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3 Tips for Successful PBJ Submissions

3 Tips for Successful PBJ Submissions

Does submitting an accurate and thorough quarterly PBJ create stress for the entire team?

Here are the top 3 factors that adversely impact your staffing star ratings:

  1. RN <8 hours – Four or more occurrences in the quarter with no RN staffing 8 consecutive hours, results in your facility receiving an automatic one-star rating for RN staffing & overall staffing. It is critical that all hours are accounted for, including agency.
  2. Break time – Be aware that CMS mandates a 30-minute deduction of time in the PBJ calculation for every 8-hour shift worked. CMS will automatically deduct 30-minutes for every shift greater than 8-hours if not demonstrated within your submission report – Resulting in fewer hours than you predicted. Unfortunately, this impacted a client of ours, causing a loss of nearly 20,000 hours during the 3-month period!
  3. MDS Discharge Assessments – Many facilities have not completed all their MDS Discharge Assessment forms for the quarter, causing an inflated CMS Census that is used in your PBJ staffing calculations – Ultimately leading to a lower NHPPD than predicted and most likely leading to a negative score outcome. Prioritize completion of MDS Discharge Assessments and your actual census will mirror CMS’s census.

The organizations’ expertise is on resident care – understandably, thus they find the data entry and technical elements of PBJ frustrating, leading to procrastination with less than satisfactory staffing stars. DreamCORE Intelligence Center is your team’s solution to PBJ management and submission.

The DreamCORE Intelligence Center leverages technology so that you and your organization can put the resources and focus back on resident care. Our technology generates alerts on a daily basis allowing for timely adjustments so your next PBJ report can be accurate.

In addition, we can assist you with:

  • Organizing all your PBJ data
  • On-time report submissions
  • Audits – scrub, organize, prepare data for response

CMS has new guidelines effective as of 10/1/2022, including weekend staffing and staff turnover measures. We can help you prepare for these important changes.

Schedule a demo today.

SNF Operators – Are your financial projections data-driven?

SNF Operators – Are your financial projections data-driven?

What if you had a tool to capture Midnight Census and make daily PPD calculations for you?

We have that tool – DreamCORE Dashboards. DreamCORE provides unobstructed visibility into KPIs, helping SNF leaders quickly identify obstacles on the road to profitability.

DreamCORE gives insight into Payer Mix, projects revenue, adjusts budgeted expenses for SpendDown, and calculates current HPPD.

If this sounds like it would save you lots of time, you’re right.

Check out the benefits of the Census feature in DreamCORE Dashboards in the infographic below.

Book a live demo – Grab a spot on our calendar here.

SNF Operators – How to Manage HPPD

SNF Operators – How to Manage HPPD

SNF Operators can streamline their workflow and better manage their HPPD by using DreamCORE Intelligence Center, a tool that integrates the company time clock with its EHR and financial book of record. Prone 2 Dream’s innovative technology provides the critical data to meet both regulatory and financial obligations, within a user-friendly interface.

Role-Based Security ensures that all sensitive employee information remains restricted and users can only see data relevant to their role. This helps nursing schedulers make informed decisions using both historical data and predictive analytics, allowing them avoid paying Premium Overtime – the dollars in excess of payroll budgets.

DreamCORE’s single sign-on platform provides:

  • Overtime analysis
  • Bonus analysis
  • Agency analysis
  • A clear, current view of HPPD, including agency
  • A rolling punch analysis
  • A drill down to individuals on the time clock right now

Integrating these data sets also enables SNF Operators to manage their CMS staffing rating. DreamCORE provides a simple formula that projects the next quarter’s rating, and a desired rating can be achieved by managing the HPPD.

Overtime is just one of the controllables within a SNF’s financial management system. With DreamCORE (Census, Overtime, Receivable, Expenses) SNF operators can identify opportunities to make a financial impact on their bottom line, without waiting for end-of-month reporting.

Worth a look?

Book a live demo – Grab a spot on our calendar here.

 

SNF Operators – Effective Admissions for Better Client Experiences

SNF Operators – Effective Admissions for Better Client Experiences

Skilled Nursing Facility operators – Does your current Admissions process provide a comfortable transition for the new patient arrival?

Are you capturing the required verifications and authorizations?

Is ICD-10 coding a breeze for your MDS nurse?

Do you know the theoretical reimbursement benchmark? Do you know if you’re getting paid what you’ve earned or do you suspect you’re leaving money on the table?

Prone 2 Dream Technologies processes Admissions through 2 user-friendly apps. The Admissions app speeds the process of approving a new referral and communicating the start of the new patient’s journey to your team. The PDPM app calculates the theoretical reimbursement, and memorializes the patient’s journey in your center.

Check out the process in this easy infographic. Then contact us to see these steps in action.

 

Revenue and Roadblocks: Right Now on the Right Route

Revenue and Roadblocks: Right Now on the Right Route

You use many software platforms to run your business, and each offers a dynamic set of metrics.

