SNEAK PEEKPAYROLL BASED JOURNAL

Solving Everyday Workforce Challenges in Post-

Acute Care & Senior Living

Today’s Agenda

• Payroll-Based Journal Overview

• Timeline & Requirements• OnShift PBJ Sneak Peek• Question & Answer• Getting Started

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The content of this presentation is proprietary and confidential information of OnShift, Inc. It is not intended to be distributed to any third party without the written consent of OnShift, Inc.

The information provided in this presentation is intended for informational purposes only and is subject to change without notice. Information may be changed or updated without notice. OnShift, Inc. may also make improvements and/or changes in the products, pricing and/or the programs described in this information at any time without notice.

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Payroll-Based Journal Submission Details

• Direct care worker information – including agency & contract workers– Unique ID

– Hire & termination date

– Pay type code (Non-exempt, Exempt, Contract)

• Daily hours worked by employee– Per worker per day

– Include job title code for services provided• 37 codes have been provided by CMS

• Census on the last day of each month – by primary payer

(Medicaid, Medicare, Other)

All staffing hours worked must be

able to be verified through payroll, invoices and/or tied back

to a contract

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Payroll-Based Journal Importance

• Failure to submit or reporting inaccurate data can be costly, potentially leading to citation and civil money penalties. (condition of participation)

• Information used on Nursing Home Compare

• Believed to be used in Five Star Quality Ratings starting in 2018

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Countdown to July 1

Fiscal Quarter Date Range for Staffing Data Submission Deadline

1 October 1 – December 31 February 14

2 January 1 – March 31 May 15

3 April 1 – June 30 August 14

4 July 1 – September 30 November 14

Aug 2015

Oct 1 2015

Registration for voluntary

submission

Voluntary submission

started

PBJ mandatory submission

begins

First mandatory reporting deadline

July 1 2016

Nov 14 2016

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Payroll-Based Journal Challenges

Job codes and description are unique to each organization and don’t align with CMS requirements

Don’t have a process to collect contract, agency and salaried direct care hours worked at the time care is provided

Collecting and reporting staffing data is difficult because required information is stored in different systems

Countless hours would be spent submitting data manually for each worker

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OnShift Schedule

• Labor budget management & acuity

• Predictive overtime control

• Open shift management• Staffing visibility &

analysisControl labor costsImprove satisfaction & careIncrease consistency

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Focus On Daily Staffing Levels

• Benchmark staffing levels against budget/Five Star Quality Rating

• Evaluate staffing requirements every shift– Allow for activity and manage like an

employee absence

• Gain visibility into staffing – Alert management when approaching

staffing risk

Get Predictable & Flexible

• Adjust staff as needed– Cancel shifts or call in staff as

needed

– Re-allocate staff to direct care positions – be sure this is documented

• Correlate labor staffed to needs based on estimated future census

• Keep overtime top of mind

Meet PBJ staffing regulations Eliminate data gathering complexitiesImprove reporting accuracy with checks and balances

Payroll-Based Journal Reporting In 3 Easy Steps

Collect Review Submit

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PBJ Reporting Set-up

• Provide best practices and guidance for implementing PBJ processes

– Gain clarity on what direct care hours are reportable

• Map internal job descriptions to government (CMS) job codes

OnShift’s Customer Success Management consultation ensures you are set up for PBJ success.

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Collect All Required Data

• Gather hourly staff from time & attendance

• Fill potential gaps, such as agency, contractor (e.g. therapy providers) and/or corporate employees

– Import staffing reports from outside vendors

– Utilize OnShift’s easy-to-use check-in app

– Schedule salaried staff that don’t punch-in

– Manually input hours when needed

• Automatically classify direct care hours worked for proper reporting

OnShift simplifies the reporting process by gathering all required CMS staffing information from different sources and systems.

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Review For Accuracy

• View direct care hours by job code and labor description

• Add direct care hours prior to submission

• Edit agency or contractor hours

OnShift provides a centralized view into staffing data and the checks and balances needed for PBJ reporting accuracy.

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Submit With Ease

• Get submission-ready reports for employees, hours worked and census with the click of a button

OnShift streamlines the submission process with preformatted exportable reports that meet government requirements.

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Payroll Based Journal

Sneak Peek

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OnShift For PBJ Reporting

• Working with Beta clients– Design and testing

• Target availability in Q2

• Set up process has started!

OnShift is actively working with clients in preparation of the July 1 deadline.

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Q

A

&

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