CurrenthennepinhealthPolicy N/A

Limited English Proficiency (LEP) Plan

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Defines Hennepin Health's policies and procedures to provide meaningful language access (interpretation and translation) to individuals with Limited English Proficiency (LEP) when accessing Hennepin Health services; applies to Hennepin Health staff, contractors, volunteers, and members.

Policy Summary

Payerhennepinhealth

PolicyLimited English Proficiency (LEP) Plan

Policy CodePolicy N/A

Change TypeAdministrative updatesDHS acceptance

Effective DateJan 1, 2023

Last ReviewOct 1, 2022

Next Review Date

Key ActionProvide interpreter services without undue delay and at no cost to individuals with LEP.

SourceLink

POLICY UPDATE CHANGES

Third revision (October 2022) updated the LEP coordinator role, Hennepin Health mailing address, contracted qualified interpreters and bilingual staff lists, added member feedback in marketing and communications, and added translated audio media to methods of providing services.

Second revision (October 2021) added information on annual review of marketing and communications strategy.

3primary languages (Spanish, Somali, Hmong)

15languages on I Speak materials

10training records retention (years)

Annualplan & marketing review

DHS acceptedplan status

LEP Service Criteria and Processes

LEP service criteria and processes

Hennepin Health will provide language services to individuals with Limited English Proficiency (LEP) as follows:

Provide interpreter services (telephonic or in-person) without undue delay and at no cost to LEP individuals and/or their families.

Translate vital documents and make translated audio media available; contract with qualified translators or translating agencies for document translation.

Maintain multiple methods of providing language services, including translated documents, translated audio media, telephonic interpretive services, and in-person interpreters.

Maintain a roster of contracted qualified interpreters and qualified bilingual staff for commonly encountered languages (e.g., Spanish, Somali, Hmong) and other languages as needed.

Post language access notices and provide 'I need an interpreter' cards and language resources in public areas; solicit member feedback during annual marketing review and adjust materials accordingly.

Provide LEP training at new employee orientation and annually for staff; document training and retain training records for the required retention period.

Annually review the LEP plan and submit to Minnesota DHS as required; adjust based on demographic data collected during service delivery.

Provide complaint avenues and contact information for grievances, including Hennepin Health Member Services, the Minnesota DHS LEP Coordinator, and HHS OCR Region V.

Provider Responsibilities for Language Access

Prior Authorization

Provide timely, no‑cost interpreter services

Hennepin Health must provide interpreter services without undue delay and at no cost to individuals with Limited English Proficiency (LEP) and/or their families, ensuring meaningful access to information and services.

Documentation Required

Translate vital documents and provide translated audio media

Hennepin Health must translate vital documents and make translated audio media available, and must contract with qualified translators or translating agencies to assist with translation of all vital documents or documents needed to perform services.

Include translated audio media as a method of providing services to LEP individuals.
Use contracted qualified translators or translating agencies for translating vital documents.

Key Definitions

Bilingual staff — definition and qualifications summary

DefinitionAn employee who has demonstrated linguistic proficiency and fluency in both languages and cultural responsiveness; when providing interpreter services, additional requirements apply (see qualifications).

QualificationsMust abide by the National Code of Ethics and Standards of Practice for Healthcare Interpreters (NCIHC) or equivalent CANONS/professional codes; plus at least one of: Healthcare Certified Interpreter (CHI, CoreCHI), Certified Medical Interpreter (CMI), Federal or State Court certification, or completion of minimum 40 hours healthcare or community interpreting training.

DocumentationHennepin Health keeps records and documentation of bilingual staff credentials.

Culturally appropriate services — definition summary

DefinitionServices, testing, and methodologies that do not discriminate or substantially impair program objectives for individuals of a particular race, color, or national origin (per 45 CFR § 80.3(b)(2)).

PurposeEnsure services are delivered in ways that avoid discriminatory effects and support equitable access for individuals with LEP.

Related conceptEffective communication: provider actions to ensure LEP individuals receive adequate information and can communicate relevant circumstances to access services.

Qualified interpreter — definition and competency requirements

DefinitionA person who has met training and competency requirements, or who is a certified healthcare or federal/state court interpreter, in good standing with their certifying body, and who adheres to professional codes of ethics (NCIHC or relevant standards).

Competency requirementsMay include formal certification (CHI, CMI, court certification) or documented completion of required training and demonstrated competency per Hennepin Health standards.

Ethics and conductMust adhere to the National Code of Ethics and Standards of Practice for Interpreters in Health Care (NCIHC), court interpreter canons, or other relevant ethical standards.

Meaningful access — definition describing free and timely language assistance

DefinitionFree and timely language assistance that results in accurate and effective communication so LEP individuals understand and can access services and benefits.

Key featuresAssistance is provided at no cost and without undue delay, enabling the individual to receive information and services for which they are eligible.

Standard basisMeaningful access is the standard required of federally funded entities to comply with Title VI language access requirements.

I Speak Cards / Language Block — description of I Speak Cards and usage

Language BlockA block of text provided in 15 different languages informing readers how to get free interpreting help; may be included as an insert (stuffer) in documents.

UsagePost or distribute in public areas and include with documents so individuals can indicate language need and request interpreter services promptly.

Policy Summary

Payerhennepinhealth

PolicyLimited English Proficiency (LEP) Plan

Policy CodePolicy N/A

Change TypeAdministrative updatesDHS acceptance

Effective DateJan 1, 2023

Last ReviewOct 1, 2022

Next Review Date

Key ActionProvide interpreter services without undue delay and at no cost to individuals with LEP.

SourceLink

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