Policy and Procedure Name:
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Interpreter and Translation Services
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Policy #:
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BWC Policy and Procedures
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Code/Rule Reference:
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R.C. 125 and R.C. 4112
Americans With Disabilities Act (ADA)
of 1990 and as amended, Pub. L. No. 101-336, 104 Stat. 328 (1990); IC/BWC
Joint Resolution R88-1-200
Title VI of the Civil Rights
|
Effective Date:
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11/14/22
|
Approved:
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Patricia Harris, Chief Operating
Officer
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Origin:
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Operational Policy and Support
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Supersedes:
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Policy # CP-09-03, effective 07/23/20
and Procedure # CP-09-03.PR1, effective 07/23/20
|
History:*
|
Previous versions of this policy are
available upon request
|
Table of Contents
I. POLICY PURPOSE
II. APPLICABILITY
III. DEFINITIONS
American Sign Language (ASL)
Bilingual Position
Bilingual Staff
BWC Interpreter Translations Services Provider
Designated Translations Services Staff
Interpreter
Language Coordinator
Limited English Proficiency (LEP)
State Contracted Vendor
Subject Matter Expert (SME)
Translation
IV. POLICY
A. General Statement
B. Appropriate Usage of the State Contracted Vendor, BWC
Interpreting Translations Services Provider, and Bilingual Staff (e.g.,
Language Coordinator, BWC SME)
C. Ohio Relay Service
D. Interpreter Services Not Approved for Payment
E. Document Translations
F. Interpreting On-Demand Video Conferencing
G. Self-Insuring Employers
V. PROCEDURE
A. Claims Function - General Claim Note and Documentation
Requirements
B. Recognizing the Need for Interpreting Services
C. Documenting BWC Requests and Use of Interpreting Translation
Services
D. Identifying an Interpreter
E. Over-Phone-Interpreter (OPI) Services
F. On-Site Interpreter Services
G. ASL Interpreter Services
H. Ohio Relay Service
I. Document Translation Services
J. On-Demand Video Conference Interpreter Services
K. Claims Function - Hospital-Based Interpreter Services
L. Claims Function - Interpreting Services for Injured Workers
with Catastrophic Claims
M. Interpreter Services for IC Proceedings
N. Claims Functions - Interpreter Services Required for Injured
Workers Receiving Vocational Rehabilitation
O. Claims Functions - Interpreter Services Required by the MCO
P. Payment of Over-Phone-Interpreting and On-Demand Video
Conference Interpreting Services Provided to BWC
Q. Payment for On-Site Interpretation and Document Translation
Services
R. Reporting Non-Compliance
I.
POLICY PURPOSE
The purpose of this policy
is to ensure that BWC provides interpreter services for customers (e.g.,
injured workers (IW), employers, other), and properly translate work-related
documents, as necessary and appropriate.
II.
APPLICABILITY
This policy applies to BWC
staff and managed care organization (MCO) staff.
III.
DEFINITIONS
American Sign Language (ASL): A complete, complex
visual-gesture language that employs signs made with the hands and other
movements, including facial expressions and posture of the body, used primarily
by people in North America who are deaf, have hearing loss, deaf-blind, or
utilize non-verbal communication.
Bilingual
Position:
A position eligible for the bilingual pay supplement that requires as essential
to the fulfillment of the duties, the ability to speak and/or write a language
in addition to English, pursuant to OAC 123:1-37-06.
Bilingual
Staff:
A BWC employee in a bilingual position.
BWC
Interpreter Translations Services Provider: A BWC enrolled interpreter
that may be used when the State Contracted Vendor is not available or does not
provide the needed service (e.g., ASL).
Designated Translations Services Staff: A person assigned by BWC
management to manage all document translation service requests (e.g.,
submitting documents to the designated vendor, receiving documents from the
designated vendor, approving or denying requests or invoices from the
designated vendor) on behalf of their office.
Interpreter: An individual or device that converts any
spoken material from one language into a different language. For purposes of
this policy, the term “interpreter” includes both an ASL interpreter and a non
English language interpreter, unless otherwise noted.
Language
Coordinator: Designated BWC staff assigned to serve as a final approval for
in-house translations.
Limited
English Proficiency (LEP): A person with Limited English
Proficiency or LEP is one whose primary language is not English and is
not able to speak, read, write or understand English well enough to communicate
effectively when interacting with BWC staff or medical services episodes.
State
Contracted Vendor: A person or company that has contracted with the Ohio Department
of Administrative Services to provide selected products and services for use by
state agencies and eligible users.
