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Date ArticleType
6/9/2016 Payment/Reimbursement
Read What Other AHCA Members Across the United States are Doing Related to PBJ and Consultant/Contractor Hours

As a valued IHCA/INCAL member, you have access to the staff and resources at the American Health Care Association (AHCA). As you prepare for the mandatory Payroll Based Journal (PBJ) reporting requirement, we wanted to share some insight from AHCA staff who have collected best practices from AHCA members around the country.

Below are best practices from centers meeting the requirement for the submission of contractor/consultant hours:

a. Some members are having their consultants/contractors use the center’s time swipe system to capture their hours directly into their time and attendance system which can then be exported into an XML file. Note that the hours in the time and attendance system cannot exceed the hours paid on your contractor/consultant invoices.
b. Other members are requiring consultants/contractors to submit the hours worked each day in a format that easily allows uploading them into a time and attendance system. This solution only works if the time and attendance system allows for easy upload of a file with all the hours for each consultant/contractor.

c. Members are also contracting with vendors who for a fee will combine all  contractor/consultant hours into an XML format to be uploaded into the CMS system. For this solution, members are still required to capture the hours worked each day by the contractors/consultants and provide that information to the vendor in an Excel of CSV format. AHCA is aware of two vendors – ezPBJ and MuellerProst – (there may be more) that allow for providers to upload their own contractor/consultant data and convert it into the required XML files.

d. Some members who do not have a large number of consultants/contracts working in their centers have decided to manually enter in the data for their hours.

e. Lastly, certain members are working with contractors/consultants who are proactively providing the nursing center with their hours in an XML format.

IHCA/INCAL reminds all members that, for any of the above solutions, it is necessary for you to have conversations with your consultants/contractors as well as your time and attendance vendor. Any solution that you use needs to be tailored to the needs of your center.

For more resources, visit the dedicated PBJ page on the ahcancalED site. A list of vendors that offer a tailored solution is available here. You may also submit your PBJ questions to AHCA staff at: staffdatacollection@ahca.org.

You may also submit your PBJ questions to AHCA staff at: staffdatacollection@ahca.org.