Sign language interpreters

Providers are responsible for providing appropriate language access services for their clients as required by Title VI of the Civil Rights Act of 1964 and the Americans with Disabilities Act (ADA).

The Health Care Authority’s (HCA) Interpreter Services Program (ISP) offers spoken language interpreter services for Apple Health (Medicaid) clients.

Question or complaints?

For language access ADA questions, or to file a complaint, visit our nondiscrimination webpage.

Sign language interpretation appointments

Modes of interpretation

In-person interpreting (IPI): Interpreting through the physical presence of the individuals specified for the appointment.
Virtual interpreting (VI): Interpreting services that are delivered virtually through meeting platforms.

Eligible Apple Health appointments

Interpreter services must be prescheduled for eligible Apple Health appointments, including:

Physical health:

Medical
Dental
Vision

Behavioral health:

Substance use disorder (SUD)
Mental health

Interpreter appointment requests must be submitted in advance. Requests can be submitted for deaf and deafblind client appointments. On-demand requests are not covered.

View the Interpreter Services Billing Guide for information about appointment types, detailed coverage, and eligibility requirements.

Sign language interpreter contracts

Apple Health providers may request sign language interpreters through two statewide contract options and choose a method that works best for their practice. Both options include in-person and video interpreting.

Referral agencies

Select and schedule sign language interpreters for appointment requests.

View participating referral agencies.

Independent contractors

Book themselves for appointment requests.

View participating independent contractors.

How providers request a sign language interpreter

Register with ODHH

Apple Health providers must register and set up an account with ODHH to request an interpreter. After your registration is approved, ODHH will send instructions for using the online request form.

Make an interpreter request

Submit sign language interpreter requests using the screen reader compatible ODHH Apple Health request form. This electronic request is submitted directly to the selected language contractor and has automated notifications.

ODHH supports interpreter requests for:

IPI and VI appointment types
Appointments that need interpreter teams
Multiple family member appointments
Deaf and deafblind clients.

Requests are for prescheduled Apple Health appointments in clinical settings. On demand requests are not available, however, last-minute interpreter requests can be submitted.

Use the Preferred Sign Language Interpreter List

Use the Preferred Sign Language Interpreter List form when your client needs a sign language interpreter. Provide the completed form to the sign language contractor when you make an interpreter request.

Clients may have preferred interpreters or specific communication needs. This is a deaf choice form that records preferences and helps contractors find the best communication match. Find more information in the Interpreter Services Billing Guide and the Sign Language Contractor Guide for HCA Interpreter Services Program.

Cancel an interpreter request

Cancel interpreter requests as soon as you know an appointment is no longer needed.

Cancelation payment notice

HCA is required to pay interpreters for any request that is canceled with less than 48-hours notice.

To cancel a request, send a secure email to the sign language contractor and include:

The ODHH service request number.
The reason for the cancellation

Questions about ODHH registration or the request process?

Visit the ODHH website or contact:

ODHH program manager
Email: Berle Ross at DSHS
Phone: 1-360-339-4559

ODHH program support specialist
Email: Kate Faro at DSHS
Phone: 1-360-339-4559

Provider reimbursement for sign language expenses

To support access to care for Apple Health clients who need sign language services, providers may be reimbursed for interpreter expenses under certain conditions.

Apple Health providers may request reimbursement when:

The sign language interpreter request was submitted through the ODHH Apple Health online request form.
No interpreter was available.
The provider may cancel the request and obtain and pay for their own interpreter.
The provider submits a request for reimbursement to HCA within 90 days from the date of service.

Reimbursement requirements

To qualify for reimbursement

Services must be for an Apple Health client.
The provider must be enrolled with Apple Health.
The appointment meets the eligibility criteria in the Interpreter Services Billing Guide.
Services were submitted through ProviderOne with a prior authorization (PA) number.
Services were provided within the previous 90 calendar days.
You must provide proof of payment.

Hourly interpreter rates are reimbursed at the full rate posted on the ODHH interpreter webpage or a maximum of $55 per hour.

Mileage, interpreter travel time, parking fees, and/or toll expenses may also be reimbursed when supported by paid receipts and included in the ProviderOne claim.

Reimbursement deadline

Submit reimbursement claims within 90 calendar days of the date of service. Claims submitted after 90 days will be denied.

If you experience difficulties in submitting your claim, contract HCA interpreter services.

Client no-shows and late cancellations

HCA only reimburses for completed services. Interpreter services are not reimbursed when the client no-shows or cancels.

How to request reimbursement

Submit a sign language interpreter request through the ODHH Apple Health online request form
Receive an ODHH service request number via the online request process.
Cancel the request if no interpreter is assigned.
Email the ODHH sign language contractor who received your request, include:
1. The ODHH service request number for the cancelled request.
2. Reason for the cancellation.
Obtain and pay for your own sign language interpreter and receive proof of payment via receipt or invoice.
Send a secure email to HCA interpreter services, including:
1. Proof of payment.
2. The canceled ODHH service request number on the payment invoice.
3. Proof of payment for paid mileage, travel time, parking fees, ferry, and/or toll fees.
Wait for HCA to review the request for reimbursement.
If approved, HCA will provide you with a PA number.
Submit your reimbursement request in a ProviderOne claim using the approved ODHH service request reference number and PA number.

For more information, see the Provider’s guide: how to bill for sign language reimbursement.