| Get Ready for the November 14 Payroll-Based Journal Deadline | https://www.ahcancal.org/News-and-Communications/Blog/Pages/Get-Ready-for-the-November-14-Payroll-Based-Journal-Deadline-.aspx | Get Ready for the November 14 Payroll-Based Journal Deadline | | | | | 10/22/2024 4:00:00 AM | | <p><span data-contrast="none" lang="EN-US" style="font-size:11pt;">Staffing data for July 1 – September 30, 2024 is due by 11:59 PM EST on November 14. Skilled nursing providers are advised to submit their data early and consult the staffing reports in CASPER to confirm the accuracy and completeness of their submissions.</span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}" style="font-size:11pt;"> </span></p><div><div><span data-contrast="none" lang="EN-US"><strong>Five reminders to keep in mind:</strong></span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></div><div><ol role="list" start="1"><li data-leveltext="%1." data-font="Arial" data-listid="7" data-list-defn-props="{"335552541":0,"335559685":720,"335559991":360,"469769242":[65533,0],"469777803":"left","469777804":"%1.","469777815":"hybridMultilevel"}" aria-setsize="-1" data-aria-posinset="1" data-aria-level="1" role="listitem"><span data-contrast="none" lang="EN-US">Submit data early to allow time to run and review PBJ CASPER Reports and make any necessary corrections before the submission deadline. If errors are identified, they must be corrected by the final deadline. Corrections cannot be made after the deadline.</span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></li></ol></div><div><ol role="list" start="2"><li data-leveltext="%1." data-font="Arial" data-listid="7" data-list-defn-props="{"335552541":0,"335559685":720,"335559991":360,"469769242":[65533,0],"469777803":"left","469777804":"%1.","469777815":"hybridMultilevel"}" aria-setsize="-1" data-aria-posinset="2" data-aria-level="1" role="listitem"><span data-contrast="none" lang="EN-US">Each staff member (employed directly or through a contract) must be assigned a unique employee ID. Do not use the same employee ID for more than one individual. The 1702D Individual Daily Staffing Report provides a list of staffing hours per employee per day and can help ensure that employee IDs are not mistakenly duplicated.</span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></li></ol></div><div><ol role="list" start="3"><li data-leveltext="%1." data-font="Arial" data-listid="7" data-list-defn-props="{"335552541":0,"335559685":720,"335559991":360,"469769242":[65533,0],"469777803":"left","469777804":"%1.","469777815":"hybridMultilevel"}" aria-setsize="-1" data-aria-posinset="3" data-aria-level="1" role="listitem"><span data-contrast="none" lang="EN-US">Follow the instructions in the </span><a href="https://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/NursingHomeQualityInits/Downloads/PBJ-Linking-Methodology.pdf" target="_blank" rel="noreferrer noopener" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083"><span data-contrast="none" lang="EN-US">employee ID linking file </span></a><span data-contrast="none" lang="EN-US">to link an old employee ID with a new one, ensuring continuity in reporting when an ID changes (e.g., due to a vendor change).</span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></li></ol></div><div><ol role="list" start="4"><li data-leveltext="%1." data-font="Arial" data-listid="7" data-list-defn-props="{"335552541":0,"335559685":720,"335559991":360,"469769242":[65533,0],"469777803":"left","469777804":"%1.","469777815":"hybridMultilevel"}" aria-setsize="-1" data-aria-posinset="4" data-aria-level="1" role="listitem"><span data-contrast="none" lang="EN-US">Deduct 30 minutes for a meal break for every 8 hours of work, regardless of whether the meal was paid or unpaid, or whether the break was taken. If the break exceeds 30 minutes, the additional time must also be excluded.