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The Centers for Medicare & Medicaid Services (CMS) has waived the deadline to report Payroll-Based Journal (PBJ) data for the second quarter of 2020 due to the COVID-19 public health emergency. Facilities are encouraged to still report their data as they are able, and there will be no penalties or negative impacts to staffing ratings for not submitting by May 15.

As facilities work to gather the necessary information for PBJ submission, there are several key things to remember. One of the biggest reasons skilled nursing facilities (SNFs) are downgraded in the staffing component of the Five-Star rating system is due to lack of Registered Nurse (RN) coverage. Facilities must ensure that they have adequate RN staffing and report accurate data to avoid a downgrade.

Other important reminders include monitoring nurse aide coverage, tracking hours worked by individual employees to avoid overworking or overstating hours, and ensuring weekend coverage for direct care staff. Additionally, facilities must deduct meal break time for all staff and allocate hours for universal care workers who perform multiple duties. It is also crucial to check the PBJ data for reasonability and compare it to the facility's budget and/or actual staffing levels.

The article also notes that CMS has revised the PBJ Data Specifications (Version 4.00.0) and XML files submitted with older versions will be rejected after June 2, 2020. Facilities should check their validation report after submitting their PBJ data and correct any errors before resubmitting.

Overall, it is essential for facilities to carefully review and prepare their PBJ data to ensure accuracy and compliance with CMS regulations. By following these reminders and guidelines, facilities can avoid common pitfalls and maintain a high level of quality care for their residents.