Today’s post is for PBJ (Payroll Based Journal) managers at long-term care facilities who have had a PBJ file rejected by the CMS. Whether you entered the data manually or used a PBJ reporting platform, you are probably eager to identify and correct the problem to regain compliance, decrease your audit liability, and confirm the quality of care provided at your facility.

Manual PBJ Increases the Risk of File Rejection

Manual PBJ data entry is inefficient and prone to human error. Investing in an automated system will save you time and money and protect you from violations. Workforce Management Suite from Advantage Payroll Services takes the hassle out of PBJ compliance with a system that is quick, easy and affordable. The PBJ tools in Workforce Management Suite aren’t an afterthought; they were designed to meet the challenges of real-world SNF staffing structures right from the start.

The Most Advanced PBJ Solution

If you used an automated system with PBJ features but your file was still declined, perhaps the PBJ tools are substandard or too complicated to use. Workforce Management Suite PBJ tools are user-friendly and can be set up in minutes.

Regardless of why your file was rejected, Workforce Management Suite has the solution. Here is a list of the most common reasons PBJ reports are not accepted.

Duplicate Employee ID Numbers: The ID is a unique identifier and cannot be assigned to another member of current or former staff. This ID cannot include any PII (Personally Identifiable Information) such as a Social Security number.

Incorrect Calculation of Time Worked: Employee time worked is calculated in fractions rounded to the nearest 10th.

Reporting Hours by Shift vs Date: Hours reported are assigned to a calendar day which ends at midnight. For example, if a team member logs a shift that starts at 9:00 PM on 10/7/2017 and ends at 5:00 AM on 10/8/2017, 3 hours would be entered for 10/7/2017 and 5 hours for 10/8/2017.

Not Reporting Hours for Contract or Agency Staff: Hours for each staff member delivering patient care (including agency and contract employees) must be reported.

Wrong File Type: The CMS only accepts XML files.

Job Code Errors: When an employee’s primary role changes during a shift, the report must include a job code for each specific primary duty.

Reporting Hours for Meals: Paid or unpaid meals should not be included in the hours reported.

Data Not Auditable or Verifiable: The report submitted cannot be a stand-alone record. It must be substantiated by other records such as time cards, payroll records, invoices, or employee contracts.

No More Compliance Headaches

By implementing Workforce Management Suite, you can put an end to each of these PBJ errors going forward. Call (800) 440-9033 today to set up a demo. We can help you get all of your information entered quickly and show you how easy it is to use Workforce Management Suite to handle your PBJ reporting timely and accurately.

Note: The requirement to submit hire and termination dates was originally mandatory but in 2017 the inclusion became optional.

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