Human Resources

Recruitment and retention of qualified nursing staff are challenges that many facilities face. The nursing staff is the front line of care and the most important asset in providing the best resident outcomes possible. Learn how to engage, prepare, and support the staff that you have and recruit the staff that you need with the articles below.   

  • Calendar Q2 2020 PBJ Staffing Data Due Aug. 14, 2020 and Five-Star/Nursing Home Compare Updates From CMS (6/20)

    By CMS - June 26, 2020

    Changes to Staffing Information and Quality Measures Posted on the Nursing Home Compare Website and Five Star Quality Rating System due to the COVID-19 Public Health Emergency

    Memo #QSO 20-34-NH

    Posting Date 2020-06-25

    Fiscal Year 2020

    Summary

    The Centers for Medicare & Medicaid Services (CMS) is committed to transparency about changes in publicly reported information on nursing homes during the COVID-19 public health emergency. Changes to the Nursing Home Compare Website and Five Star Quality Rating System:

    • Staffing Measures and Ratings Domain: On July 29, 2020, Staffing measures and star ratings will be held constant, and based on data submitted for Calendar Quarter 4 2019.

    o Also, CMS is ending the waiver of the requirement for nursing homes to submit staffing data through the Payroll-Based Journal System. Nursing homes must submit data for Calendar Quarter 2 by August 14, 2020.

    • Quality Measures: On July 29, 2020, quality measures based on a data collection period ending December 31, 2019 will be held constant.

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  • PBJ Provider User Guide V3.0.1, Incl. Error Messages / Descriptions - UPDATED (5/20)

    By QTSO - May 30, 2020
    This manual explains how to connect to the Payroll-Based Journal (PBJ) system and submit data. It also defines error messages and descriptions, identifying errors by number, severity, error message, and error description. The description section includes potential corrective actions for providers to take to resolve the errors.
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  • OSHA Alert: COVID-19 Guidance for Nursing Home and LTC Facility Workers (5/20)

    By MX - May 18, 2020

    The Occupational Safety and Health Administration (OSHA) is committed to protecting the health and safety of America’s workers and workplaces during these unprecedented times. The agency will be issuing a series of alerts designed to keep workers safe. In a nursing home or long-term care facility, the following tips can help reduce the risk of exposure to the coronavirus.

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  • PBJ Data Specs Versions 2.00.0, 2.00.3 and 4.00.0 Will Be Accepted Until Further Notice (5/20)

    By CMS - May 03, 2020

    A revised version of the PBJ Data Specifications (Version 4.00.0) is available to Users. The new release of the Data Specifications reconciles changes to the file layout, fileSpecVersion 4.00.0. Census tags have been removed from the 4.00.0 version due to CMS no longer collecting Census data from PBJ as of April, 2018. No immediate changes are needed when using the current PBJ Submission File fileSpecVersions (2.00.0 and 2.00.3), however, Users are encouraged to begin using PBJ fileSpecVersion 4.00.0.  XML files submitted with versions other than 4.00.0 on or after June 2, 2020 will be rejected. Please note this does not apply to the PBJ Administration Submission File format. Users who use this file format for linking employees should continue to use fileSpecVersion 1.00.0. 

    On April 21, CMS added an errata:

    4.00.0 fileSpecVersion: CMS is delaying the previously communicated June 1, 2020 date for rejecting PBJ file Spec Versions 2.00.0 and 2.00.3. The PBJ system will continue to accept PBJ fileSpecVersions 2.00.0, 2.00.3 and 4.00.0 until further notice from CMS. Details can be found in the following document: Errata V4.00.1 for PBJ Data Submission Specifications (V4.00.0) 04-16-2020.

     


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  • CASPER Reporting User’s Guide for PBJ Providers UPDATED (4/20)

    By QTSO - April 09, 2020
    This user’s guide provides information and instructions pertaining to the CASPER Reporting application. Section 12, Payroll Based Journal (PBJ) Reports, addresses the staffing and census reports available to providers, including the Employee Report, the Census Report, the Staffing Summary Report, and the PBJ Submitter Final File Validation Report.
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  • How to Properly Maintain Employee Medical and Personnel Files

    By AADNS - March 25, 2020

    On a day-to-day basis, the DNS can become so busy with staff and resident care that they completely lose track of employee files. However, the DNS is often either directly responsible for or works with human resources to manage employee files. Compiling and maintaining these files needs to be a priority in order to stay in compliance with survey requirements, avoid legal hurdles, and have a reference of past behavior when it’s time to evaluate or promote staff.

    To keep these important documents up to date, here’s what the DNS should know about employee files:

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  • 4 Simple Ways to Support Staff Retention

    By Jessica Kunkler, MA, Staff Writer - February 11, 2020

    One in four nursing assistants and one in five home health aides report that they are actively looking for another job. That’s a lot of unhappy employees.