Subject
Matter Expert (SME): For purposes of this policy, a designated bilingual BWC employee
with technical field knowledge, eligible for the bilingual pay supplement
pursuant to OAC 123:1-37-06, who is assigned to review translations of
important documents (e.g., legal, claims, medical, other) after they have been
translated by the state contracted vendor or BWC interpreting translations
services provider to ensure there are no errors in translations received from
the vendor.
Translation: Conversion of written
material from one language to another.
IV.
POLICY
General Statement
- It is the policy of BWC that any interpreter and/or
translator provided by BWC must be able to interpret and/or translate
effectively, accurately, and impartially, both openly and meaningfully, using
any necessary specialized vocabulary appropriate to the circumstances.
B. Appropriate Usage of the
State Contracted Vendor, BWC Interpreting Translations Services Provider, and
Bilingual Staff (e.g., Language Coordinator, BWC SME)
1. BWC staff must use the state contracted vendor or BWC interpreting
translations services provider to obtain interpreter services when
interpreting services can be used in a hearing, investigation, or for other
legal purposes.
2. It is the policy of BWC to
provide necessary and appropriate interpreter services (e.g., state contracted vendor, BWC interpreter
translations services provider) upon the request of BWC staff, LEP
customers, or when the need is otherwise identified, to facilitate BWC
business, which include, but is not limited to:
a. Claims Functions
i. Expediting treatment in
catastrophic claims;
ii. Filing or investigating a
claim or an action pending in a claim;
iii. Medical specialist
consultations requested by the physician of record (POR) or treating physician
and approved by the MCO; or
iv. Approved vocational
rehabilitation services.
b. Other BWC Functions
i. Interviewing LEP subjects or
witnesses for a BWC investigations;
ii. Translation of documents
that are part of a BWC investigation;
iii. Annual and/or specialized
trainings (e.g., Safety Congress);
iv. Translation of documents
that are part of an employer file; or
v. Communication between
internal and external customers (e.g., SpanishFROI, correspondence, Website).
3. It is BWC’s policy to
approve and provide ASL interpreters to customers, as needed, in
circumstances which include, but are not limited to:
a. Claims Functions
i. Routine office visits with a
physician of record (POR);
ii. Communication with durable
medical equipment suppliers; and
iii. Physical or occupational
therapy.
b. Other BWC Functions – For
External Customers
i. Conferences/symposiums;
ii. Trainings; and
iii. Other BWC related business
needs.
4. It is the policy of BWC to
use bilingual staff, at the discretion of management, for general/minor interpreting
services when it is not feasible to use of a professional interpreter.
5. It is BWC’s policy to use
SMEs to periodically audit interpreting and translation services provided by
external vendors to confirm services meet the needs of BWC and customers.
6. It is BWC’s policy to use
BWC interpreting translations services providers, as outlined in the procedures
(below), for services when the state contracted vendor is unable to
provide these services.
Ohio Relay Service
- It is the policy of BWC to refer customers who are Deaf, hard of hearing, DeafBlind or those with a speech
disability, to the Ohio Relay Service to place and receive phone
calls.
Interpreter Services Not
Approved for Payment
- BWC will not pay for
interpreters:
1. For hospital-based services;
2. For services not contracted
or approved by BWC or the IC; or
3. When family members,
friends, health care providers, vocational service providers, or community
volunteers provide interpretation for the IW.
E. Document Translations
1. It is the
policy of BWC that the Communications Division ensures that BWC generated
information and/or documents being made available to BWC customers and the
public on the BWC Website meet established language requirements and follow the
agency’s language style.
2. It is the policy of BWC that documents in a language other
than English containing information relevant to making a claim
decision or that may be used in a hearing, be appropriately translated to
English for the claim and/or LEP customer by the state contracted vendor (i.e.,
BWC interpreter translations services provider when the state contrated vendor
is unable to provide this service).
3. It is BWC’s
policy to appropriately translate documents (e.g., English and non-English language) for BWC staff and LEP
customers, as outlined in Section V.I., of the procedures (below) for BWC to
conduct business.
Interpreting On-Demand Video
Conferencing
-It is the policy of
BWC to use interpreting on-demand video conferencing to provide interpreting
services to LEP customers for day-to-day business purposes, such as filling out
forms and answering questions.
Self-Insuring Employers
- Self-insuring employers are required to pay for interpreter
and translation services, with the exception of interpreter services for
examinations related to an Application for Determination of Percentage of
Permanent Partial Disability (C-92).
