Frequently Asked Questions about Payroll-Based Journal

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FAQs

Payroll-Based Journal General

Job Title codes identify the role a staff member has performed. Here is a full list of the CMS PBJ Job Titles:

Labor Category Code Job Title Code Labor Description Job Description Description of Services
1 1 Administration Services Administrator Administrative staff responsible for facility management as required under 483.75(d) such as the administrator and the assistant administrator.
2 2 Physician Services Medical Director A physician designated as responsible for implementation of resident care policies and coordination of medical care in the facilityin accordance with 483.75(i).
2 3 Physician Services Other Physician A salaried physician, other than the medical director, who supervises the care of residents when the attending physician is unavailable, and/or a physician(s) available to provide emergency services 24 hours a day.
2 4 Physician Services Physician Assistant A graduate of an accredited educational program for physician assistants who provides healthcare services typically performed by a physician, under the supervision of a physician.
3 5 Nursing Services Registered Nurse Director of Nursing Professional registered nurse(s) administratively responsible for managing and supervising nursing services within the facility. Do not additionally reflect these hours in any other category.
3 6 Nursing Services Registered Nurse with Administrative Duties Nurses (RN) who, as either a facility employee or contractor, perform the Resident Assessment Instrument function in the facility and do not perform direct care functions. Also include other RNs whose principal duties are spent conducting administrative functions. For example, the Assistant Director of Nursing is conducting educational/in-service. Facilities with an RN waiver who do not have an RN as DON report all administrative nursing hours in this category.
3 7 Nursing Services Registered Nurse Those persons licensed to practice as registered nurses in the State where the facility is located. Includes geriatric nurse practitioners and clinical nurse specialists who primarily perform nursing, not physician-delegated tasks. Do not include Registered Nurses’ hours reported elsewhere.
3 8 Nursing Services Licensed Practical/Vocational Nurse with Administrative Duties Those persons licensed to practice as licensed practical/vocational nurses in the State where the facility is located, and do not perform direct care functions. Also include other nurses whose principal duties are spent conducting administrative functions. For example, the LPN Charge Nurse is conducting educational/in-service, or other duties which are not considered to be direct care giving.
3 9 Nursing Services Licensed Practical/Vocational Nurse Those persons licensed to practice as licensed practical/vocational nurses in the State where the facility is located. Do not include those hours of LPN/LVNs reported elsewhere.
3 10 Nursing Services Certified Nurse Aide Individuals who have completed a State approved training and competency evaluation program, or competency evaluation program approved by the State, or have been determined competent as provided in 483.150 and who are providing nursing or nursing-related services to residents. Do not include volunteers.
3 11 Nursing Services Nurse Aide in Training Individuals who are in the first 4 months of employment and who are receiving training in a State approved Nurse Aide training and competency evaluation program and are providing nursing or Nursing related services for which they have been trained and are under the supervision of a licensed or registered nurse. Do not include volunteers.
3 12 Nursing Services Medication Aide/Technician Individuals, other than a licensed professional, who fulfill the State requirement for approval to administer medications to residents.
2 13 Physician Services Nurse Practitioner A registered nurse with specialized graduate education who is licensed by the state to diagnose and treat illness, independently or as part of a healthcare team.
3 14 Nursing Services Clinical Nurse Specialist A registered nurse with specialized graduate education who provides advanced nursing care.
4 15 Pharmacy Services Pharmacist The licensed pharmacist(s) who a facility is required to use for various purposes, including providing consultation on pharmacy services, establishing a system of records of controlled drugs, overseeing records and reconciling controlled drugs, and/or performing a monthly drug regimen review for each resident.
5 16 Dietary services Dietitian A person(s), employed full, part-time or on a consultant basis, who is either registered by the Commission of Dietetic Registration of the American Dietetic Association, or is qualified to be a dietitian on the basis of experience in identification of dietary needs, planning and implementation of dietary programs.
5 17 Dietary services Paid Feeding Assistant Person who meets the requirements specified in C.F.R. Section 483.35(h)(2) and who is paid to feed residents by a facility, or who is used under an arrangement with another agency or organization. Paid feeding assistants can only feed residents who do not have complicated feeding problems that would require the training of a nurse or nurse aide. Paid feeding assistants must not feed any residents with complicated feeding problems or perform any other nursing or nursingrelated tasks.
6 18 Therapeutic Services Occupational Therapist Persons licensed/registered as occupational therapists according to State law in the State in which the facility is located. Include OTs who spend less than 50 percent of their time as activities therapists.
