Payroll Based Journal (PBJ)

 PBJ Overview

Payroll-Based Journal (PBJ) was created by CMS as a method to collect auditable and verifiable staffing data from nursing facilities. Details on the collection methodology and other policies related to staffing data submission can be found in the latest PBJ Policy Manual and FAQs can be found here.

Data collected through PBJ is utilized to calculate the staffing component of Five-Star, to evaluate adequate staffing levels, and will be utilized in SNF Value-Based Purchasing.

 Latest PBJ News

 

 

Upcoming Payroll-Based Journal Deadlinehttps://www.ahcancal.org/News-and-Communications/Blog/Pages/Upcoming-Payroll-Based-Journal-Deadline-.aspxUpcoming Payroll-Based Journal Deadline4/30/2024 4:00:00 AM<p><br></p><div>Staffing data for the first quarter, January 1 – March 31, of 2024 is due by 11:59 PM Eastern Standard Time on May 15. Providers are advised to submit their data early and consult the staffing reports in CASPER to confirm the accuracy and completeness of their submissions. If any errors are identified, they must be corrected before the final submission deadline. Please note that corrections will not be accepted after this deadline. </div><div><br></div><div><span style="font-size:11pt;">AHCA recently released a <a href="https://educate.ahcancal.org/products/payroll-based-journal-best-practices-for-submitting-data#tab-product_tab_overviewhttps://educate.ahcancal.org/products/payroll-based-journal-best-practices-for-submitting-data" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">webinar</a> on best practices for submitting data for PBJ, including how CASPER Reports can be utilized prior to the submission deadline to review and validate submitted data. AHCA has also created a <a href="/Survey-Regulatory-Legal/MemberOnlyDocs/Payroll%20Based%20Journal%20FAQs.pdf" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">frequently asked question resource</a> to support members with their staffing data submission. Members may direct their PBJ questions to AHCA at <a href="mailto:staffdatacollection@ahca.org" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">staffdatacollection@ahca.org</a>. </span></div><div><br></div><div><span style="font-size:11pt;">Following are some reminders for providers as they submit data: </span></div><div><br></div><div><ul><li>Each staff member (employed directly or contract) should have a unique employee ID assigned to them. Do not utilize the same employee ID for more than one individual. </li><li><span style="font-size:11pt;">Providers should follow the instructions in the <a href="https://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/NursingHomeQualityInits/Downloads/PBJ-Linking-Methodology.pdf" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">employee ID linking file</a> to link an old employee’s ID with a new one. This ensures continuity in reporting an employee’s hours when their ID changes (e.g., due to a change of vendor). </span></li><li><span style="font-size:11pt;">For every 8 hours of work, providers must exclude 30 minutes for a meal break. This must be deducted regardless of whether the meal was paid for or unpaid, and whether the break was taken. </span></li><li><span style="font-size:11pt;">CMS has several resources to help answer provider questions on PBJ: </span></li><ul><li><span style="font-size:11pt;"></span><a href="https://www.cms.gov/medicare/quality/nursing-home-improvement/staffing-data-submission" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">CMS PBJ W​ebsite</a> <br></li><li><a href="https://www.cms.gov/medicare/provider-enrollment-and-certification/certificationandcomplianc/downloads/usersguide.pdf" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank"><span style="font-size:11pt;">F</span><span style="font-size:11pt;">ive-Star Technical User Guide </span></a></li><li>Technical Questions should be directed to: <a href="mailto:iqies@cms.hhs.gov" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank" style="font-size:11pt;">iqies@cms.hhs.gov​</a></li><li>Policy Questions should be directed to: <a href="mailto:NHStaffing@cms.hhs.gov" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">NHStaffing@cms.hhs.gov </a></li></ul></ul></div><p>​</p>Staffing data for the first quarter, January 1 – March 31, of 2024 is due by 11:59 PM Eastern Standard Time on May 15.
AHCA Releases Payroll-Based Journal​ Best Practices Webinarhttps://www.ahcancal.org/News-and-Communications/Blog/Pages/AHCA-Releases-Payroll-Based-Journal​-Best-Practices-Webinar.aspxAHCA Releases Payroll-Based Journal​ Best Practices Webinar3/6/2024 5:00:00 AM<p></p><div>AHCA recently released a ​<a href="https://educate.ahcancal.org/products/payroll-based-journal-best-practices-for-submitting-data#tab-product_tab_overviewhttps://educate.ahcancal.org/products/payroll-based-journal-best-practices-for-submitting-data" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">webinar</a> on best practices for submitting data to the Payroll-Based Journal (PBJ). Speakers during this webinar include members of the AHCA Workforce committee, Peggy Connorton, Covenant Living Communities and Services and Lois McCaskey, Genesis, to provide best practices for submitting mandatory staffing data to PBJ. ​The speakers cover how PBJ Casper Reports can be utilized prior to the submission deadline to review and validate submitted data. Additionally, strategies are provided to help providers prepare for PBJ audits.  </div><div> </div><div>Log into <a href="https://educate.ahcancal.org/" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">ahcancalED</a> today to review the <a href="https://educate.ahcancal.org/products/payroll-based-journal-best-practices-for-submitting-data#tab-product_tab_overviewhttps://educate.ahcancal.org/products/payroll-based-journal-best-practices-for-submitting-data" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">webinar</a> and prepare for a successful submission of Q1 2024 (January 1-March 31, 2024) data on May 15, 2024.  <br><br></div><div><br></div>AHCA recently released a ​webinar on best practices for submitting data to the Payroll-Based Journal.