V.
PROCEDURE
A. Claims Function - General
Claim Note and Documentation Requirements
1. BWC staff will refer to
the Standard Claim File Documentation and Altered Documents policy
and procedure for claim note and documentation requirements; and
2. Will follow any other
specific instructions for claim notes and documentation included in this
procedure.
B. Recognizing the Need for
Interpreting Services
1. In instances where BWC staff
come face-to-face with a LEP customer, BWC staff should use a copy of the State
of Ohio “I Speak Identification Guide” to help identify the LEP customer’s
primary language.
a. Within the guide, the LEP
customer can point to their primary language.
b. “Click here” to access the “I Speak
Identification Guide” on COR.
2. When BWC staff becomes aware
that a customer is LEP or is hearing impaired, BWC staff will follow these
procedures.
a. Claims Functions – Claims
services staff will enter the following in the claims management system:
i. Check the “Primary Language”
field at the customer level of the claims management system; and
ii. Choose the IW’s primary
conversational language from the dropdown box.
b. Other BWC Functions - BWC
staff will document in the appropriate business record the need for
interpreting translations services.
Documenting BWC Requests and
Use of Interpreting Translation Services
- BWC staff will use the claims management system or other
system deemed by management, to document the following, when requesting or
obtaining interpreting translations services for a customer:
1. Note the name of the
customer, BWC staff, or other entity requesting these services;
2. List the type of interpreter
or translation service (e.g., ASL interpreter, over the phone, on-site, or
document translation services) being requested and provided to the customer;
3. Note the date the
interpreter translation services were requested and obtained;
4. Provide the name and contact
information of the service provider (e.g., state contracted vendor, BWC
interpreter translations services provider) providing these services;
5. Log the tracking number or
name of the vendor’s representative handling the request;
6. Log the confirmation number,
email or phone confirmation, and the name of the vendor’s representative
providing the confirmation; and
7. Note any other pertinent
information (e.g., cancelled request, interpreter no-shows, vendor unable to
obtain interpreter, approval of document translation quotes or invoices,
deadline date for translation service requested, date final translated document
is received).
D. Identifying an Interpreter
1. When a customer requests
that a family or friend provide interpreter services on their behalf to
communicate with BWC staff, BWC staff may consider utilizing those services, so
long as the family or friend has the necessary skills to assist.
2. Other no cost interpreting
services may be utilized by customers such as:
a. BWC bilingual staff (i.e.,
general usage only);
b. Ohio Relay Service (hearing
impaired service);
c. A health care or vocational
rehabilitation service provider fluent in the language of the IW (NOTE: The
health care provider or vocational rehabilitation service provider will not be
additionally reimbursed for interpreter services); and
d. Community organizations
(i.e., organizations not charging customer or BWC for services).
3. The choice of interpreting
services will be made by BWC staff using BWC’s policy objective that
interpreters must be able to interpret effectively, accurately, and
impartially, both receptively and expressively, using any necessary specialized
vocabulary appropriate to the circumstances.
Over-Phone-Interpreter (OPI)
Services
- BWC staff will contact the state contracted vendor or if
available, use an SME to obtain these services. “Click here” for instructions on how to use the
state contracted vendor.
F. On-Site Interpreter Services
1. BWC staff
will follow these procedures to schedule on-site interpreters for BWC business
purposes:
a. Contact the
state contracted vendor to schedule these services. “Click here” for instructions; and
b. Provide the
state contracted vendor 48 hours to report confirmation (e.g., verbal, email)
that an interpreter has been scheduled for business purposes (e.g., exam,
investigatory interview, per customer’s request, other).
i. If
confirmation is received, BWC staff will follow the steps outlined in Section
V.C. of these procedures to document this information in BWC records.
ii. If no
confirmation is received, BWC staff will:
a) Call the state contracted
vendor to cancel the request for the interpreter and note the cancellation in
the claim management system or other system designated by management;
b) Contact Feedback.medical@bwc.state.oh.us for
a list of BWC interpreter translations services
providers to schedule an interpreter for on-ste services;
c) “Click here” for instructions on
scheduling these servces from the BWC interpreter translations services
provider listing; and
b) Contact Field.C.1@bwc.state.oh.us to
report non-compliance.
2. BWC staff may
contact Field.C.1@bwc.state.oh.us with questions or inquiries on
on-site interpreter services.
