Payroll-Based Journal (PBJ) overview, timeline, requirements and how to get started.

1. SNEAK PEEK
PAYROLL BASED JOURNAL
Solving Everyday Workforce Challenges in
Post-Acute Care & Senior Living

2. Today’s Agenda
• Payroll-Based Journal
Overview
• Timeline & Requirements
• OnShift PBJ Sneak Peek
• Question & Answer
• Getting Started
- Confidential -

3. The content of this presentation is proprietary and confidential
information of OnShift, Inc. It is not intended to be distributed
to any third party without the written consent of OnShift, Inc.
The information provided in this presentation is intended for
informational purposes only and is subject to change without
notice. Information may be changed or updated without notice.
OnShift, Inc. may also make improvements and/or changes in
the products, pricing and/or the programs described in this
information at any time without notice.
- Confidential -

4. Payroll-Based Journal Submission Details
• Direct care worker information –
including agency & contract workers
– Unique ID
– Hire & termination date
– Pay type code
(Non-exempt, Exempt, Contract)
• Daily hours worked by employee
– Per worker per day
– Include job title code for services
provided
• 37 codes have been provided by CMS
• Census on the last day of each month
– by primary payer
(Medicaid, Medicare, Other)
All staffing hours
worked must be
able to be
verified through
payroll, invoices
and/or tied back
to a contract
- Confidential -

5. Payroll-Based Journal Importance
• Failure to submit or
reporting inaccurate data
can be costly, potentially
leading to citation and civil
money penalties.
(condition of participation)
• Information used on
Nursing Home Compare
• Believed to be used in Five
Star Quality Ratings starting
in 2018
- Confidential -

6. Countdown to July 1
Fiscal Quarter Date Range for Staffing Data Submission Deadline
1 October 1 – December 31 February 14
2 January 1 – March 31 May 15
3 April 1 – June 30 August 14
4 July 1 – September 30 November 14
Aug
2015
Oct 1
2015
Registration for
voluntary
submission
Voluntary
submission
started
PBJ mandatory
submission
begins
First mandatory
reporting
deadline
July 1
2016
Nov 14
2016
- Confidential -

7. Payroll-Based Journal Challenges
Job codes and description
are unique to each
organization and don’t align
with CMS requirements
Don’t have a process to
collect contract, agency
and salaried direct care
hours worked at the
time care is provided
Collecting and reporting
staffing data is difficult
because required
information is stored in
different systems
Countless hours would
be spent submitting
data manually for each
worker
- Confidential -

8. OnShift Schedule
• Labor budget
management & acuity
• Predictive overtime
control
• Open shift management
• Staffing visibility &
analysis
 Control labor costs
 Improve satisfaction & care
 Increase consistency
- Confidential -

9. Focus On Daily Staffing Levels
• Benchmark staffing levels against
budget/Five Star Quality Rating
• Evaluate staffing requirements
every shift
– Allow for activity and manage like
an employee absence
• Gain visibility into staffing
– Alert management when
approaching staffing risk

10. Get Predictable & Flexible
• Adjust staff as needed
– Cancel shifts or call in staff as
needed
– Re-allocate staff to direct care
positions – be sure this is
documented
• Correlate labor staffed to
needs based on estimated
future census
• Keep overtime top of mind

11.  Meet PBJ staffing regulations
 Eliminate data gathering complexities
 Improve reporting accuracy with checks and balances
Payroll-Based Journal Reporting In 3 Easy Steps
Collect Review Submit
- Confidential -

12. PBJ Reporting Set-up
• Provide best practices and
guidance for implementing PBJ
processes
– Gain clarity on what direct care
hours are reportable
• Map internal job descriptions to
government (CMS) job codes
OnShift’s Customer Success Management consultation ensures
you are set up for PBJ success.
- Confidential -

13. Collect All Required Data
• Gather hourly staff from time & attendance
• Fill potential gaps, such as agency,
contractor (e.g. therapy providers) and/or
corporate employees
– Import staffing reports from outside vendors
– Utilize OnShift’s easy-to-use check-in app
– Schedule salaried staff that don’t punch-in
– Manually input hours when needed
• Automatically classify direct care hours
worked for proper reporting
OnShift simplifies the reporting process by gathering all required
CMS staffing information from different sources and systems.
- Confidential -

14. Review For Accuracy
• View direct care hours by job code
and labor description
• Add direct care hours prior to
submission
• Edit agency or contractor hours
OnShift provides a centralized view into staffing data and the
checks and balances needed for PBJ reporting accuracy.
- Confidential -

15. Submit With Ease
• Get submission-ready reports for
employees, hours worked and
census with the click of a button
OnShift streamlines the submission process with preformatted
exportable reports that meet government requirements.
- Confidential -

16. Payroll Based Journal
Sneak Peek
- Confidential -

17. OnShift For PBJ Reporting
• Working with Beta clients
– Design and testing
• Target availability in Q2
• Set up process has
started!
OnShift is actively working with clients in preparation of the
July 1 deadline.
- Confidential -

18. Q
A
&
- Confidential -