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.
Through HCA's commitment to improve access to Sign Language (SL) interpreters for Medicaid clients, and based on feedback from stakeholders, SL agencies, community members, and the Office of Deaf and Hard of Hearing (ODHH), HCA will be partnering with ODHH to utilize their Master contracts with SL interpreters and agencies.
The goal is to ensure that HCA Apple Health clients have access to SL interpreters for their medical appointments.
What does this mean for providers?
- Universal will continue to fill requests for SL interpreters for dates of service through December 31, 2019.
- Universal will no longer accept SL requests for January 1, 2020 and after.
- HCA will work with you to ensure your 2020 appointments are filled using the new process.
- HCA will provide you continuous updates and information about the new process through GovDelivery.
Additional information can also be found on HCA's Sign Language Transition webpage.
- A Customer Platform User Guide is available to assist you in using Universal’s online scheduling platform.
- HCA offers a reimbursement option for SL and Integrated Managed Care (IMC) Mental Health and Substance Use Disorder completed requests.
- SL requests for January 1, 2020 and after will need to be submitted through our new process.
- If you do not provide your NPI number and/or the client's ProviderOne number, you will be responsible for payment for services.
- An Interpreter Platform User Guide is available to assist you in navigating the online platform.
- You must have a job number from Universal in order to provide interpreter services.
- Flu season has begun. If you do not get vaccinated by November 1, 2019, you will not be able to accept HCA Medical appointments.
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.
Specific interpreters can only be requested for medically necessary treatment. For more information, visit Universal's FAQ webpage.
Requests for interpreter services need to be submitted online. Only emergency requests with less than twenty-four (24) hours' notice may be scheduled over the phone.
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.
Always provide and verify the client's following information in the portal:
- Full name
- Date of birth
- ProviderOne number
Reminder that specific interpreters can only be requested for medically necessary treatment. For more information, please visit the Universal FAQ page.
Providing inaccurate information will delay or cause an interpreter to not be scheduled.
Interpreter participation
As a Universal contracted interpreter, you must review, understand, and comply with the code of ethics and the Incident Resolution Process.
Per Article 5.6 of the Collective Bargaining Agreement (CBA), Interpreters must approve jobs in the platform with 180 days from the date of service before Universal can submit it to HCA or DSHS for payment. Failure to do so will result in non-payment.
Interpreters identified as using a software program or system for scheduling and refreshing will receive a medium incident violation.
Continued violation may result in termination from the HCA contract.
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