G. ASL Interpreter Services
1. ASL services are not
provided by the state contracted vendor. In cases where an ASL interpreter is
needed, BWC staff will contact Feedback.medical@bwc.state.oh.us for a list
of ASL service providers.
2. “Click here” for instructions on
scheduling these servces from the BWC interpreter translations services
provider listing.
3. BWC staff may
contact Field.C.1@bwc.state.oh.us with questions or inquiries on
ASL services.
H. Ohio Relay Service
1. The Ohio Relay Service is a
free service for all Ohioians who are Deaf, hard of hearing, DeafBlind or those
with a speech disability. Their services include, but are not limited to:
a. TeleBraile;
b. Captioning;
c. Text telephone (TTY);
d. Voice carry over.
2. For BWC customers who may
require the use of the Ohio Relay Service, BWC will provide the customer,
customer’s family, customer’s attorney of record (AOR), etc., with contact
information for the Ohio Relay Service.
3. The BWC customer is
responsible for setting up an account with the Ohio Relay Service by calling
7-1-1 or clicking on the 7-1-1 icon online at https://ohiorelay.com/contact-us/.
4. BWC staff are not authorized
to make the initial call for the customer.
I. Document Translation
Services
1. General
Statements
a. BWC staff may consult with
bilingual staff regarding submitted non-English language documents to determine
the nature of the documents and their general contents. “Click here”
to submit email requests for bilingual staff assistance for this purpose.
b. If BWC determines the
document must be translated into English, then BWC staff will contact BWCDocumentTranslationsServices@bwc.state.oh.us to
request assistance with acquiring translation of the document(s) and follow the
steps outlined in Sections V.I.3.- 5., of these procedures.
c. BWC staff must use the state
contracted vendor for these services.
d. In rare instances, when the
state contracted vendor cannot provide these services, BWC staff may use a BWC
interpreter translations services provider for this service. BWC staff will
email InterpTranSvcsIssue@bwc.state.oh.us for
assistance in acquiring these services and to report this issue.
2. English
Documents
a. BWC staff
will follow the steps outlined below to translate documents (e.g., adhoc
letter) from English to a non-English language.
i. Consult with management
and/or Language Coordinator to determine if the document will need to be
translated for one customer or multiple customers.
a) One Customer (e.g., apology
letter); or
b) Multiple Customers (e.g.,
adhoc letter made into a template, form, or other correspondence that can be
used as a template for other customers).
ii. If it is determined that the
document should be translated for single or multiple customers, then BWC staff
will:
a) Follow the steps outlined in
Sections V.I.3.- 5., of these procedures; and
b) Work with management,
Language Coordinator and/or Information Technology Division to create an
approved document in accordance with the BWC brand.
b. When BWC
staff receives a request for a document that is unavailable in a non-English
language, BWC staff will:
i. Inform
the customer that the non-English language version of the document is currently
not available, and the customer will need to use the English version of
document; and
ii. Assist the
customer in completing the English version of the document (e.g., application,
form) through the state contracted vendor (click here for video-audio
conferencing) or BWC interpreter translations services provider.
3. BWC staff
will follow these outlined steps to request document translations from the
state contracted vendor (i.e., staff will use BWC interpreter translations
services provider if the contractor is unable to provide service) for documents
containing information relevant to making a claim decision or that may be used
in a hearing.
a. Send an email
request to designated translations services
staff within his or her office; or
b. If no
designated staff are available within his or her office, BWC staff will send an
email to BWCDocumentTranslationsServices@bwc.state.oh.us to
request assistance with processing document translation requests.
c. Designated
translations services staff will provide the state contracted vendor or BWC
interpreter translations services provider with a deadline date for completing
the final translated document and note that information as outlined in Section
V.C. of these procedures.
d. “Click here” to access the document translations
services job aid.
4. Storing
Translated Documents – Translated document must be stored as part of the
official record.
a. Claims
Functions - Claims services staff will ensure the translation is
imaged into the claim file.
b. Other BWC
Functions - BWC staff will save the other translation in the employer file, SID
investigation file, or other secured system identified by management.
5. Auditing
Translated Documents - Once BWC staff receives translated documents from the state contracted vendor or BWC interpreter
translations services provider, BWC staff will send the document to
Language Coordinator for the final review and verification for accuracy, style,
and consistency in consultation with SMEs, as needed. Please email BWCDocumentTranslationsServices@bwc.state.oh.us for
assistance in obtaining bilingual staff, an SME, or a Language Coordinator.
a. If errors are
found in the document:
i.
