In this issue

• New Collective Bargaining Agreement
• Provider updates
• Interpreter updates
• New direction for sign language
• Reminders!

Resources for providers and interpreters

PROVIDERS FAQs

What if Universal cannot provide an ASL interpreter?

You may choose another agency to fill the job. HCA will reimburse you up to the ODHH ASL allowable charges.

You are responsible for any remaining balance.

Visit our ASL FAQ for more information.

How do I check an interpreter in/out when my portal is down?

Send an email to billing@ulsonline.net with the job number and interpreter check in/out times.

How do I reset my password on my portal?

You must receive a reset password link by either calling Customer Accounts Department at (425) 450-7020 or send an email to accounts@ulsonline.net.

For more information, visit Universal’s Customer Platform User Guide.

INTERPRETERS FAQs

When must I send a secure email?

When sending client information via email, such as job invoices, to Universal or HCA, you must ensure the email is secure.

Client information sent via unsecure email is subject to a HIPAA violation and could result in a portal suspension.

How do I submit mileage for social service jobs?

For mileage over 20 miles one way, you must submit a map and attach it to the job through the portal before you approve the job or upload your invoice.

When will I receive my job statement?

Job statements will be sent three (3) days before the scheduled payment date.

If you did not receive your job statement before you received payment, send an email to billing@ulsonline.net.

Do I need to approve the time for cancelled jobs?

No, however, you will need to select 'provide alternate times' and enter a start/end time, and leave a comment that the appointment was cancelled or client now show.

For more information, visit Universal’s Interpreter FAQ webpage.

FOR INTERPRETERS: RESOURCES

National Standards on Culturally and Linguistically Appropriate Services (CLAS)

Registry of Interpreters for the Deaf, Inc.

Washington Department of Social and Health Services, Language Interpreter and Translator Code of Professional Conduct

Interpreter Services

HCA's monthly interpreter services (IS) newsletter

Authorized requestors: The Health Care Authority (HCA) provides this as a resource of new developments and reminders about how you can access interpreters for your Apple Health (Medicaid) clients and Social Service visits.

Interpreters: Universal Language Service (Universal) is available to assist you with completing the requirements to provide interpreter services for HCA, DSHS and DCYF jobs. Visit HCAUniversal.com for more information.

New Collective Bargaining Agreement

The 2019-2021 Collective Bargaining Agreement (CBA) was implemented effective July 1, 2019.

A few highlights include:

• Rate of pay
• Updates to the dispute process
• Removed reference to facility appointments
• Interpreters must approve jobs within 180 days to ensure payment
• DSHS travel premium pilot eliminated

Provider updates

• A Customer Platform User Guide is available to assist Authorized Requesters in using Universal’s online scheduling platform.
• HCA is offering a reimbursement option for American Sign Language (ASL) and Integrated Managed Care (IMC) Mental Health (MH) and Substance Use Disorder (SUD) requests.
• Updated FAQs and video for reimbursement have been posted to the HCA Interpreter Services webpage.
• HCA will be implementing a partnership with the Office of Deaf and Hard of Hearing (ODHH) which will allow HCA to utilize the ODHH contract with sign language agencies.

Interpreter updates

• An Interpreter Platform User Guide is available on Universal’s webpage to assist interpreters in navigating the online platform.
• The new 2019-2021 Language Access Providers (LAP) CBA, was implemented effective July 1, 2019.  

• Your DSHS spoken language interpreter credentials may be expiring soon. Visit Language Testing and Certification (LTC) for more information.

• A fifteen (15) minute buffer between jobs was applied to all interpreters effective June 1, 2019.

New direction for sign language

Through HCA's commitment to improve access to sign language interpreters for Medicaid clients, and based on feedback from stakeholders, sign language agencies, community members, and ODHH, a partnership between HCA and ODHH will be established to allow HCA to utilize the ODHH contract with sign language agencies.

An important part of creating and implementing the HCA and ODHH partnership is engaging our stakeholders in a robust conversation. HCA and ODHH are committed to incorporating stakeholder suggestions and ideas whenever possible. The goal of this project is to ensure that our Apple Health clients have access to sign language interpreters for their medical appointments.

What does this mean for providers?

You will continue to request sign language interpreters through Universal for your Medicaid clients. HCA will be working with Universal and ODHH to provide additional notifications and directions about this transition as we get closer to the implementation date of January 1, 2020.

Reminders!

Provider participation

Providers are required to assure language access according to Title VI of the Civil Rights Acts of 1964 and the Americans with Disabilities Act (ADA). Our Interpreter Services Program supports you in this effort by offering interpreter services for Medicaid covered appointments through our contract with Universal.

Participation in our program is voluntary. However, when using the HCA’s state-paid interpreter services, you must follow the program policies and guidelines. Additional information can be found on our HCA interpreter services webpage.

Best practices

As the authorized requestor for interpreter services, you are responsible for connecting your clients with the interpreter. Notating the specific clinic or department in your request will reduce confusion of the location of the job and ensure prompt interpreter services.

If the interpreter does not arrive for the scheduled appointment, you must document the job as an interpreter no-show on the platform.

Reminder that specific interpreters can only be requested for medically necessary treatment. For more information, please visit the Universal FAQ page.

Interpreter participation

As a Universal contracted interpreter, you must review, understand, and comply with the code of ethics and the Incident Resolution Process.

Interpreters must approve jobs in the platform before Universal can submit it to HCA or DSHS for payment.

Interpreters must also manually review and accept jobs on the portal. They must never use an online scheduling system, identified as bots, or a scheduling and refreshing application to accept jobs.

Interpreters identified as using 'bots' will receive a medium incident as a violation.