OnShift | Payroll-Based Journal Reporting Software
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OnShift's Payroll-Based Journal reporting software will help you to submit staffing data to CMS.
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OnShift | Payroll-Based Journal Reporting Software
- 1. ONSHIFT 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 • Next Steps - 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 • 35 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. 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 -
- 9. Collect All Required Data • Import your staffing reports and those from outside vendors • Map direct care hours worked for proper reporting • Fill potential gaps like agency or contractor hours – Utilize OnShift’s easy-to-use check-in app – Manually input hours when needed OnShift simplifies the reporting process by helping you gather all required CMS staffing information from different sources and systems. - Confidential -
- 10. 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 -
- 11. 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 -
- 12. OnShift For PBJ Reporting • Working with clients – Optimizing design and testing • Currently available OnShift is actively working with clients in preparation of the July 1 deadline. - Confidential -
Editor's Notes
- Thank you for joining me today – I’m excited to share our new Payroll-Based Journal reporting software. which is an extension to OnShift Schedule. In the conversations we’ve been having with providers, everyone seems to be looking for education about the Payroll-Based Journal program - what they should be thinking about and how to prepare for this significant change. And we at OnShift really want to do our part to help out as a partner for our clients in post-acute skilled nursing to help them through this. Today what we’re going to walk through is just a brief overview of the Payroll-Based Journal program, timeline and requirements, and a brief tour of the product.
- The Payroll-Based Journal Program is quarterly submission of census and staffing information. There’s three main data segments that needed for submission. Employee information Direct care hours worked Census It’s important to note that the employee and direct care hours worked information includes not only staff members on your payroll, but also any contracted and agency workers that provide care in your communities. CMS is ultimately looking to derive tenure information, so they are requiring hire and termination date to be included. Next and really the most taxing part of the Payroll-Based Journal submission is collecting direct care hours worked per employee per day and classified to the 35 standard job codes that CMS has published. And lastly CMS is requiring your census on the last day of each month, broken down primary payer, Medicaid, Medicare and other. So, if you look at this, they’re not asking for average daily census. Keep in mind that all staffing hours worked must be able to be verified through payroll, invoices and/or tied back to a contract.
- This is important because … This is a condition of participation to be eligible for reimbursement and as such you will be subject to similar citations or penalties. What we are hearing from CMS is that this will eventually tie to Nursing Home Compare and as such will drive … Your 5 Star Quality Rating as early as 2018 and will eventually take the place of your 671 and 672. This means that staying on top of your staffing day-in and day-out will become increasingly important to your business.
- From a timing standpoint, there are two dates to keep in mind - - July 1st and November 14th July 1st is the first date providers must collect PBJ. However, final submissions are based on a quarterly submission with a 45 day grace period after the quarter ends. So your first final PBJ submission must be in by November 14th
- In working closely with our clients <providers> through this process we’ve heard four main challenges in collecting this data. The first is mapping job codes to the 35 standard CMS codes. Most providers’ job descriptions don’t perfectly align and have to identify what those 35 job codes are what direct care workers fit into each of those codes and how are they tracking it today. Next is determining how are they will collect contract and agency hours. Therapy tends to be the largest group here – but there are agency workers, dieticians, dentists, pharmacists and numerous others that may be currently outsourced. In addition providers need to account for their salaried staff that fall within the CMS job codes. All of those hours must be collected per worker per day. This takes us to the third major challenge providers are facing. How am I going to collect all this information and where is it collected today? Is that data housed in your internal systems, your HRIS, your time keeping, your payroll system today or is it provided from external systems like a therapy organization? In each case all the information needs to get pulled together and consolidated for submission. CMS provides two methods for submission. 1- Manual – This means a one or more person in your organization would key in each employee’s information, the hours that they work per day and the census information. This would equate to thousands of inputs that would become very tedious and extremely time consuming. Not to mention there would be greater likelihood of errors. 2- XML file upload to CMS – This would be a bulk upload of all required data. However the providers we have spoken to have not been able to create this file to meet CMS’ technical requirements.
- At OnShift, we really want to help our clients through this process and help make this extremely complex process as simple as possible. Our Payroll-Based Journal Reporting software will <help you> collect all required PBJ information, allow you to review it, and provide a CMS-ready file to be uploaded.
- And once those gaps are identified, OnShift has a number of collection mechanisms in order to fill those gaps and collect data. Approximately 70%-80% of this information will <come from your timekeeping, payroll and HR vendors.> already be in the OnShift system through our integrations. What sets OnShift apart is the ability to collect that additional 20%-30% of direct care hours. And we can do this in a couple different ways to fit your processes. Import staffing reports from outside vendors – We have found that outside vendors like a Therapy organization can give providers a simple excel file of the services they have provided. This can be simply imported into OnShift. The value of that is it provides you the historical context of having all the data in one spot to review, and you don’t have to worry about multiple submissions to CMS. In addition, and this is an option that I hear very, very frequently from the providers that we speak with is that they have contracted dieticians, pharmacists or agency staff coming in and out of their building that are not typically punching-in and out. To collect those hours as they are happening, we have developed a simple check-in app. All those workers would have to do is go to a nurse’s station and with a computer or iPad, supply their info and check-in and then check-out when leaving. OnShift will collect and classify that information in real-time and combine it with all your other staffing information. The third option is fantastic for salaried staff – and that is just to get them on OnShift Schedule. Think about your Director of Nursing that needs to be reported 8 hours a day, 40 hours in a week. It’s often a good idea to potentially get them on the schedule for 8 hours a day, 40 hours in a week. We would then automatically pull this information into your PBJ report. The final collection is one we want to minimize as much as possible but we will also provide the capability to manually input any additional staffing information
- OnShift will combine all that information you import from your time keeping system and the various collection mechanisms I just mentioned into one centralized dashboard for review. You will be able to review this information by job code and labor description, and make additions if needed. You can even edits contractor or agency hours that we have collected.
- Once reviewed, OnShift will create a preformatted file that can be uploaded directly to CMS
- Before I get to any questions you may have, I wanted to give you some insight into where we are today with our Payroll-Based Journal reporting software. And to date we have over 300 communities signed up to use the OnShift PBJ reporting software and I’m happy to say that numerous communities have successfully submitted data to CMS with our solution during the test period. <TRANSITION TO Q&A>