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Tools to Succeed with Staffing Data Submissions/PBJ

Tools to Succeed with Staffing Data Submissions/PBJ

The mandatory deadline for the compliance with the Payroll Based Journal Reporting (PBJ) requirement is only weeks away, on July 1. All VHCA-VCAL members have access to AHCA/NCAL’s electronic toolkit which includes a list of helpful resources and information.

Dates to Remember
You will have up to 45 days to submit data from July 1, 2016-September 30, 2016. The last day to submit data for the quarter is November 14, 2016.

PBJ Toolkit
No matter where you are in the process, the toolkit below includes resources that will help you take the steps towards success with PBJ. You may also find these documents at the PBJ Resources page on ahcancalED.

Best Practices for Reporting Contractor/Consultant Hours

AHCA also recommends the following best practices, identified by members who are meeting the requirement for the submission of contractor/consultant hours.

  • Some members are having their consultants/contractors use the center’s time swipe system to capture their hours directly into their time and attendance system which can then be exported into an XML file. Note that the hours in the time and attendance system cannot exceed the hours paid on your contractor/consultant invoices.
  • Other members are requiring consultants/contractors to submit the hours worked each day in a format that easily allows uploading them into a time and attendance system. This solution only works if the time and attendance system allows for easy upload of a file with all the hours for each consultant/contractor.
  • Members are also contracting with vendors who for a fee will combine all contractor/consultant hours into an XML format to be uploaded into the CMS system. For this solution, members are still required to capture the hours worked each day by the contractors/consultants and provide that information to the vendor in an Excel of CSV format. AHCA is aware of two vendors – ezPBJ and MuellerProst – (there may be more) that allow for providers to upload their own contractor/consultant data and convert it into the required XML files.
  • Some members who do not have a large number of consultants/contractors working in their centers have decided to manually enter in the data for their hours.
  • Lastly, certain members are working with contractors/consultants who are proactively providing the nursing center with their hours in an XML format.

Remember that for any of the above solutions, it is necessary for you to have conversations with your consultants/contractors as well as your time and attendance vendor. Any solution that you use needs to be tailored to the needs of your center.