</span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></li></ol></div><div><ol role="list" start="5"><li data-leveltext="%1." data-font="Arial" data-listid="7" data-list-defn-props="{"335552541":0,"335559685":720,"335559991":360,"469769242":[65533,0],"469777803":"left","469777804":"%1.","469777815":"hybridMultilevel"}" aria-setsize="-1" data-aria-posinset="5" data-aria-level="1" role="listitem"><span data-contrast="none" lang="EN-US">Use the “merge” and “replace” commands with caution when correcting data before the deadline. The “replace” command will delete all previous data for the quarter and replace it with the new data in the file. Refer to the </span><a href="https://qtso.cms.gov/system/files/qtso/PBJ_Provider_User_Guide_4.00.1.pdf" target="_blank" rel="noreferrer noopener" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083"><span data-contrast="none" lang="EN-US">PBJ User Manual</span></a><span data-contrast="none" lang="EN-US"> for more detailed instructions.</span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></li></ol></div><div><span data-contrast="none" lang="EN-US"><strong>PBJ Resources from AHCA:</strong></span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></div><div><ul role="list"><li data-leveltext="" data-font="Symbol" data-listid="8" data-list-defn-props="{"335552541":1,"335559685":720,"335559991":360,"469769226":"Symbol","469769242":[8226],"469777803":"left","469777804":"","469777815":"hybridMultilevel"}" aria-setsize="-1" data-aria-posinset="1" data-aria-level="1" role="listitem"><span data-contrast="auto" lang="EN-US"></span><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" target="_blank" rel="noreferrer noopener" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083"><span data-contrast="none" lang="EN-US">Payroll-Based Journal: Best Practices for Submitting Data</span></a><span data-contrast="none" lang="EN-US"> – A webinar covering best practices for PBJ data submission.</span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></li></ul></div><div><ul role="list"><li data-leveltext="" data-font="Symbol" data-listid="8" data-list-defn-props="{"335552541":1,"335559685":720,"335559991":360,"469769226":"Symbol","469769242":[8226],"469777803":"left","469777804":"","469777815":"hybridMultilevel"}" aria-setsize="-1" data-aria-posinset="2" data-aria-level="1" role="listitem"><span data-contrast="auto" lang="EN-US"></span><a href="/Survey-Regulatory-Legal/MemberOnlyDocs/Payroll%20Based%20Journal%20FAQs.pdf" target="_blank" rel="noreferrer noopener" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083"><span data-contrast="none" lang="EN-US">FAQs</span></a><span data-contrast="none" lang="EN-US"> </span><span data-contrast="none" lang="EN-US">developed by AHCA to assist members with their staffing data submissions.</span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></li></ul></div><div><ul role="list"><li data-leveltext="" data-font="Symbol" data-listid="8" data-list-defn-props="{"335552541":1,"335559685":720,"335559991":360,"469769226":"Symbol","469769242":[8226],"469777803":"left","469777804":"","469777815":"hybridMultilevel"}" aria-setsize="-1" data-aria-posinset="3" data-aria-level="1" role="listitem"><span data-contrast="none" lang="EN-US">Members can send PBJ questions to AHCA at </span><a href="mailto:staffdatacollection@ahca.org" target="_blank" rel="noreferrer noopener" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083"><span data-contrast="none" lang="EN-US"><span data-ccp-charstyle="Hyperlink">staffdatacollection@ahca.org</span></span></a><span data-contrast="none" lang="EN-US"> </span><span data-contrast="none" lang="EN-US">.</span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></li></ul></div><div><span data-contrast="none" lang="EN-US"><strong>Resources from CMS:</strong></span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></div><div><ul role="list"><li data-leveltext="" data-font="Symbol" data-listid="9" data-list-defn-props="{"335552541":1,"335559685":720,"335559991":360,"469769226":"Symbol","469769242":[8226],"469777803":"left","469777804":"","469777815":"hybridMultilevel"}" aria-setsize="-1" data-aria-posinset="1" data-aria-level="1" role="listitem"><span data-contrast="auto" lang="EN-US"></span><a href="https://www.cms.gov/medicare/quality/nursing-home-improvement/staffing-data-submission" target="_blank" rel="noreferrer noopener" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083"><span data-contrast="none" lang="EN-US">CMS PBJ Website </span></a><span data-contrast="none" lang="EN-US"> </span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335559738":0,"335559739":0,"335559740":240}"> </span></li></ul></div><div><ul