April 2024 Staffing Five-Star Projections Added to LTC Trend Trackerhttps://www.ahcancal.org/News-and-Communications/Blog/Pages/April-2024-Staffing-Five-Star-Projections-Added-to-LTC-Trend-Tracker.aspxApril 2024 Staffing Five-Star Projections Added to LTC Trend Tracker2/13/2024 5:00:00 AM<p></p><div>In April 2024, CMS will adjust the five-star staffing scoring methodology to penalize missing turnover data. Missing turnover rates will be scored at the lowest points possible (e.g. 5 out of 50 points) instead of rebasing the scoring to allow missing data to be neutral. </div><div> </div><div><span style="font-size:11pt;">Other Payroll-Based Journal (PBJ)-related Five-Star penalties remain, such as an automatic 1-star staffing rating for not submitting PBJ data or having four or more days with no registered nurse hours. </span><br></div><div><br></div><div><span style="font-size:11pt;">For more details, see the <a href="https://www.cms.gov/Medicare/Provider-Enrollment-and-Certification/CertificationandComplianc/Downloads/usersguide.pdf" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">CMS Five-Star Technical Manual</a> and <a href="https://www.cms.gov/files/document/qso-23-21-nh.pdf" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">CMS’s memo from September 2023</a>. </span></div><div><br></div><div><span style="font-size:11pt;"><strong>Most centers are not projected to be impacted by this scoring change, but 10 percent could see a decrease. </strong>The three PBJ-based turnover measures (Total Nurse, RN, and Administrator) require six consecutive quarters of PBJ data to be calculated. Most centers (68%) have non-missing rates for all three, while about 10 percent are missing all three in the January 31, 2024, release of CMS Care Compare.  </span></div><div><br></div><div><span style="font-size:11pt;">The AHCA/NCAL Research Department modeled the April 2024 scoring changes on the latest available data and found that 90% of centers had no change in their staffing star ratings, nine percent of ratings decreased by one star and one percent by two stars.  </span></div><div><span style="font-size:11pt;"><br></span></div><div><span style="font-size:11pt;"><a href="/Data-and-Research/LTC-Trend-Tracker/Documents/Your%20Top%20Line%20for%20Providers.pdf" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">Access the latest Your Top-Line publication in LTC Trend Tracker</a> (2024-Q1, released on February 13) to see the projected impact of these changes for your center.  </span></div><div style="text-align:center;"><span style="font-size:11pt;"><img src="/News-and-Communications/Blog/PublishingImages/Pages/April-2024-Staffing-Five-Star-Projections-Added-to-LTC-Trend-Tracker/Picture1.png" alt="Picture1.png" style="margin:5px;" /><br></span></div><div><br></div>In April 2024, CMS will adjust the five-star staffing scoring methodology to penalize missing turnover data.
Payroll Based Journal Remindershttps://www.ahcancal.org/News-and-Communications/Blog/Pages/Payroll-Based-Journal-Reminders-.aspxPayroll Based Journal Reminders4/18/2023 4:00:00 AM<p>​<span style="font-size:11pt;">​As providers prepare​ for the May 15 Payroll Based Journal (PBJ) deadline to submit staffing hours for January 1 – March 31, 2023, they should keep the following reminders in mind.   </span></p><div><br></div><div><ul><li><span style="font-size:11pt;">​Providers should submit their data early and review the staffing reports that are available in CASPER to verify the accuracy and completeness of their submission. <strong>If errors are found, providers should correct the data prior to the final submission deadline.</strong> Corrections are not accepted after the deadline.  </span></li></ul><ul><li><span style="font-size:11pt;">Providers should utilize the instructions in the <a href="https://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/NursingHomeQualityInits/Downloads/PBJ-Linking-Methodology.pdf" data-feathr-click-track="true" data-feathr-link-aids="["60b7cbf17788425491b2d083"]" target="_blank">employee ID linking file</a> to link an old employee’s ID to a new one in order to maintain the reporting of an employee’s hours through an employee ID change (change of vendor, etc.).  </span></li></ul><ul><li><span style="font-size:11pt;">CMS has several resources to help answer provider questions on PBJ.  </span></li><ul><li><span style="font-size:11pt;"></span><a href="https://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/NursingHomeQualityInits/Staffing-Data-Submission-PBJ" data-feathr-click-track="true" data-feathr-link-aids="["60b7cbf17788425491b2d083"]" target="_blank"><span class="ms-rteThemeForeColor-6-5">CMS PBJ Website </span></a><span class="ms-rteThemeForeColor-6-5"> </span><br></li><li><span style="font-size:11pt;"><a href="https://www.cms.gov/medicare/provider-enrollment-and-certification/certificationandcomplianc/downloads/usersguide.pdf" data-feathr-click-track="true" data-feathr-link-aids="["60b7cbf17788425491b2d083"]" target="_blank">Five Star Technical User Guide </a></span><br></li><li><span style="font-size:11pt;">T</span><span style="font-size:11pt;">echnical Questions should be directed to: <a href="mailto:iqies@cms.hhs.gov" data-feathr-click-track="true" data-feathr-link-aids="["60b7cbf17788425491b2d083"]" target="_blank">iqies@cms.hhs.gov</a>   </span><br></li><li><span style="font-size:11pt;">Policy Questions should be directed to: <a href="mailto:NHStaffing@cms.hhs.gov" data-feathr-click-track="true" data-feathr-link-aids="["60b7cbf17788425491b2d083"]" target="_blank">NHStaffing@cms.hhs.gov  ​</a></span><br></li></ul></ul></div><p>​</p>As providers prepare​ for the May 15 Payroll Based Journal deadline to submit staffing hours for January 1 – March 31, 2023, they should keep the following reminders in mind.