Bilingual staff will work with the Language Coordinator to make highlighted
revisions to the document and note this discrepancy;
ii. The document
will be sent back to the designated translations services staff;
iii. Designated
translations services staff will send the document back to the state contracted vendor or BWC interpreter translations
services provider to make corrections to the document.
iii. Once designated translations
services staff receive the corrected document from the state contracted vendor
or BWC interpreter translations services provider, designated translation
services staff will confirm reported errors were corrected in the translated
document.
iv. When all reported errors are
corrected, designated translations services staff will proceed with steps
outlined in Section V.I.5.b. (below).
b. If no errors
are found in the document:
i.
Bilingual staff or the Language Coordinator will send email approval of this
translated document to the designated document translations services employee
requesting the translation;
ii. The
designated document translations services employee will send an email approval
to the state contracted vendor or BWC interpreter translations services
provider to proceed with the final process; and
iii. The designated translations services staff assigned
to this document will approve the document for payment.
iv. Once the final
document is received, designated translations services staff will send the
document to the BWC employee requesting this service.
6. BWC staff may contact Field.C.1@bwc.state.oh.us with
questions or inquiries on the document translation services.
J. On-Demand Video Conference
Interpreter Services
1. BWC management will provide
a designated area and computer for this service, and update staff on the
location.
2. BWC staff will use
designated computers within their office or division to conduct interpreting
on-demand video conferences.
3. BWC staff will contact the
state contracted vendor to obtain these services. “Click here” for instructions. This service is not
provided by BWC interpreter translations services providers.
4. Once the service has been
provided to the LEP customer, BWC staff will follow the steps outlined in
Section V.C. of these procedures to note requests and the use of this service.
5. BWC staff may contact Field.C.1@bwc.state.oh.us with
questions or inquiries on on-demand video conference interpreting services.
K. Claims Function -
Hospital-Based Interpreter Services
1.
Hospital-based interpreter services for an LEP IW:
a. Will not be
paid when associated with treatment an IW receives while hospitalized.
b. Will be paid
only if BWC needs to communicate with the IW and the IW requires an
interpreter.
2. Claims
services staff will note the IW’s need of interpreter services in the claim
file.
L. Claims Function -
Interpreting Services for Injured Workers with Catastrophic Claims
1. The BWC catastrophic nurse
advocate will work with the MCO to review available options when interpreter
services are necessary.
2. This communication can be
accomplished by phone or email and noted in the claim file.
M. Interpreter Services for IC
Proceedings
1. Parties who
are LEP or hearing impaired may require an interpreter so that they can
understand what is happening in IC hearings.
2. If the claims
services staff is referring an issue to the IC on a Notice of Referral (NOR) or
there is an appeal to a BWC order, claims services staff will ensure the
“Primary Language” field is marked in the claims management system, which will
automatically alert the IC if the IW needs interpreter services.
3. Consistent
with IC/BWC Joint Resolution R88-1-200, the IC is
responsible for ordering and scheduling interpreters for IC hearings and IC
medical examinations for IWs who have difficulty communicating due to a hearing
impairment or LEP. BWC staff will refer any questions regarding interpreter
services for IC hearings or IC medical examinations to IC Customer Service for
assistance.
N. Claims Functions -
Interpreter Services Required for Injured Workers Receiving Vocational
Rehabilitation
1. Claims
services staff will ensure that an IW receives necessary and appropriate
interpreter services, particularly at critical stages in the rehabilitation
process, including, but not limited to:
a. The initial interview with the IW;
b. The meeting to discuss and sign the rehabilitation
agreement;
c. When the plan expectations are discussed; and
d. When there is a change in the case direction.
2. Claims
services staff will schedule interpreting services with the state contracted
vendor, as needed, at critical stages in the rehabilitation process.
a. If the state
contracted vendor is unable to provide this service, claims services staff will
schedule interpreting services with a BWC interpreter translations services
provider.
b. Please refer
to Section V.F. of these procedures on accessing these services.
3. BWC
Vocational Rehabilitation Policy staff will be available to help in individual
cases, upon request.
O. Claims Functions -
Interpreter Services Required by the MCO
1. If an IW
needs an interpreter for a non-BWC examination that is required and scheduled
by the MCO, the MCO is responsible for payment of both the examination and the
interpreter services. The MCO may use its own interpreter service or may request
assistance from BWC or the IC, as applicable.