role="list"><li data-leveltext="" data-font="Symbol" data-listid="9" data-list-defn-props="{"335552541":1,"335559685":720,"335559991":360,"469769226":"Symbol","469769242":[8226],"469777803":"left","469777804":"","469777815":"hybridMultilevel"}" aria-setsize="-1" data-aria-posinset="2" data-aria-level="1" role="listitem"><span data-contrast="auto" lang="EN-US"></span><a href="https://www.cms.gov/medicare/provider-enrollment-and-certification/certificationandcomplianc/downloads/usersguide.pdf" target="_blank" rel="noreferrer noopener" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083"><span data-contrast="none" lang="EN-US">Five-Star Technical User Guide</span></a><span data-contrast="none" lang="EN-US"> </span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335559738":0,"335559739":0,"335559740":240}"> </span></li></ul><div><br></div></div></div><div><div><span data-contrast="none" lang="EN-US">For technical questions, contact the iQIES Service Center. Note: Due to the approaching deadline, a high volume of calls and emails is expected. Contact them using one of the following methods:</span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></div><div><ul role="list"><li data-leveltext="" data-font="Symbol" data-listid="10" data-list-defn-props="{"335552541":1,"335559685":720,"335559991":360,"469769226":"Symbol","469769242":[8226],"469777803":"left","469777804":"","469777815":"hybridMultilevel"}" aria-setsize="-1" data-aria-posinset="1" data-aria-level="1" role="listitem"><span data-contrast="none" lang="EN-US">Email: </span><a href="mailto:iqies@cms.hhs.gov" target="_blank" rel="noreferrer noopener" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083"><span data-contrast="none" lang="EN-US"><span data-ccp-charstyle="Hyperlink">iqies@cms.hhs.gov</span></span></a><span data-contrast="none" lang="EN-US"> </span><span data-contrast="none" lang="EN-US"> </span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></li></ul></div><div><ul role="list"><li data-leveltext="" data-font="Symbol" data-listid="10" data-list-defn-props="{"335552541":1,"335559685":720,"335559991":360,"469769226":"Symbol","469769242":[8226],"469777803":"left","469777804":"","469777815":"hybridMultilevel"}" aria-setsize="-1" data-aria-posinset="2" data-aria-level="1" role="listitem"><span data-contrast="none" lang="EN-US">Schedule a service call at: </span><a href="https://cmsqualitysupport.servicenowservices.com/ccsq_support_central" target="_blank" rel="noreferrer noopener" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083"><span data-contrast="none" lang="EN-US">CCSQ Support Central </span></a><span data-contrast="none" lang="EN-US"> </span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></li></ul></div><div><ul role="list"><li data-leveltext="" data-font="Symbol" data-listid="10" data-list-defn-props="{"335552541":1,"335559685":720,"335559991":360,"469769226":"Symbol","469769242":[8226],"469777803":"left","469777804":"","469777815":"hybridMultilevel"}" aria-setsize="-1" data-aria-posinset="3" data-aria-level="1" role="listitem"><span data-contrast="none" lang="EN-US">Live Chat at </span><a href="https://cmsqualitysupport.servicenowservices.com/ccsq_support_central" target="_blank" rel="noreferrer noopener" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083"><span data-contrast="none" lang="EN-US">CCSQ Support Central </span></a><span data-contrast="none" lang="EN-US"> </span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335559738":0,"335559739":0,"335559740":240}"> </span></li></ul><div><br></div></div><div><span data-contrast="none" lang="EN-US">For policy questions, email </span><a href="mailto:NHStaffing@cms.hhs.gov" target="_blank" rel="noreferrer noopener" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083"><span data-contrast="none" lang="EN-US"><span data-ccp-charstyle="Hyperlink">NHStaffing@cms.hhs.gov</span></span></a><span data-contrast="none" lang="EN-US">.</span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335557856":16777215,"335559738":0,"335559739":0,"335559740":240}"> </span></div></div> | Skilled nursing providers are advised to submit their data early and consult the staffing reports in CASPER to confirm the accuracy and completeness of their submissions. | |