In this issue

• Sign language updates
• Spoken language updates
• Reminders!

Resources for providers and interpreters

SIGN LANGUAGE PROVIDER FAQs

What if a sign language contractor cannot provide an ASL interpreter?

You may choose another agency to fill the job.

If you have to provide your own interpreter 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.

SPOKEN LANGUAGE PROVIDER FAQs

When can I request a specific spoken language interpreter?

Specific interpreters can only be requested when medically necessary.

For more detailed information, please visit Universal’s Provider FAQ.

When will I know if my spoken language request has been filled?

When submitting an interpreter request, you may choose to receive automated notifications of status changes. You can also view the live status of your request anytime on your online scheduling platform.

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

SPOKEN LANGUAGE 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.

What does Awaiting Time Verification status mean?

This means you have disputed the times and Universal is waiting up to 30 business days for the requester to respond.

SIGN LANGUAGE INTERPRETERS FAQs

How do I register as a sign language interpreter?

Visit the ODHH 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

HCA's quarterly interpreter services program (ISP) newsletter

Authorized requestors and interpreters: The Health Care Authority (HCA) provides this as a resource of new developments and reminders about:

• Accessing interpreters for your Apple Health (Medicaid) clients and Social Service visits
• Meeting the requirements to provide interpreter services
• Program policies and guidelines
• Best practices

Sign language updates

HCA has created a sign language data dashboard to track, report, and identify fill rates. The dashboard is updated monthly with data reports from the Office of Deaf and Hard of Hearing online scheduling system. The dashboard allows use of Google Spectrum which helps the user view the dashboard in different color schemes to help with color blindness.   You can view the sign language data dashboard here.   Contractors HCA interpreter service program is offering ProviderOne prior authorization and claim refresher training to all sign language contractors. If you would like to schedule a refresher training, please email HCA at interpretersvcs@hca.wa.gov.  Providers If you have entered a sign language request in the ODHH online request system and the request was unfilled, you may request reimbursement if you found your own interpreter. Please see our health care provider resource section of our website for more information.

Spoken language updates

HCA has created a spoken language data dashboard to track, report, and identify fill rates. The dashboard is updated monthly with data reports from ProviderOne and the Universal online system. The dashboard allows use of Google Spectrum which helps the user view the dashboard in different color schemes to help with color blindness. You can view the spoken language data dashboard here. Interpreters Universal and HCA are now offering a contract for remote services. To register to provide interpreting services for remote appointments, email  interpreter@ulsonline.net.  Providers Phone and video spoken language interpreters area available through Universal Language Service   Register with Universal to begin requesting spoken language interpreters for your remote appointments.  You may request reimbursement for an unfilled interpreter request entered through the Universal portal for a mental health or substance use disorder appointment. Please see our health care provider FAQ on our website for more information.   A new policy has been implemented that requires health care providers to use the electronic check in and out process for spoken language interpreters scheduled through the Universal portal. This is the same portal that providers use to schedule appointments.  A user guide is available on Universal’s Interpreter Guides webpage to help assist in navigating the online platform. The proposed 2023-2025 Language Access Providers (LAP) Collective Bargaining Agreement (CBA), pending budget approval, will be effective July 1, 2023.   All DSHS spoken language interpreter credentials expire after four years unless you submitted your required documentation. For more information, visit Language Testing and Certification (LTC). The Incident Resolution Process was updated effective December, 2022.

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

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