 

What if you had a way to see how those metrics affect each other? A way to align them – showing the best route to your destination (profitability) and alert you to roadblocks in your path?

 

In our last article, Business Detours? Not A Problem When You Set Your GPS, we described how business intelligence and predictive analytics form a GPS to help frontline managers navigate the financial side of your company.

 

Enter a GPS solution called DreamCORE Dashboards – CORE is an acronym for the controllable parts of your business: Census* | Overtime | Receivables | Expenses.

*This model was built for the skilled nursing industry but is applicable anywhere –C is your Customers or Clients, your revenue source.

 

Let’s take a closer look at Census, and how you can use this fluctuating element to improve both customer satisfaction and your profitability.

 

Census – The Lives We Care For

 

Census is the lives we care for within our skilled nursing facilities. Our clinical teams treat and care for the individuals entrusted to us, ensuring the right solutions to help heal in the best way, in the best atmosphere.

 

Financially, census drives the revenue. We need to capitalize on every dollar of revenue to support the mission of care – nursing supplies, dietary sustenance, entertainment, housekeeping, administration.

 

The industry has worked out multiple algorithms to ensure the best journey of the revenue dollar to the table– through a labyrinth of documentation, carve outs, comorbidities coding, and specifications that vary widely by payers.

 

What success have we had managing “the dollars on the table”?

 

 

Managing Expenses against Fluctuating Revenue

 

Staying true to the GPS theme, finance develops a roadmap yearly, the “budget”. It is well thought out, achievable, and precise. The day after it is published, the path to success begins to deteriorate. Road conditions are constantly changing (lower than expected census), unexpected detours (transmission on your van konks out), inevitably you must stop, take time to get a true sense of where you are on the map, and recalculate your path to the destination.

 

DreamCORE is constantly recalculating to support your goals – by providing you the pinpoint on the map of where you are at any given time, and where you need to go to stay on course to your destination.

 

For example, your dietary manager was budgeted $35,263 for Raw Food for May–pinned to his corkboard–this budget was calculated last October and was based on a census budget of $8.26 PPD. The actual census for May is averaging $9.75 PPD. If the dietary manager spends the original budget of $35,263, DreamCORE gives clear sight to the overspend of $7,778. The thermometer shows current spend against scaled budget – making it much easier to adjust spending to meet current census level.

 

 

A significant ROI of DreamCORE is based in the automatic adjustment of the budgets.

 

In the example above, the dietary manager’s expense dashboard would show the budget for his department is $26.747.  And daily the “Expected Budget” would be adjusted by the Average Daily Census in the background.  Additionally, with each invoice entered into DreamCORE, the budget balance would be reduced, like a checkbook, keeping the whole department informed of their current balance, helping them not to “overdraw” the account.

 

So being able to see the financial picture at a quick glance enables small changes, which over time make a big impact.

 

This automation keeps the patient at the center – each operational department is rotating around the patient, spending what is necessary to create the healing experience. Your teams are working with their patients, not sitting at desks looking at numbers. They’re solving people problems to create the best customer experience.

 

On the Journey to success

 

Consider you’re on the road to your destination and your GPS tells you there’s an accident ahead, you should exit now to the alternate route. You choose to disregard GPS and within a few minutes you’re at a dead standstill. Half an hour later, you pass the accident, but you’ve lost 30 minutes. Even speeding at this point won’t get you to the destination on time. A small change to the alternate route may have made the difference.

 

DreamCORE provides clear analytics to help you and your teams pinpoint their exact location, adjust for what is ahead, and equipping you to stay on course to the destination.

 

Getting your people to love their numbers

Road to Success

What if each of your department leaders were taught how to use a financial GPS to make the right decisions for their department?

 

Look at the flip side: “You don’t know what you don’t know”–When they don’t understand where they are or where to go, they’re on a path to fail. Nobody hires on to fail! They want to do well – to succeed at their jobs means they meet expectations.

 

DreamCORE encourages camaraderie – when all the departments are working harmoniously, they start to see how they can help each other toward the greater good. One department has an unexpected capital expense, the rest can tighten their belts a bit to balance that out.

 

As an operator, you want to be competitive. You want to hire the best person to run each of your departments. So you hire a great culinary talent to run dietary, but he’s probably not an MBA. He can easily be taught to read DreamCORE, understand the expectation, and DreamCORE can free his time to be where he needs to be – providing a great customer experience.

 

Your department leaders know their priority is the best customer experience. When they know where they are financially, they make the best decisions. They’ll make the best decision for the company every time because they want to feel good about their work. They want to succeed. And you know that successful teams reduce turnover and build great culture.

 

Teaching them how to read a quick DreamCORE view of their department can set them up to succeed, which leads to managing the dollars already on the table.

 

Give them a clear solution to feed that success.

Book a live demo – Grab a spot on our calendar here.

 

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