Payroll-Based Journal. Presented by: Reinsel Kuntz Lesher LLP and The Asbury Group

Transcription

1 Payroll-Based Journal Presented by: Reinsel Kuntz Lesher LLP and The Asbury Group

2 Brought to You By 1

3 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. 2

4 Payroll-Based Journal (PBJ) 3

5 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 4

6 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 5

7 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 6

8 PBJ Overview Payroll-Based Journal (PBJ) will be implemented July 1, 2016 Submissions timing FISCAL QUARTE R REPORTING PERIOD 1 October 1 December 31 First submission is due November 14, 2016 DUE DATE February 14 2 January 1 March 31 May 15 3 April 1 June 30 August 14 4 July 1 September 30 November 14 7

9 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 8

10 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 9

11 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 or 10

12 PBJ Getting Started Install Juniper Software to Access CMSNet Installation guide available on QTSO website and will also be included in the second 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 11

13 Register for QIES user ID PBJ Getting Started 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 12

14 Submissions PBJ Submissions CMS Payroll Based Journal Homepage Upload data; or Data entry 13

15 Submissions Staffing data entry PBJ 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 14

16 PBJ Data Entry Submissions Hours data entry 15

17 Submissions Hours data entry Select facility PBJ Data Entry Select Federal Fiscal Quarter (1 st 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) 16

18 Submissions Hours data entry PBJ 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 17

19 PBJ Data Entry Submissions Census data entry Select Census Data from the homepage Select facility Select Federal Fiscal Quarter (1 st Q 10/1) 18

20 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 19

21 Submissions PBJ XML Submissions PBJ technical specifications required for XML submissions can be found on the CMS website Assessment-Instruments/NursingHomeQualityInits/Staffing-Data- Submission-PBJ.html 20

22 Vendors with Solutions 21

23 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? 22

24 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. 23

25 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 24

26 Census Options Census integration with Time and Attendance Add Census directly to PBJ 25

27 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 VR 26

28 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 27

29 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 28

30 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 29

31 PBJ Support Contact the QTSO Help Desk for assistance with the PBJ system

32 Contacts Stephanie Kessler Principal Reinsel Kuntz Lesher LLP Chip Burns President The Asbury Group Ed Lamberton Development Manager The Asbury Group 31