    This turnover comes at a high price for facilities. It costs an estimated $2,200 to replace a nursing assistant or home care worker, according to the Recruitment and Retention Guide For Employers by PHI (formerly the Paraprofessional Healthcare Institute).

    Moreover, frustration in the workplace can be contagious; unsatisfied staff members have a negative impact on residents and their peers alike.

    There are books and guides devoted to programs for staff retention. Better hiring processes, rewards systems, and staff training can yield positive returns for facilities—but overhauling an entire program can feel daunting for busy nurse managers.

    Here are four simple ways to promote staff retention, starting right where you are.

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  • PBJ Submission / Data Specification / Report FAQs Updated (1/20)

    By QTSO - January 27, 2020

    The QIES Technical Support Office has updated its Payroll-Based Journal Frequently Asked Questions.

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  • CMPRP Nursing Home Staff Competency Assessment Toolkit - New UPDATE (1/19)

    By CMS - January 14, 2019

    UPDATE 1/08/19: The electronic versions of the Nurse and Management Assessment have been updated.

    Toolkit 1: Nursing Home Staff Competency Assessment

    Quality care is complex. That’s why the CMPRP competency assessment helps nursing homes break down and self-examine some of the most important building blocks of quality care. Use the competency assessment to identify areas where your nursing home is doing well, versus where your facility might need support. Once you know where you need support, CMPRP can provide funding, technical assistance and learning opportunities to help address some of your facility’s toughest challenges, in order to offer the best possible care to your residents.

    There are three competency assessments in print and electronic formats:

    1) Certified Nursing Assistants (CNA)/Certified Medication Technicians (CMT)

    2)Licensed Practical/Vocational Nurses (LVN/LPN) and Registered Nurses (RN)

    3) Assistant directors of nursing (ADON), directors of nursing (DON) and administrators.

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  • PBJ Policy Manual v2.5, FAQs UPDATED (12/18)

    By CMS - December 06, 2018
    This manual and FAQs provide basic policy information to be used for electronically submitting staffing and census information through the Payroll Based Journal system. 
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  • CMS Alerts States re: SNFs/NFs With Potential Staffing Issues, Etc. (12/18)

    By CMS - December 02, 2018

    Payroll Based Journal (PBJ) Policy Manual Updates, Notification to States and New Minimum Data Set (MDS) Census Reports

    • Notification to States –

    The Centers for Medicare & Medicaid Services (CMS) will provide CMS Regional Offices (ROs) and State Survey Agencies with a list of facilities with potential staffing issues to support survey activities for evaluating sufficient staffing and improving resident health and safety.

    • Updates in the PBJ Policy Manual and Frequently Asked Questions (FAQs) – We are expanding the guidance on the meal breaks policy to ensure consistency. In addition, we are adding guidance regarding reporting hours for “Universal Care Workers.”

    • Additional Technical Support for Facilities – New MDS-based census reports in the Certification and Survey Provider Enhanced Reporting (CASPER) system.

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  • OIG to look at PBJ: CMS Oversight of Nursing Facility Staffing Levels (8/18)

    By OIG - August 22, 2018
    Staffing levels in nursing facilities can impact residents' quality of care. Nursing facilities that receive Medicaid and Medicare payments must provide sufficient licensed nursing services 24 hours a day, including a registered nurse for at least 8 consecutive hours every day. CMS uses auditable daily staffing data, called the Payroll-Based Journal, to analyze staffing patterns and populate the staffing component of the Nursing Home Compare website - a site that enables the public to compare the results of health and safety inspections, the quality of care provided at nursing facilities, and staffing at nursing facilities. We will examine nursing staffing levels reported by facilities to the Payroll-Based Journal and CMS's efforts to ensure data accuracy and improve resident quality of care by both enforcing minimum requirements and incentivizing high quality staffing above minimum requirements.
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  • NIOSH Training for Nurses on Shift Work and Long Work Hours (6/18)

    By CDC - June 07, 2018
    The purpose of this online training program is to educate nurses and their managers about the health and safety risks associated with shift work, long work hours, and related workplace fatigue issues,. The training program will also relay strategies in the workplace and in the nurse’s personal life to reduce these risks
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  • PBJ Tools for Linking Employee IDs (11/17)

    By CMS - November 13, 2017
    The PBJ XSD Admin file V1.00.0 and PBJ Admin Excel to XML Template V1.00.0
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  • PBJ Update: CMS Says Nonsubmission Will Impact Star Ratings (4/17)

    By CMS - April 24, 2017

    Payroll-Based Journal: The Nursing Home Compare website now reflects whether providers have submitted data by the required deadline. Additionally, providers that have not submitted any data for two consecutive deadlines will have their overall and staffing star ratings suppressed.

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