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.   

  • PBJ Electronic Data Staffing Submissions Data Specs V3.01 - UPDATED (7/19)

    By CMS - July 05, 2019
    The PBJ Data Submission Specifications Version 3.01.0 package is now available. 
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  • PBJ Provider User Guide V3.0.1, Incl. Error Messages / Descriptions - UPDATED (6/19)

    By QTSO - July 01, 2019
    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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  • CASPER Reporting User’s Guide for PBJ Providers UPDATED (6/19)

    By QTSO - June 21, 2019
    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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  • Remote Identify Proofing Requirements for Internet Quality Improvement Evaluation System (iQIES) (3/19)

    By QTSO - March 19, 2019

    Background

    The Centers for Medicare & Medicaid Services (CMS) serves a critical quality assurance function for our country’s healthcare system.  Quality Improvement and Evaluation System (QIES) will undergo a series of system enhancements resulting in what will be now called the Internet Quality Improvement and Evaluation Systems (iQIES).  

    To comply with federal security mandates, CMS is initiating new security requirements for access control to CMS Quality Systems through Remote Identify Proofing (RIDP) via the HCQIS (Healthcare Quality Information System) Access, Roles and Profile Management system. Users will create accounts in HCQIS Access Roles and Profile Management (HARP) to gain access to the iQIES system.

    What is Remote Identify Proofing? 

    Remote proofing is a method for verifying the identity of a user remotely, as opposed to manual proofing or in-person proofing. Based on user-entered data, the HARP system uses Experian to generate a list of personal questions for the user to answer to verify their identity remotely. Remote proofing is the HARP-recommended method for identity verification, as it is typically much faster than other methods of identity proofing. If a user cannot successfully complete remote proofing during HARP registration, he/she will need to initiate manual proofing.

    Why is Remote Identify Proofing Necessary?

    The primary purpose of RIDP is to eliminate unauthorized access, reduce fraud, minimize manual processing, and prevent compromise of personally identifiable information (PII). These changes are designed to be compliant with federal and CMS guidelines and requirements such as OMB M04-04e-Authentication Guidance for Federal Agencies, HSPD-12, NIST 800-53 & 63, FISMA, FIPS 199 Standards, FIPS 200 and OMB M07-16. 

    What happens to the personal information used to register?

    CMS does not store your personal information received for the purposes of RIDP. It only passes it to the credit reporting agency, an external identity verification system, to help confirm your identity. Your personal information is described as data that is unique to you as an individual, such as name, address, telephone number, Social Security Number, and date of birth. 

    Additional communication about iQIES program information including but not limited to onboarding, stakeholder engagement opportunities, training and general updates are in development and will be distributed in the coming weeks. For assistance with HARP onboarding, users can call the QTSO Helpdesk at (800) 339-9313 or e-mail help@qtso.com

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  • CMS to Upgrade QIES to IQIES in Bid to Give Providers Easier Access, Real-Time Data (3/19)

    By CMS - March 03, 2019

    MS is updating the Quality Improvement and Evaluation System

    Starting in March, the Quality Improvement and Evaluation System (QIES), Certification and Survey Provider Enhanced Reports (CASPER) and Automated Survey Processing Environment (ASPEN) will undergo a series of modernizing enhancements. Once updated, the system will be called the Internet Quality Improvement and Evaluation System (iQIES). The iQIES system will not change how providers currently submit data to CMS.

    The new enhancements in iQIES are based on user research and testing and feature a human-centered design and agile development practices. CMS is phasing in the iQIES system beginning with Long Term Care Hospitals (LTCH). Several updates to the QIES- Assessment Submission and Processing (ASAP) system are also planned. The Cloud-based solutions will also make it easier for users to receive support and use the system.

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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 Data Used in 5 Star Effective April 2018; CMS-671 Collection Ends June 1 (4/18)

    By CMS - April 09, 2018

    • Transition to Payroll-Based Journal (PBJ) Data – Starting in April, 2018, CMS will use PBJ data to determine each facility’s staffing measure on the Nursing Home Compare tool on Medicare.gov website, and calculate the staffing rating used in the Nursing Home Five Star Quality Rating System.

    • Staffing data audits - We are providing lessons-learned from audits conducted, and guidance to facilities for improving their accuracy. Nursing homes whose audit identifies significant inaccuracies between the hours reported and the hours verified, or facilities who fail to submit any data by the required deadline will be presumed to have low levels of staff. This will result in a one-star rating in the staffing domain, which will drop their overall (composite) star rating by one star for a quarter.

    • Requirement for registered nurse (RN) staffing – We are reminding nursing homes of the importance of RN staffing and the requirement to have an RN onsite 8 hours a day, 7 days a week. Nursing homes reporting 7 or more days in a quarter with no RN hours will receive a one-star rating in the staffing domain, which will drop their overall (composite) star rating by one star for a quarter. This action will be implemented in July 2018, after the May 15, 2018 submission deadline for data for 2018 Calendar Quarter 1, 2018 (January – March, 2018) data.

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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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  • QIES Security Notice: Disabling and Deleting Accounts (5/17)

    By QTSO - May 22, 2017
    To better secure our applications, QIES security will require each user to successfully login every 60 days, effective June 26, 2017. If this does not occur, the account will be disabled and can only be re-enabled by contacting the QTSO Help Desk at (800) 339-9313.
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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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  • PBJ Submission / Data Specification / Report FAQs (6/16)

    By QTSO - June 15, 2016
    These FAQs cover Payroll-Based Journal Data Specification Questions, PBJ Training Questions,  PBJ Submission Questions, and PBJ Report Questions.

     

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