6 19 Therapeutic Services Occupational Therapy Assistant Person(s) who, in accord with State law, have licenses/certification and specialized training to assist a licensed/certified/registered Occupational Therapist (OT) to carry out the OT’s comprehensive plan of care, without the direct supervision of the therapist. Include OT Assistants who spend less than 50 percent of their time as Activities Therapists.
6 20 Therapeutic Services Occupational Therapy Aide Person(s) who have specialized training to assist an OT to carry out the OT’s comprehensive plan of care under the direct supervision of the therapist, in accord with State law.
6 21 Therapeutic Services Physical Therapist Persons licensed/registered as physical therapists, according to State law where the facility is located.
6 22 Therapeutic Services Physical Therapy Assistant Person(s) who, in accord with State law, have licenses/certification and specialized training to assist a licensed/certified/registered Physical Therapist (PT) to carry out the PT’s comprehensive plan of care, without the direct supervision of the PT.
6 23 Therapeutic Services Physical Therapy Aide Person(s) who have specialized training to assist a PT to carry out the PT’s comprehensive plan of care under the direct supervision of the therapist, in accordance with State law.
6 24 Therapeutic Services Respiratory Therapist Persons(s) who are licensed under state law (except in Alaska) as respiratory therapists.
6 25 Therapeutic Services Respiratory Therapy Technician Person(s) who provide respiratory care under the direction of respiratory therapists and physicians
6 26 Therapeutic Services Speech/Language Pathologist Persons licensed/registered, according to State law where the facility is located, to provide speech therapy and related services (e.g., teaching a resident to swallow).
6 27 Therapeutic Services Therapeutic Recreation Specialist Person(s) who, in accordance with State law, are licensed/registered and are eligible for certification as a therapeutic recreation specialist by a recognized accrediting body.
6 28 Therapeutic Services Qualified Activities Professional Person(s) who meet the definition of activities professional at 483.15(f)(2)(i)(A) and (B) or 483.15(f)(2)(ii) or (iii) or (iv) and who are providing an on-going program of activities designed to meet residents’ interests and physical, mental or psychosocial needs. Do not include hours reported as Therapeutic Recreation Specialist, Occupational Therapist, OT Assistant, or other categories listed above.
6 29 Therapeutic Services Other Activities Staff Persons providing an on-going program of activities designed to meet residents’ needs and interests. Do not include volunteers or hours reported elsewhere.
6 30 Therapeutic Services Qualified Social Worker Person licensed to practice social work in the State where the facility is located, or if licensure is not required, persons with a bachelor’s degree in social work, a bachelor’s degree in a human services field including but not limited to sociology, special education, rehabilitation counseling and psychology, and one year of supervised social work experience in a health care setting working directly with elderly individuals.
6 31 Therapeutic Services Other Social Worker Person(s) other than the qualified social worker who are involved in providing medical social services to residents. Do not include volunteers.
7 32 Dental Services Dentist Persons licensed as dentists, according to State law where the facility is located, to provide routine and emergency dental services.
8 33 Podiatry Services Podiatrist Persons licensed/registered as podiatrists, according to State law where the facility is located, to provide podiatric care.
9 34 Mental Health Services Mental Health Service Worker Staff (excluding those included under therapeutic services) who provide programs of services targeted to residents’ mental, emotional, psychological, or psychiatric well-being and which are intended to: • Diagnose, describe, or evaluate a resident’s mental or emotional status; • Prevent deviations from mental or emotional well-being from developing; or • Treat the resident according to a planned regimen to assist him/her in regaining, maintaining, or increasing emotional abilities to function. Among the specific services included are psychotherapy and counseling, and administration and monitoring of psychotropic medications targeted to a psychiatric diagnosis.
10 35 Vocational Services Vocational Service Worker Evaluation and training aimed at assisting the resident to enter, re-enter, or maintain employment in the labor force, including training for jobs in integrated settings (i.e., those which have both disabled and nondisabled workers) as well as in special settings such as sheltered workshops.
11 36 Clinical Laboratory Services Clinical Laboratory Service Worker Entities that provide laboratory services and are approved by Medicare as independent laboratories or hospitals.
12 37 Diagnostic X-ray Services Diagnostic X-ray Service Worker Radiology services, ordered by a physician, for diagnosis of a disease or other medical condition.
13 38 Administration & Storage of Blood Services Blood Service Worker (optional) Blood bank and transfusion services.
14 39 Housekeeping Services Housekeeping Service Worker (optional) Services, including those of the maintenance department, necessary to maintain the environment. Includes equipment kept in a clean, safe, functioning and sanitary condition. Includes housekeeping services supervisor and facility engineer.
15 40 Other Services Other Service Worker (optional) Record total hours worked for all personnel not already recorded (For example, librarian).

