PBJ Reporting: Facility Guide and FAQ

A primary goal of the Centers for Medicare and Medicaid Services (CMS) is to ensure that high quality care is being delivered to all residents of long-term care (LTC) facilities. As part of their strategy, CMS enforces Payroll-Based Journal (PBJ) reporting — a process in which LTC facilities regularly document and report on their staffing levels.

But, what is a PBJ report and what do LTC facilities need to know about it? This guide will answer the most frequently asked questions, from how this report is used to ways to promote compliance with relevant CMS guidelines.

What Is PBJ Reporting?

Under the Affordable Care Act, CMS requires LTC facilities to regularly compile and submit Payroll-Based Journal (PBJ) reports that provide data on staffing levels. There are two main categories of data that are required to be documented — one on nursing staff (RNs, LPN/LVNs, and nurse aides) and one on non-nursing staff (respiratory/occupational therapists, social workers).

For each employee falling under PBJ requirements, facilities report on standardized information that helps CMS gather an accurate snapshot of staffing levels. This includes:

• Employee and facility ID numbers.
• Official job titles and descriptions.
• Pay type (exempt, non-exempt, contract).
• Working dates and days.
• Hours worked per day (minus meal breaks).
• Hire and termination dates (optional).
• Additional census data (optional).

How Do Facilities Submit Reports?

CMS maintains an electronic reporting system that all participating LTC facilities are expected to register for to submit PBJ data. This includes all skilled nursing facilities, assisted living facilities, nursing homes, and intermediate care faciliites that receive funding or payments from CMS.

In order to access the PBJ system, facilities should first obtain a CMSNet User ID and a QIES Provider ID through the CMS resource center. After an account is successfully set up, facilities can then submit reports by uploading XML files or manually filling out the PBJ reporting form on CMS’s online system.

To get more detailed guidance on how to use the PBJ system, facilities are encouraged to complete all necessary training provided on the CMS resource center.

Why Are PBJ Reports Necessary?

PBJ data enables CMS to more accurately monitor, track, and compare staffing levels across different LTC facilities in the U.S. This allows CMS to:

• Identify facilities falling short of regulatory requirements.
• Assess turnover rates and staffing quality.
• Enforce safe and adequate staffing practices.

PBJ reports are also used to calculate quality ratings as part of the CMS minimum data set. This data set is available to the public, so it helps enforce accountability and transparency on the quality of services delivered by LTC facilities. As prospective residents and families are able to compare these quality ratings directly online, this can influence a facility’s ability to attract business.

When Do Reports Need to Be Submitted?

CMS outlines PBJ reporting dates that facilities must adhere to on a quarterly basis. To ensure that reports are completed and submitted on time, facilities should be aware of each fiscal quarter’s deadlines listed in the table below.

What Happens if Submissions Are Late or Inaccurate?

CMS has strict guidelines for when and how to report on staffing data, so it’s important that LTC facilities follow instructions carefully. However, in the event that facilities make minor or unintentional errors, CMS will notify a facility and allow for a resubmission without any penalties.

If errors are repeated over time or significantly skew the accuracy of the data being reported, then CMS may flag a facility for non-compliance. A facility’s quality ratings may be reduced as a result, with other actions taken on a case-by-case basis.

What Steps Can Facilities Take to Maintain Compliance?

CMS uses PBJ reports to facilitate communication with LTC facilities and foster collaborative efforts toward improving residential care quality. As part of this, CMS provides several resources to help LTC facilities comply with all requirements and submit the most accurate reports possible. It’s important that facility leaders review these resources and stay up-to-date on any policy changes regarding the submission of reports.

In addition to these resources, facilities can take steps to streamline workflow to help track staffing-related data. To optimize the reporting process, facilities can:

1. Automate payroll processes to compile employee data required by CMS.
2. Implement processes for staff to clock-in and clock-out for hourly tracking.
3. Adopt in-house systems that automatically generate XML reports.
4. Regularly audit PBJ files and data prior to submitting reports.
5. Train and educate staff involved in PBJ data collection and submission.

Is Your Facility Compliant? Our Free Resources Can Help

Accurate PBJ reporting is one of many ways that long-term care facilities can adhere to best care and practice standards outlined by CMS. Stay up to date with other healthcare regulations and policies impacting your facility through IntelyCare’s free newsletter.

Legal Disclaimer: This article contains general legal information, but it is not intended to constitute professional legal advice for any particular situation and should not be relied on as professional legal advice. Any references to the law may not be current, as laws regularly change through updates in legislation, regulation, and case law at the federal and state level. Nothing in this article should be interpreted as creating an attorney-client relationship. If you have legal questions, you should seek the advice of an attorney licensed to practice in your jurisdiction.