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 Provider User Guide V3.0.2, Incl. Error Messages / Descriptions - UPDATED (9/18)

    By QTSO - September 04, 2018
    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 (9/18)

    By QTSO - September 04, 2018
    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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  • 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 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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  • PBJ Policy Manual v2.4, FAQs UPDATED (10/17)

    By CMS - October 02, 2017
    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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  • PBJ Electronic Data Staffing Submissions Data Specs V3.0 - UPDATED (10/17)

    By CMS - October 02, 2017
    The PBJ Data Submission Specifications Version 3.00.0 package is now available. 
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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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  • The DON's Role in Making the Most of Staff Education

    By Jessica Kunkler, MA, Staff Writer - June 15, 2016
    A director of nursing services’ (DNS’s) active involvement in staff education is vital, even though the level at which the DNS is involved in the planning and execution of education is largely determined by the size and resources of the facility. In smaller facilities, the role of organizing and leading in-services often falls to the DNS. For example, AADNS’s curriculum development specialist Amy Stewart, RN, DNS-CT, RAC-MT, was responsible for in-servicing her 111-bed facility as a DON. However, points out Linda Shell, MA, RN, principal and co-owner of Legacy Market Services, even if your facility is large enough to have a dedicated staff educator, “as a DNS, you need to have a good working knowledge of how to effectively conduct in-services to ensure that you are providing good oversight.” No matter how hands-on or hands-off your involvement with staff education, the eight expert-approved tips below will help you to achieve greater impact in your role.
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  • Q&A: What if a staff nurse refuses to get a flu shot?

    By Linda Winston RN, MSN, BS, DNS-CT, RAC-CT - May 18, 2016
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  • OSHA Final Rule on Workplace Injury Reporting Effective Aug. 10, 2016

    By OSHA - May 12, 2016
     The U.S. Department of Labor’s Occupational Safety and Health Administration today issued a final rule to modernize injury data collection to better inform workers, employers, the public and OSHA about workplace hazards. With this new rule, OSHA is applying the insights of behavioral economics to improve workplace safety and prevent injuries and illnesses. 
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  • Are You Ready for Mandatory Electronic Staffing Data Submission (PBJ)?

    By Marianna Kern Grachek, MSN, RN, NHA, FACHCA, DNS-CT - April 13, 2016
    The Payroll-Based Journal (PBJ) mandate is fast approaching. Is your organization ready to demonstrate compliance with this new Condition of participation? Section 6106 of the Patient Protection and Affordable Care Act (ACA) requires that nursing facility staff electronically submit information on direct-care staffing (including agency and contract staff) based on payroll and other auditable data. The data, when combined with census information, can be used to report on the level of staff in the facility as well as employee turnover and tenure, all of which can impact the quality of care delivered.
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