Staffing Hours

Job Title codes identify the role a staff member has performed. Here is a full list of the CMS PBJ Job Titles:

Labor Category Code Job Title Code Labor Description Job Description Description of Services
1 1 Administration Services Administrator Administrative staff responsible for facility management as required under 483.75(d) such as the administrator and the assistant administrator.
2 2 Physician Services Medical Director A physician designated as responsible for implementation of resident care policies and coordination of medical care in the facilityin accordance with 483.75(i).
2 3 Physician Services Other Physician A salaried physician, other than the medical director, who supervises the care of residents when the attending physician is unavailable, and/or a physician(s) available to provide emergency services 24 hours a day.
2 4 Physician Services Physician Assistant A graduate of an accredited educational program for physician assistants who provides healthcare services typically performed by a physician, under the supervision of a physician.
3 5 Nursing Services Registered Nurse Director of Nursing Professional registered nurse(s) administratively responsible for managing and supervising nursing services within the facility. Do not additionally reflect these hours in any other category.
3 6 Nursing Services Registered Nurse with Administrative Duties Nurses (RN) who, as either a facility employee or contractor, perform the Resident Assessment Instrument function in the facility and do not perform direct care functions. Also include other RNs whose principal duties are spent conducting administrative functions. For example, the Assistant Director of Nursing is conducting educational/in-service. Facilities with an RN waiver who do not have an RN as DON report all administrative nursing hours in this category.
3 7 Nursing Services Registered Nurse Those persons licensed to practice as registered nurses in the State where the facility is located. Includes geriatric nurse practitioners and clinical nurse specialists who primarily perform nursing, not physician-delegated tasks. Do not include Registered Nurses’ hours reported elsewhere.
3 8 Nursing Services Licensed Practical/Vocational Nurse with Administrative Duties Those persons licensed to practice as licensed practical/vocational nurses in the State where the facility is located, and do not perform direct care functions. Also include other nurses whose principal duties are spent conducting administrative functions. For example, the LPN Charge Nurse is conducting educational/in-service, or other duties which are not considered to be direct care giving.
3 9 Nursing Services Licensed Practical/Vocational Nurse Those persons licensed to practice as licensed practical/vocational nurses in the State where the facility is located. Do not include those hours of LPN/LVNs reported elsewhere.
3 10 Nursing Services Certified Nurse Aide Individuals who have completed a State approved training and competency evaluation program, or competency evaluation program approved by the State, or have been determined competent as provided in 483.150 and who are providing nursing or nursing-related services to residents. Do not include volunteers.
3 11 Nursing Services Nurse Aide in Training Individuals who are in the first 4 months of employment and who are receiving training in a State approved Nurse Aide training and competency evaluation program and are providing nursing or Nursing related services for which they have been trained and are under the supervision of a licensed or registered nurse. Do not include volunteers.
3 12 Nursing Services Medication Aide/Technician Individuals, other than a licensed professional, who fulfill the State requirement for approval to administer medications to residents.
2 13 Physician Services Nurse Practitioner A registered nurse with specialized graduate education who is licensed by the state to diagnose and treat illness, independently or as part of a healthcare team.
3 14 Nursing Services Clinical Nurse Specialist A registered nurse with specialized graduate education who provides advanced nursing care.
4 15 Pharmacy Services Pharmacist The licensed pharmacist(s) who a facility is required to use for various purposes, including providing consultation on pharmacy services, establishing a system of records of controlled drugs, overseeing records and reconciling controlled drugs, and/or performing a monthly drug regimen review for each resident.
5 16 Dietary services Dietitian A person(s), employed full, part-time or on a consultant basis, who is either registered by the Commission of Dietetic Registration of the American Dietetic Association, or is qualified to be a dietitian on the basis of experience in identification of dietary needs, planning and implementation of dietary programs.
5 17 Dietary services Paid Feeding Assistant Person who meets the requirements specified in C.F.R. Section 483.35(h)(2) and who is paid to feed residents by a facility, or who is used under an arrangement with another agency or organization. Paid feeding assistants can only feed residents who do not have complicated feeding problems that would require the training of a nurse or nurse aide. Paid feeding assistants must not feed any residents with complicated feeding problems or perform any other nursing or nursingrelated tasks.
6 18 Therapeutic Services Occupational Therapist Persons licensed/registered as occupational therapists according to State law in the State in which the facility is located. Include OTs who spend less than 50 percent of their time as activities therapists.
