Division of Vocational Rehabilitation; Florida Department of Education 2015 VR Guide for Provision of Interpreting Services for Individuals with Hearing Loss* * This includes individuals Who are Deaf, Hard of Hearing, Late-Deafened, and Deaf-Blind VR GUIDE FOR PROVISION OF INTERPRETING SERVICES FOR INDIVIDUALS WITH HEARING LOSS* May 27, 2015 CONTENTS INTRODUCTION ........................................................................................................................................... 4 Purpose ...................................................................................................................................................................... 4 Definitions ................................................................................................................................................................. 4 Legal Standards .......................................................................................................................................................... 5 Interpreting Services Needs ....................................................................................................................................... 6 Interpreting Services for VR Employees with Hearing Loss ....................................................................................... 6 Interpreting Services for Employees and Participants with Hearing Loss in other State Divisions or Agencies ........ 7 GUIDELINES FOR VR STAFF SERVING THIS POPULATION .................................................................. 7 Determining Accommodations .................................................................................................................................. 7 Tips for Effective Communication with Individuals with Hearing Loss ...................................................................... 8 Considering Appropriate Provision of Services ........................................................................................................ 10 Using a Qualified Registered Interpreter .............................................................................................................. 10 Hiring a Team of Two Interpreters ....................................................................................................................... 12 Hiring Interpreters who are Remote .................................................................................................................... 13 Dual Cases Involving Division of Blind Services ....................................................................................................... 13 Listing of Specialty Interpreting Services ................................................................................................................. 13 Tactile interpreting ............................................................................................................................................... 13 Close vision interpreting ....................................................................................................................................... 14 Oral interpreting ................................................................................................................................................... 14 High visual interpreting ........................................................................................................................................ 14 Accommodating Individuals Who Require Foreign Sign Language ...................................................................... 15 Providing Accommodations in Referral status ........................................................................................................ 16 Scheduling Interpreters for Appointments .............................................................................................................. 17 Coordinating Interpreters ..................................................................................................................................... 17 Scheduling with a Staff Interpreter ...................................................................................................................... 18 Scheduling Vendor Interpreters ........................................................................................................................... 22 Maintaining Confidentiality while Coordinating Interpreters .............................................................................. 23 Finalizing Confirmation for Services ..................................................................................................................... 23 Handling Written and Phone Requests for Interpreting Services ........................................................................ 24 Handling Walk-Ins of Individuals who Need Interpreting Services ...................................................................... 24 Handling Unexpected Requests for Interpreting Services .................................................................................... 25 1 VR GUIDE FOR PROVISION OF INTERPRETING SERVICES FOR INDIVIDUALS WITH HEARING LOSS* May 27, 2015 Consulting in complicated cases ........................................................................................................................... 25 Ensuring an Individual’s Rights ................................................................................................................................ 25 Notifying the Individual ........................................................................................................................................ 25 Individual’s Informed Choice for Interpreters ...................................................................................................... 26 Documenting in Case Notes When an Individual Declines Interpreting Services................................................. 26 Documenting in Case Notes When Interpreting Services are Not Available ........................................................ 27 Documenting in Case Notes How Communication Occurred ............................................................................... 27 Documenting in Case Notes Relevant Information and Interpreter Confidentiality ............................................ 27 VR PROCUREMENT FOR VENDOR INTERPRETERS ............................................................................ 28 Understanding the RIMS Vendor Directory Screens................................................................................................ 28 Types of Interpreters for the Deaf vendors .......................................................................................................... 28 Identification of Vendor Interpreter Skill Level .................................................................................................... 28 Managing Interpreter for the Deaf Vendors for the Area or Unit ........................................................................... 29 List of Available Local Vendor Interpreters .......................................................................................................... 29 Identification of Interpreters Willing to Travel ..................................................................................................... 29 Payment Codes to be Used for Services That A Vendor Interpreter Provides ..................................................... 30 Critical Need for Interpreters/Temporary Vendor Status .................................................................................... 30 VR PAYMENT PROCEDURES FOR INTERPRETING SERVICES .......................................................... 33 Payment Methods ................................................................................................................................................... 33 Units of Payment for Interpreting Services on a VR Authorization ......................................................................... 33 Billing Practices in the Field of Interpreting ............................................................................................................. 34 Appearance Fee .................................................................................................................................................... 34 No-Show or Last Minute Cancellation Policy ........................................................................................................ 34 Hiring Interpreter(s) for Unexpected, Last-Minute Assignments ......................................................................... 34 Paying Interpreter(s) for Time Over that which is listed on the Authorization .................................................... 35 Hiring a Team of Two Interpreters ....................................................................................................................... 35 Multiple assignments on the same day at the same location .............................................................................. 35 Standards for Assignments that lasts through a meal break- .............................................................................. 36 Hourly Rate Based on Area Standards- ................................................................................................................ 36 Mileage, Travel, and Per Diem- ............................................................................................................................ 36