PBJ File Rejected? Let’s Fix It.

Doctor having phone call and using her computer in medical office pbj file rejected

Today’s post is for PBJ (Payroll Based Journal) managers at residential care homes who have had a PBJ file rejected by the CMS. Whether you entered the data manually or used a PBJ reporting platform, you are probably eager to identify and correct the problem to regain compliance, reduce your audit liability, and confirm the standard of care provided at your facility.

Reduce Your Risk of Rejection

First and foremost, manual PBJ increases the risk of file rejection. Manual PBJ data entry is inefficient and susceptible to human error. Conversely, automated systems help save time and money while protecting you from violations.

To help, SDP Time takes the headache out of PBJ compliance with a system that is quick, easy and affordable. Further, the PBJ tools in the SDP Time system aren’t an afterthought. Rather, they were designed to meet the challenges of real-world SNF staffing configurations right from the start.

The Most Common PBJ Errors

If you used an automated system with PBJ functions and your file was still declined, it could be that the PBJ tools are inadequate or too complicated to use.

Regardless of why your file was rejected, SDP Time has the solution. Here is a list of the most frequent reasons PBJ reports are not accepted.

Duplicate Employee ID Numbers

The ID is a unique identifier and cannot be assigned to another member of current or former staff. This ID cannot include any PII (Personally Identifiable Information) such as a Social Security number.

Incorrect Calculation of Time Worked

Employee time worked is calculated in fractions rounded to the nearest 10th.

Reporting Hours by Shift vs Date

Hours reported are assigned to a calendar day which ends at midnight. For example, if a staff member works a shift that starts at 9:00 PM on 10/7/2017 and ends at 5:00 AM on 10/8/2017, 3 hours would be entered for 10/7/2017 and 5 hours for 10/8/2017.

Not Reporting Hours for Contract or Agency Staff

Hours for each staff member furnishing patient care (including agency and contract employees) must be reported.

Wrong File Type

The CMS only accepts XML files.

Job Code Errors

When an employee’s primary role changes during a shift, the report must include a job code for each distinct primary duty.

Reporting Hours for Meals

Paid or unpaid meals should not be included in the hours reported.

Data Not Auditable or Verifiable

The report submitted cannot be a stand-alone record. It must be backed up by other records such as time cards, payroll records, invoices, or employee contracts.

What do you think?

By implementing SDP Time, you can put an end to each of these PBJ errors going forward. Call (866) 946-2032 today to set up a demo with our Partner Success Manager Jeanne Huynh. We can help you get all of your information entered quickly and show you how easy it is to use SDP Time to handle your PBJ reporting timely and accurately.

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