lesher LLP and

The Asbury Group

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Brought to You By

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Disclaimer

“The information contained herein is of a general nature

and is not intended to address the circumstances of any

particular individual or entity. Although we endeavor to

provide accurate and timely information, there can be no

guarantee that such information is accurate as of the

date it is received or that it will continue to be accurate in

the future. No one should act upon such information

without appropriate professional advice after a thorough

examination of the particular situation.”

Payroll-Based Journal

(PBJ)

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PBJ Background

• Section 6106 Affordable Care Act

• Reporting of staffing and census

• Includes turnover and tenure

• Collection will be quarterly

• Rather than annually during survey (CMS 671/672 forms)

• Exported file from automated system or manual entry through

PBJ system

• XML

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PBJ Overview

• Five-Star impact (TBD)

• Voluntary submission period ending June 30, 2016, and

the mandatory submission period beginning July 1, 2016

• Mandatory submission of staffing information based on

payroll data in a uniform format

• Also to include contract and agency staff

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PBJ Overview

• Payroll-Based Journal (PBJ) will be implemented July 1,

2016

• File electronically imported or data entered

• Category

• Resident census data

• Turnover, tenure, hours of care provided

• In-house vs contract/agency

• Submissions are quarterly

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PBJ Overview

• Payroll-Based Journal (PBJ) will be implemented July 1,

2016

• Submissions timing

First submission is due November 14, 2016

FISCAL

QUARTE

R

REPORTING PERIOD

DUE DATE

1 October 1 – December

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February 14

2 January 1 – March 31 May 15

3 April 1 – June 30 August 14

4 July 1 – September 30 November 14

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PBJ Overview

• What is included?

• Hours that staff (employee or contract) is paid to deliver

services for each day worked

• Do not include hours paid for any type of leave or

non-work related absence or unpaid overtime

• Hours should be recorded in their primary role

• If staff splits responsibility day to day or even shift to

shift, the facility will need to change the designated

job title for reporting hours

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PBJ Overview

• What is included?

• Contract staff hours should be auditable

• Consider utilizing payroll, invoices or contracts to determine hours

• Time spent performing services billed to fee for services Medicare or other payers should not be reported (i.e., physician visits to resident, hospice or private duty staff)

• Only include time spent for residents in certified beds

• Utilize the appropriate Labor Description and Job Descriptions

• Labor Category Code and Job Title Code

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PBJ Getting Started

• Register for an ID (CMSNet User ID)

• Allows you access to private network where CASPER

Reporting and PBJ resides

• Each provider is allowed two CMSNet User IDs

• They may not be shared

• Online registration process on QTSO website

• Allow two full days to receive login information

• Questions related to the CMSNet User ID, contact the help

desk at 1-888-238-2122 or mdcn.mco@palmettogba.com

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PBJ Getting Started

• Install Juniper Software to Access CMSNet

• Installation guide available on QTSO website and will also be

included in the second email received related to your CMSNet

user ID

• Follow all steps as indicated in the installation guide

• Register for QIES user ID

• This will allow access to the PBJ system and CASPER Reporting

• Each provider is allowed two QIES user IDs

• Two-step registration

• Complete online registration form

• Activate ID

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PBJ Getting Started

• Register for QIES user ID

• This will allow access to the PBJ system and CASPER

Reporting

• Each provider is allowed two QIES user IDs

• Two-step registration

• Complete online registration form

• Activate ID

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PBJ Submissions

• Submissions

• CMS Payroll Based Journal Homepage

• Upload data; or

• Data entry

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PBJ Data Entry

• Submissions

• Staffing data entry

• From PBJ homepage, select Employee Data option

• You can view current and terminated employees (check

appropriate box) and add employees

• Information needed to add a new employee

• Select facility, enter employee ID, hire date, and pay

type code (exempt, non-exempt, contract)

