Interpreter Services

Revised: January 8, 2025

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· Overview

· Authorization and Orders

· Spoken Language Interpreter Services

· Competent Spoken Language Interpreters

· Sign Language Interpreter Services

· Qualified Sign Language Interpreters

· Covered Services

· Noncovered Services

· Health Records and Documentation

· Billing

Overview

Interpreter services may be a covered under an Individualized Education Program (IEP) or Individualized Family Service Plan (IFSP) as a related service and reimbursed by Minnesota Health Care Programs (MHCP) when it is necessary to communicate with the child or parent(s) during a covered IEP or IFSP service or evaluation.

Authorization and Orders

The IEP team authorizes services included in an IEP or IFSP. Interpreter services are considered access services and do not require orders from a health care professional.

Spoken Language Interpreter Services

Spoken language interpreters must be actively enrolled with the Minnesota Department of Health (MDH) and identified on the MDH Spoken Language Health Care Interpreter Roster. The district is responsible for ensuring that spoken language interpreters are certified, enrolled with MDH and identified on the roster. Interpreters must be competent and able to provide accurate and quality service.

Competent Spoken Language Interpreters

Spoken language interpreters:

· Demonstrate proficiency in both English and the targeted language and have fundamental knowledge of relevant specialized heath terms and concepts in both languages

· Use appropriate interpreting mode given the situation (for example, consecutive, simultaneous, or summarizing, or sight translation-reading to oral translation of a document)

· Understand their role without deviating into other roles, such as counselor or legal advisor and are sensitive to the child’s culture

· Have appropriate training, including instruction in interpreting skills and ethics, confidentiality and data privacy rules

Sign Language Interpreter Services

Review the Interpreter services webpage or the Registry of Interpreters for the Deaf website to find an interpreter near your location. The Minnesota Department of Human Services (DHS) provides this information as a public service. DHS does not endorse, certify, or guarantee the communication or services listed or provided by the agencies listed.

Inclusion on the MDH roster is not evidence that the person is certified as an interpreter.

Qualified Sign Language Interpreters

Sign language interpreters demonstrate proficiency in signing, as well as the following:

· Understand their role as an interpreter without deviating into other roles, such as counselor or legal advisor and are sensitive to the child’s culture

· Have appropriate training, including instruction in interpreting skills and ethics, and confidentiality and data privacy rules

Covered Services

Spoken language interpreter services are covered as follows:

· When provided by a competent interpreter who has enrolled with MDH and is listed on the MDH spoken language health care roster.

· When provided to a child with limited English proficiency during another covered IEP service when the child, service provider and interpreter are present.

· When provided to a parent with limited English proficiency in order to obtain and relay information regarding the child during a covered IEP evaluation or reevaluation, both when provided in person or by telephone or teleconference.

Sign language interpreter services are covered as follows:

· When provided in conjunction with another covered IEP service when a child who is deaf who communicates by signing, a service provider and an interpreter are present.

· When provided by a competent sign language interpreter during the course of providing a direct, person-to-person, covered health care service.

· When provided to a parent who communicates by signing to obtain and relay information regarding the child during a covered IEP or IFSP service or evaluation of a child when the child, parent, service provider and interpreter are present at the evaluation or service.

· Must be an accurate and quality service provided by a qualified interpreter. DHS encourages the use of certified sign language interpreters.

· May be provided by remote video.

Note: Refer to the Covered and Noncovered IEP Health-Related Services section under IEP in the MHCP Provider Manual for an overview of covered services and coverage criteria for all IEP services

Noncovered Services

Interpreter Services are not covered:

· During an IEP team meeting

· For scheduling appointments, meetings with a parent, and translating printed materials

· During wait times in a lobby, exam room, or any office space when a health-related service in not being delivered

· During travel time

· When provided by a parent, relative, friend or child

· When provided in conjunction with transportation or personal care assistance (PCA) services

Note: Refer to the Covered and Noncovered IEP Health-Related Services section under IEP in the MHCP Provider Manual for an overview of noncovered services for all IEP services.

Health Records and Documentation

Review the Record Keeping and Documentation section under IEP in the MHCP Provider Manual for an overview of the basic IEP record keeping, documentation service time and encounter reporting requirements. For interpreter services, a child’s health record must also include:

· A complete copy of the current IEP or IFSP that includes frequency, duration, and scope of all covered IEP services and the individual child’s or parents’ need for the interpreter services.

· The child’s name, date of birth, school, date of service, start and end times for both the interpreter and the service provider delivering the other covered IEP or IFSP service when the interpreter is present. Progress notes are not required for interpreter services.

Billing

Bill only for the face-to-face interpreter services or the telephone portion of the oral language interpreter service provided during another IEP of IFSP service. The length of time documented for both services should correspond.

Submit claims using the 837P Professional clam type. Refer to the MN–ITS IEP User Guide for step-by-step instructions for direct data entry claims. Batch billers submitting X12 837P claims, may review the MHCP 5010/D.0 Compliance Web page and the AUC Minnesota Uniform Companion Guide for transaction guideline.

Use CPT code T1013, no modifier is required. Bill only 1 unit per day, per child. The time and encounter data that is reported by the district to EDRS is calculated to determine an average cost per day.

Note: Review the Billing and Authorization section under IEP in the MHCP Provider Manual for general billing requirements

Resources

Spoken Language Health Care Interpreter Roster, Minnesota Department of Health webpage

Legal Reference

Minnesota Statutes, 144.058 (Interpreter Services Quality Initiative)
Minnesota Statutes, 256B.0625 subd.18a and 26 (Covered Services)