New compliance requirements and workforce complexity pushed Century Care Management to rethink how it tracked employee time. With nine facilities and more than 900 employees, managing workforce data and reporting processes had become increasingly difficult.
Century Care operates a 24/7 nursing residency and rehabilitation program that includes physical, occupational, and speech therapy. As regulations increased — particularly the Payroll Based Journal (PBJ) requirements from the Centers for Medicare & Medicaid Services (CMS) — the organization needed a time and attendance solution that could support accurate reporting and compliance.
Century Care also faces annual state inspections in North Carolina. Failing these surveys could lead to serious consequences, including the loss of Medicare and Medicaid funding or accreditation.
Managing complex workforce data across nine facilities
Tracking employee hours and exporting accurate data for CMS reporting proved challenging as the organization grew. With hundreds of employees working across multiple facilities and different job codes, preparing PBJ submissions required careful coordination.
“It is technically demanding to set up 900 employees with different job codes and export that data into CMS,” said Susan Cole, the Payroll & Human Resource Manager at Century Care Management. “Exporting in [TimeClock Plus] is so easy and so simple to use.”
Century Care worked with TCP’s implementation team to install RDTg 400 series biometric time clocks across its nine facilities and implement the PBJ Module and Shift Differential Module within TimeClock Plus.
Training teams and rolling out the new system
TCP’s Professional Services team introduced a “Train the Trainer” approach to help managers, administrators, and payroll staff learn the system. Afterward, payroll professionals trained employees in small groups, registering their fingerprints and teaching them how to use the biometric clocks for time tracking and self-service functions.
Improving time submission and reporting
With TimeClock Plus in place, Century Care elevated its time tracking and reporting processes across all facilities. The solution automated many of the tasks previously handled manually and improved the reliability of time data used for payroll and compliance reporting.
On-time submission of timesheets more than doubled across the organization.
With more reliable time tracking and simpler PBJ reporting, Century Care’s payroll team can manage workforce data across all nine facilities with far less manual effort.
TCP Software’s employee scheduling and time and attendance solutions are flexible and scalable to accommodate your business and employees as you grow.
From TimeClock Plus, which automates even the most complex payroll calculations and leave management requests, to Humanity Schedule for dynamic employee scheduling that saves you time and money, we have everything you need to meet your organization’s needs, no matter how unique. Plus, with Aladtec, we offer 24/7 public safety scheduling solutions for your hometown heroes.
Ready to learn how TCP Software takes the pain out of employee scheduling and time tracking? Speak with an expert today.
