Guide to Billing for Spoken Language Reimbursement in Healthcare
Provider’s
Guide on How to Bill for
Spoken Language Reimbursement
Kathy Templet/JoAnna Gaffney/Destiney Hodge
Program Specialists
Medicaid Program Division
June 2021
HCA Reimbursement Policy for Spoken
Language Access Providers (LAP)
The Health Care Authority (HCA) will provide
reimbursement for spoken LAP requests for integrated
manage care (IMC), behavioral health (BH), and substance
use disorder (SUD) services if Universal Language Service
(ULS) is unable to fill a job. Reimbursement will be paid at
the current Collective Bargaining Agreement (CBA) rate.
2
Reimbursement Training Objectives
3
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:
Identify what requests are eligible for reimbursement?
Identify what requests are not eligible for reimbursement?
Determine reimbursement rate to requester for services
How to cancel a request
How to request reimbursement
Provider Responsibility
According to
Title VI of the Civil Rights Acts of 1964
and the
Americans with Disabilities Act (ADA)
, providers are required to
assure language access. HCA supports you in this effort by offering
interpreter services through our contractor Universal Language.
If HCA’s interpreter services contractor is unable to provide an
interpreter, providers are responsible to provide an interpreter at
their expense.
4
5
Language Access Providers (LAPs) and
the Union
The Governor granted spoken Language Access Providers
(LAP)s bargaining rights in 2011.
HCA and DSHS are required to follow the collective
bargaining agreement (CBA). This means:
Interpreters must be LAPs
DSHS certified/authorized or recognized
Payment rates are set by the CBA
Agreement (CBA) between the state and the Union can be
found at the Office of Financial Management:
Language
Access Providers WFSE
.
Which Requests are Eligible for
Reimbursement
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Request was unable to be filled by Contractor
Eligible Apple Health(Medicaid) covered health care service
Apple Health (Medicaid) eligible clients
Services provided by an Apple Health (Medicaid)enrolled providers
Must be a completed appointment
6
Which Requests are not Eligible for
Reimbursement
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The request was not submitted to through the Contractors
scheduling portal prior to the appointment.
The interpreter is a member of the client’s family.
The client is receiving inpatient and/or hospital service.
The client is receiving nursing facility services.
The provider is a public health agency or hospital.
The interpreting is providing administrative services, including
but not limited to:
Scheduling appointments
Appointment reminder calls
Miscellaneous office or bookkeeping tasks
7
How Much Will I be Reimbursed?
Interpreter rates are reimbursed at the full rate according to
the current CBA.
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Mileage is reimbursed at the current mileage rate.
8
How Do I Cancel a Request?
To cancel a request, you must log into the Contractor
scheduling portal,
Make sure to have the job number
Use the “interpreter not found in time” reason for cancelling
requests
9
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How Do I Request Reimbursement?
10
If Universal is unable to fill your Behavior Health (BH)or Substance Use
Disorder (SUD) request within your timeframe, proceed with the following for
reimbursement:
Cancel your request with Contractor through the online scheduling platform
When cancelling your request on the portal, use the cancellation reason
“interpreter not found in time”.
Once you contact a private agency, and pay for their services, you will need to
submit the following documents via secure email to
billing@ulsonline.net
for
reimbursement:
1.
Copy of the job number from Contracotr
2.
Copy of the paid invoice
3.
Completed
reimbursement voucher
4.
W-9 form
Contact Information
HCA Interpreter Services Program
https://www.hca.wa.gov/billers-
providers/programs-and-
services/interpreter-services
INTERPRETERSVCS@hca.wa.gov
Kathy Templet, Program Specialist
Katherine.templet@hca.wa.gov
(360)725-0769
11
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https://hcauniversal.com/
accounts@ulsonline.net
1 (888) 462-0500
Destiney Hodge, Program Specialist
Destiney.hodge@hca.wa.gov
360-725-1258
The guide outlines the reimbursement process for spoken language services in healthcare, including eligibility criteria, provider responsibilities, and reimbursement training objectives. It highlights the importance of language access in healthcare settings and provides instructions on how to request reimbursement for language services that meet specific criteria.