• Save new employee

• Employee information can be edited or employees can

be deleted from the Employee Data page

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PBJ Data Entry

• Submissions

• Hours data entry

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PBJ Data Entry

• Submissions

• Hours data entry

• Select facility

• Select Federal Fiscal Quarter (1st Q 10/1)

• Select corresponding calendar day

• Search employee ID

• Select Employee ID to enter data

• Select appropriate Labor category/job title

• One staff may have multiple (i.e., RN and RN with

Administrative Duties)

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PBJ Data Entry

• Submissions

• Hours data entry

• Enter hours for appropriate date

• Labor category/job titles can be deleted (X) or added (+

Add New Work Entry)

• After changes saved, the X will disappear

• To delete that labor category/job title, remove

hours and it will be deleted from the system within

one week if no hours have been added to it

• Save changes

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PBJ Data Entry

• Submissions

• Census data entry

• Select Census Data from the homepage

• Select facility

• Select Federal Fiscal Quarter (1st Q 10/1)

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PBJ Data Entry

• Submissions

• Census data entry

• Census is submitted on the last day of the month for the total of

three submissions per quarter

• Enter census data for Medicare, Medicaid and Other Census

• Save changes

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PBJ XML Submissions

• Submissions

• PBJ technical specifications required for XML submissions can

be found on the CMS website

• https://www.cms.gov/Medicare/Quality-Initiatives-Patient-

Assessment-Instruments/NursingHomeQualityInits/Staffing-Data-

Submission-PBJ.html

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Vendors with Solutions

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Questions For Your Vendor

Do they have a Solution?

How do they propose to handle Third Party

Provider time?

Does your vendor have a way of getting the

Census Information from your EHR?

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Employee Time

Create a map your Job Codes to Payroll Based

Journal Job Codes.

Create a list of your wage types to include from

your Time and Attendance System.

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Third Party Provider Time

Options

• Vendor supplied submission files

• Add Third Party Providers to your Time and

Attendance

• Add Third Party Time directly to PBJ

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Census

Options

• Census integration with Time and Attendance

• Add Census directly to PBJ

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PBJ Validation Reports

• Retrieving the PBJ Final File Validation Report (VR)

• Select CASPER Reporting Link on the QIES Homepage

• Login to CASPER Reporting

• From the homepage, select the Folders tab at the top of the

page

• Select the VR on the left side of the screen

• Labeled by State code (i.e., MD for Maryland), PBJ (for

Payroll Based Journal file), Facility ID (ID registered for

PBJ submission), and VR (for final validation report) =

MD PBJ 00112233 VR

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PBJ Validation Reports

• Retrieving the PBJ Final File Validation Report (VR)

• Final VR links will be displayed on the right side of the

screen

• Sorted in ascending order by submission date and time

(submission date and time is the date is was accepted in

CASPER reporting in PBJ systems)

• Click on PDF to review the VR

• VRs are automatically generated

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PBJ Validation Reports

• Retrieving the PBJ Final File Validation Report (VR)

• Provides detailed information about each record in the

submission file

• Only records with verified Facility ID will be displayed

• VR includes the following:

• Status of record (accepted or rejected)

• ID items

• Error messages (if applicable)

• Review VRs carefully

• Fatal errors are not saved in the system and should be

corrected

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PBJ Validation Reports

• Retrieving the PBJ Final File Validation Report (VR)

• VRs are automatically deleted from the VR folder in

CASPER after 60 days

• You should print or save the PDF file prior to deletion from

the system

• Reviewing the VR

• Review header information

• Review report details

• Warnings and errors

• If VR is not generated, you will need to run the PBJ

Submitter Report

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PBJ Support

• Contact the QTSO Help Desk for assistance with the PBJ system

• 1-800-339-9313

• help@qtso.com

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Contacts

Stephanie Kessler

Principal

Reinsel Kuntz Lesher LLP

SKessler@RKLcpa.com

Chip Burns

President

The Asbury Group

Cburns@go-tag.net

Ed Lamberton

Development Manager

The Asbury Group

Elamberton@go-tag.net