2. If the IW
needs interpreter services related to an Alternative Dispute Resolution (ADR)
examination, the MCO will contact the IW’s assigned claims services staff or
DMC to make the arrangements. BWC will pay for interpreter services for ADR
examinations as often as necessary.
3. BWC staff
will place a note in the claim reflecting the discussion with the MCO and their
agreement as to the entities responsible for payment.
4. If an MCO
approves interpreter services in error, without BWC approval, the MCO will be
responsible for reimbursement to the provider. Payment will be transferred from
the MCO’s administrative account into the provider account to cover the exact
payment issued from the provider account to pay for the interpreter services.
Supporting documentation for the transaction must be maintained for audit
purposes.
P. Payment of
Over-Phone-Interpreting and On-Demand Video Conference Interpreting Services
Provided to BWC
1. Once
over-the-phone or on-demand video conference services are provided, the state
contracted vendor will create an invoice for that service and email the invoice
to Ohio Shared Services for payment processing and copy Claims Services Administration.
2. Claims
Services Administration will review all invoices to determine if they should
approve or reject an invoice for payment for these services. If the invoice is:
a. Approved,
Claims Services Administration will notify Accounts Payable via email that the
invoice is approved and should be processed.
b. Rejected,
Claims Services Administration will notify Accounts Payable via email that the
invoice is rejected with the underlying reason(s). Ohio Shared Services will
return the invoice back to the state contracted vendor with the reason for the
rejection (e.g. duplicate invoice, or invoice is missing necessary
information).
3. Ohio Shared
Services will not pay invoices without the proper approval from BWC.
Q. Payment for On-Site
Interpretation and Document Translation Services
1. Claims Functions
a. BWC will pay
for approved on-site interpretation (including ASL services) for BWC and IC
examinations, and IC hearings as well as document translation services.
b. The
interpreting service provider or IC will submit the request for reimbursement
for services on a Service Invoice (C-19) to BWC. Imaged C-19s
will appear on the Medical Billing and Adjustments (MB&A) Unit’s work list.
i. When
MB&A receives the C-19 directly:
a) MB&A will
review the claim for the claim note approving interpreter or translation
services.
b) If MB&A
is unable to locate adequate documentation of approval by the claims services
staff in the claim, MB&A will forward the C-19 to either the claims
services staff; or
c) Claims
Services Admininstration, requesting the necessary information so that payment
may be processed.
ii. When claims
services staff receives the C-19, either directly from the provider or from
MB&A, claims services staff will:
a) Verify that
the services were provided and the information is correct;
b) Place his or
her “A” number in Box 9 on the completed C-19 before it is imaged;
c) Index the
document as a C-19; and
d) Update the
approval in claim notes.
iii. MB&A
will also process for payment all interpreter service invoices received from
the IC.
iv. BWC will not pay
for interpreter services that are not approved by BWC or the IC.
2. Other BWC
Functions
a. BWC will pay
for approved on-site interpretation (including ASL services) and document
translation services for investigatory interviews and/or other BWC related
business purposes, at the discretion of management.
i.
Approved – When management approves the services, BWC staff will move forward
with submitting the invoice for payment.
ii. Not-Approved
– Prior to denying the request for these services, management will staff with
Legal Services to discuss the reasoning for their decision. Legal Services will
make the final decision on denying this service.
b. MB&A will
forward all non-claims related document translations services invoices received
from the state contracted vendor to BWC designated document translations
services staff, who requested and approved this service.
c. BWC staff
will follow the procedures below to pay for these services:
i. Once
BWC staff receives the invoice for payment of services, BWC staff note the name
of the interpreter translation service provider on the invoice and:
a) Provide the
contract number (if available) and/or note on the invoice that “the
state-contracted vendor provided services”; or
b) Note on the
invoice that “the state-contracted vendor was not used for this service.”
Provide the name, address, and contact phone number of the BWC interpreter
translations services provider providing these services.
ii. Submit
invoices to their designated procurement card holder for payment. BWC staff can
email BWC
Procurement Card Log to locate the procurement card holder for
your office.
d. Once the
invoice is received, the payment card holder will:
i. Review
the invoice to ensure it contains the vendor information from Section
V.Q.2.b.i. prior to paying the invoice.
ii. Pay invoices
with vendor information.
iii. Return
invoices back to BWC staff that are missing vendor information.
R. Reporting Non-Compliance
BWC staff will report state contracted vendor non-compliance
(e.g., interpreter no show) or other issues to Field.C.1@bwc.state.oh.us.