Electronic Staffing Data Submission

Payroll-Based Journal (PBJ) for Long-Term Care Facilities

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Abstract

Section 6106 of the Affordable Care Act (ACA) requires long-term care facilities to electronically submit direct care staffing information (including agency and contract staff) based on payroll and other auditable data; however, at the time that the ACA was written, it was underestimated how complex the undertaking would be and with an insufficient budget to fund development, it was not mandated until now.

Last year, President Obama signed the IMPACT ACT into law which included $11 million in funding to further support the initiative; in addition, he also signed an Executive Action requiring that all skilled nursing facilities submit electronic staffing data on a quarterly basis.

Why it Matters

It has been long identified that staffing is one of the vital components of a nursing home’s ability to provide quality care for its patients. Understaffing is viewed as dangerous for both staff members and patients. In fact, understaffing as the leading cause of both neglect and/or abuse is increasingly being viewed as a criminal act.

The Solution

The Payroll-Based Journal (PBJ) is a new system developed by the Centers for Medicare & Medicaid Services (CMS) to allow staffing and census information to be collected on a regular basis. The data, when combined with census information, can then be used to not only report on the level of staff in each nursing home, but also to report on employee turnover and tenure, which can impact the quality of care delivered.

Data submissions through CMS’s PBJ system can be done in in one of two ways: manual data entry and flat-file (XML) import. Regardless of the submission method chosen, the process will be mandatory beginning July 1, 2016 and required each Federal Fiscal quarter thereafter.

The NOVAtime Advantage

At NOVAtime, we’ve developed a custom PBJ reporting module to accommodate CMS’s data specifications. Not only does the PBJ reporting module allow for the configuration of the necessary time and attendance details, it also allows for manual entry of the non-payroll based data required in order to generate a report that is fully compliant with Section 6106. The new NOVAtime PBJ Reporting module is available in NOVAtime 5000 SaaS. To learn more, please contact an authorized NOVAtime reseller or NOVAtime Support.

In addition to the PBJ module, NOVAtime supports general ACA reporting requirements. To learn about NOVAtime's PPACA module, click here.

Assumptions and Constraints

As with most well intentioned government undertakings, the devil lies in the details. As of this writing, the Electronic Staffing Data Submission PBJ Policy Manual, Version 1.1 is still in “DRAFT” and subject to change, which may limit any funcionality beyond time and attendance in the initial release.

For additional information, please contact NOVAtime: 877-486-6682 - or - Click here