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Nursing Home Quarterly PBJ Submission Due Feb. 14th

With the next Payroll-Based Journal (PBJ) reporting due date approaching, now is a good time to ensure that your organization is positioned for a complete and accurate submission. Nursing homes must finalize PBJ data covering Oct. 1st through Dec. 31, 2022 by Feb. 14th. With these data now being used to monitor compliance with State staffing level requirements and increasingly being featured in Centers for Medicare and Medicaid Services (CMS) plans for quality reporting and Value-Based Purchasing (VBP) measures, timely, accurate submissions are especially important. Recently added Five-Star staffing measures including turnover and weekend nurse staffing also rely on this reporting.

Only data that are successfully submitted by the deadline are accepted, and inaccurate or missing submissions can result in a home being assigned a single star for the staffing domain for one quarter. Missing data could also result in non-compliance with State staffing level requirements.

The PBJ Policy Manual updated in June 2022 along with related resources, including a set of Frequently Asked Questions (FAQs), are available for download at the bottom of the dedicated CMS PBJ webpage here. Providers may enter data once per quarter or as often as they like, but must have their quarterly submission finalized on or before Feb. 14th.

CMS recommends that providers take advantage of the data verification resources after upload to ensure a successful submission.

Once the data are uploaded, the user should:

  • Check the My Submissions page to verify the status of the submitted file.
  • Check the Certification and Survey Provider Enhanced Reporting (CASPER) application for a system-generated PBJ Final File Validation Report (FFVR) within 24 hours. If no FFVR appears, run a PBJ Submitter FFVR to check your file for errors.
  • Run the PBJ 1700D (Employee), 1702D (by Employer), 1703D (by Job Type), 1702S Staffing Summary, and Minimum Data Set (MDS) Census Reports to verify that the submitted quarterly PBJ data accurately reflect your records.

Information from CMS describing the various PBJ reports providers may access, including general and detailed MDS census reports, is available here. Providers are urged to submit data and run and review the various reports with sufficient time to make any necessary corrections prior to the final due date. Please pay special attention to the daily census counts in the report to ensure that they are accurate. Providers continue to discover discrepancies due to delayed or unfiled discharge assessments that lead to lower-than-warranted staffing ratios.

Contact: Darius Kirstein, dkirstein@leadingageny.org, 518-867-8841