6 19 Therapeutic Services Occupational Therapy Assistant Person(s) who, in accord with State law, have licenses/certification and specialized training to assist a licensed/certified/registered Occupational Therapist (OT) to carry out the OT’s comprehensive plan of care, without the direct supervision of the therapist. Include OT Assistants who spend less than 50 percent of their time as Activities Therapists.
6 20 Therapeutic Services Occupational Therapy Aide Person(s) who have specialized training to assist an OT to carry out the OT’s comprehensive plan of care under the direct supervision of the therapist, in accord with State law.
6 21 Therapeutic Services Physical Therapist Persons licensed/registered as physical therapists, according to State law where the facility is located.
6 22 Therapeutic Services Physical Therapy Assistant Person(s) who, in accord with State law, have licenses/certification and specialized training to assist a licensed/certified/registered Physical Therapist (PT) to carry out the PT’s comprehensive plan of care, without the direct supervision of the PT.
6 23 Therapeutic Services Physical Therapy Aide Person(s) who have specialized training to assist a PT to carry out the PT’s comprehensive plan of care under the direct supervision of the therapist, in accordance with State law.
6 24 Therapeutic Services Respiratory Therapist Persons(s) who are licensed under state law (except in Alaska) as respiratory therapists.
6 25 Therapeutic Services Respiratory Therapy Technician Person(s) who provide respiratory care under the direction of respiratory therapists and physicians
6 26 Therapeutic Services Speech/Language Pathologist Persons licensed/registered, according to State law where the facility is located, to provide speech therapy and related services (e.g., teaching a resident to swallow).
6 27 Therapeutic Services Therapeutic Recreation Specialist Person(s) who, in accordance with State law, are licensed/registered and are eligible for certification as a therapeutic recreation specialist by a recognized accrediting body.
6 28 Therapeutic Services Qualified Activities Professional Person(s) who meet the definition of activities professional at 483.15(f)(2)(i)(A) and (B) or 483.15(f)(2)(ii) or (iii) or (iv) and who are providing an on-going program of activities designed to meet residents’ interests and physical, mental or psychosocial needs. Do not include hours reported as Therapeutic Recreation Specialist, Occupational Therapist, OT Assistant, or other categories listed above.
6 29 Therapeutic Services Other Activities Staff Persons providing an on-going program of activities designed to meet residents’ needs and interests. Do not include volunteers or hours reported elsewhere.
6 30 Therapeutic Services Qualified Social Worker Person licensed to practice social work in the State where the facility is located, or if licensure is not required, persons with a bachelor’s degree in social work, a bachelor’s degree in a human services field including but not limited to sociology, special education, rehabilitation counseling and psychology, and one year of supervised social work experience in a health care setting working directly with elderly individuals.
6 31 Therapeutic Services Other Social Worker Person(s) other than the qualified social worker who are involved in providing medical social services to residents. Do not include volunteers.
7 32 Dental Services Dentist Persons licensed as dentists, according to State law where the facility is located, to provide routine and emergency dental services.
8 33 Podiatry Services Podiatrist Persons licensed/registered as podiatrists, according to State law where the facility is located, to provide podiatric care.
9 34 Mental Health Services Mental Health Service Worker Staff (excluding those included under therapeutic services) who provide programs of services targeted to residents’ mental, emotional, psychological, or psychiatric well-being and which are intended to: • Diagnose, describe, or evaluate a resident’s mental or emotional status; • Prevent deviations from mental or emotional well-being from developing; or • Treat the resident according to a planned regimen to assist him/her in regaining, maintaining, or increasing emotional abilities to function. Among the specific services included are psychotherapy and counseling, and administration and monitoring of psychotropic medications targeted to a psychiatric diagnosis.
10 35 Vocational Services Vocational Service Worker Evaluation and training aimed at assisting the resident to enter, re-enter, or maintain employment in the labor force, including training for jobs in integrated settings (i.e., those which have both disabled and nondisabled workers) as well as in special settings such as sheltered workshops.
11 36 Clinical Laboratory Services Clinical Laboratory Service Worker Entities that provide laboratory services and are approved by Medicare as independent laboratories or hospitals.
12 37 Diagnostic X-ray Services Diagnostic X-ray Service Worker Radiology services, ordered by a physician, for diagnosis of a disease or other medical condition.
13 38 Administration & Storage of Blood Services Blood Service Worker (optional) Blood bank and transfusion services.
14 39 Housekeeping Services Housekeeping Service Worker (optional) Services, including those of the maintenance department, necessary to maintain the environment. Includes equipment kept in a clean, safe, functioning and sanitary condition. Includes housekeeping services supervisor and facility engineer.
15 40 Other Services Other Service Worker (optional) Record total hours worked for all personnel not already recorded (For example, librarian).

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