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Presentation Transcript
Providers Guide on How to Bill for Spoken Language Reimbursement Kathy Templet/JoAnna Gaffney/Destiney Hodge Program Specialists Medicaid Program Division June 2021
HCA Reimbursement Policy for Spoken Language Access Providers (LAP) The Health Care Authority (HCA) will provide reimbursement for spoken LAP requests for integrated manage care (IMC), behavioral health (BH), and substance use disorder (SUD) services if Universal Language Service (ULS) is unable to fill a job. Reimbursement will be paid at the current Collective Bargaining Agreement (CBA) rate. 2
Reimbursement Training Objectives Objectives: Identify what requests are eligible for reimbursement? Identify what requests are not eligible for reimbursement? Determine reimbursement rate to requester for services How to cancel a request How to request reimbursement 3
Provider Responsibility According to Title VI of the Civil Rights Acts of 1964 and the Americans with Disabilities Act (ADA), providers are required to assure language access. HCA supports you in this effort by offering interpreter services through our contractor Universal Language. If HCA s interpreter services contractor is unable to provide an interpreter, providers are responsible to provide an interpreter at their expense. 4
Language Access Providers (LAPs) and the Union The Governor granted spoken Language Access Providers (LAP)s bargaining rights in 2011. HCA and DSHS are required to follow the collective bargaining agreement (CBA). This means: Interpreters must be LAPs DSHS certified/authorized or recognized Payment rates are set by the CBA Agreement (CBA) between the state and the Union can be found at the Office of Financial Management: Language Access Providers WFSE. 5
Which Requests are Eligible for Reimbursement HCA will only reimburse providers for pre-scheduled requests submitted through the Contractor that they were unable to fill . The service appointment must be cancelled and claims for reimbursement must be submitted to Contractor within 90 days from the date of service. The claim will include a Reimbursement Voucher, paid invoice, and W-9 (provided only once) by email to billing@ulsonline.net, and meet the below criteria: Request was unable to be filled by Contractor Eligible Apple Health(Medicaid) covered health care service Apple Health (Medicaid) eligible clients Services provided by an Apple Health (Medicaid)enrolled providers Must be a completed appointment 6
Which Requests are not Eligible for Reimbursement? Apple Health (Medicaid) does not pay or reimburse for interpreter services when: The request was not submitted to through the Contractors scheduling portal prior to the appointment. The interpreter is a member of the client s family. The client is receiving inpatient and/or hospital service. The client is receiving nursing facility services. The provider is a public health agency or hospital. The interpreting is providing administrative services, including but not limited to: Scheduling appointments Appointment reminder calls Miscellaneous office or bookkeeping tasks 7
How Much Will I be Reimbursed? Interpreter rates are reimbursed at the full rate according to the current CBA. Any expense that exceeds the established reimbursement rate will not be covered. Providers are responsible for paying the difference. Mileage is reimbursed at the current mileage rate. 8
How Do I Cancel a Request? To cancel a request, you must log into the Contractor scheduling portal, Make sure to have the job number Use the interpreter not found in time reason for cancelling requests Note: If you cancel a request that has been filled by an interpreter you will not be eligible for reimbursement 9
How Do I Request Reimbursement? If Universal is unable to fill your Behavior Health (BH)or Substance Use Disorder (SUD) request within your timeframe, proceed with the following for reimbursement: Cancel your request with Contractor through the online scheduling platform When cancelling your request on the portal, use the cancellation reason interpreter not found in time . Once you contact a private agency, and pay for their services, you will need to submit the following documents via secure email to billing@ulsonline.net for reimbursement: 1. Copy of the job number from Contracotr 2. Copy of the paid invoice 3. Completed reimbursement voucher 4. W-9 form 10
Contact Information Universal Language Service https://hcauniversal.com/ accounts@ulsonline.net 1 (888) 462-0500 HCA Interpreter Services Program https://www.hca.wa.gov/billers- providers/programs-and- services/interpreter-services INTERPRETERSVCS@hca.wa.gov HCA Program Staff Destiney Hodge, Program Specialist Destiney.hodge@hca.wa.gov 360-725-1258 Kathy Templet, Program Specialist Katherine.templet@hca.wa.gov (360)725-0769 11
