CTS Immunization Policy - It's Really Here
Jul 31, 2014

Immunization Requirements for Medical Interpreters Have Finally Arrived

Last time the state provided a timeline for the immunization policy, we notified you – and then the state failed to meet its own timeline!  This time around, they are certain they are ready to implement.  Please read this message carefully and start getting your immunization documents together NOW if you want to continue interpreting at state medical appointments!

WHAT YOU SHOULD KNOW

Important dates:

August 1st, 2014 or sooner:  CTS will begin notifying interpreters of the immunization requirements for HCA (medical) appointments.  DSHS (social) appointments are not subject to the immunization policy.

September 15th, 2014:  Interpreters who have not provided proper immunization documentation will not be able to accept any HCA (medical) appointments dated past September 22nd, 2014.

September 18th, 2014:  Interpreters who still have not provided the proper immunization documentation will have any HCA (medical) appointments scheduled for after September 22nd removed from their schedules by CTS.

September 22nd, 2014:   Interpreters will not be able to accept HCA (medical) appointments until immunization and TB status records have been provided.

Which immunizations/tests will the state require of interpreters?

Rubella, rubeola, mumps (or the combination vaccine commonly referred to as MMR)
OR proof of immunity (commonly obtained through a blood test)
Varicella (chicken pox) vaccine OR proof of immunity
Diphtheria, Pertussis (commonly given in a combination vaccine called TDap)
AND
Annual updates include:
Flu vaccine – You must receive the flu vaccine and provide proof of such before November 30th of each year, unless the Department of Health declares a flu pandemic, in which case the start of the flu season could be earlier.  You do NOT need to provide proof of flu vaccine this year until November!
AND
Tuberculosis (TB) screening
You may provide proof via one of three methods:  a skin test (commonly called a PPD), QuantiFERON, or the T-spot blood test.  There are specific requirements about TB testing and results.  Follow this link for a document you can print and bring to your provider to ensure all guidelines are met.

What format does “proof of immunization” need to be in?

According to the Health Care Authority, the acceptable formats are:

Printed copy from the patient’s Electronic Medical Record obtained from the provider.  If interpreter has medical records from either out of state or out of country, then the Washington medical provider can enter information into the statewide Immunization Information System (IIS) and print it.  Ask your provider to FAX the record to CTS at 844-244-0908.  Keep the original for yourself and follow up with CTS to be sure they received your records!  
OR
Formal typed letter from the provider on their letterhead containing:

Provider name
Clinic name
Patient full name
Patient DOB/Medical record identifier
Signature of provider
Name of Immunization and date administered
Date of TB test w/results
(See this document for specifics on how TB test and results must be reported)
Date of flu vaccine (due each year before Nov 30, 2014; no requirement to show the 2013 flu shot)

Ask your provider to FAX the record to CTS at 844-244-0908.  If they cannot, or you already have the letter at home, keep a copy for yourself and send the signed original to CTS by mail unless CTS gives you instructions that you may fax it.

What if I do not have my immunization records?
If you cannot obtain your immunization records, you may need to be revaccinated and have the vaccinations documented as stated above.  Please consult with your primary care provider about whether re-vaccination is indicated or whether blood tests for proof of immunity can be done.  You may wish to compare the costs before deciding.

What if I have a positive TB test/know that my TB test will always be positive?
The requirements state that every interpreter must have documentation of annual test; this has to be either the TB skin testing (also referred to as PPD); OR QuantiFERON; OR T-spot lab test.

If any test is positive the interpreter must provide:
Documentation of one negative chest x-ray as soon as possible after the initial test; AND
Annually, a negative chest x-ray, interpreter must submit a symptoms checklist completed and signed by their health care provider.
For a chest x-ray to be considered valid, the interpreter must have had one completed within a reasonable time frame – six months or less.
If the interpreter has had a chest x-ray within the past six months, s/he may:
Complete a new test; OR
Submit the following:
Chest x-ray
Letter from their provider indicating it has been reviewed and s/he is clear, AND
Recently completed symptoms checklist.

When an interpreter with a history of a positive TB test is notified by their doctor that they should not receive a new chest x-ray for medical reasons, interpreter may submit:
Results of their last completed chest x-ray;
A letter from her/his medical provider stating why the interpreter cannot receive a new chest x-ray and that s/he is clear, AND
A recently completed symptoms checklist.

How will annual immunization requirements be tracked?

After the initial implementation, to assure annual maintenance of immunizations, CTS will e-mail the medical interpreter 45 days prior to the expiration of their immunization or TB documentation.  CTS will also e-mail medical interpreters if they have identified any issues with the documentation provided. Medical interpreters who have not provided the necessary documentation will be restricted from providing services effective the day after the expiration date of the required immunization or TB test.  This restriction will be in place until the interpreter has provided the required documentation showing current immunization or updated testing.

Why is there an immunization requirement now?

The immunization requirements from HCA were developed in consultation with major healthcare systems in Washington, with input from our union to ensure that standard guidelines would be provided and that CTS would have a clear process for implementation.  Currently, many health care entities choose not to utilize the state-funded interpreter service CTS because CTS could not confirm that interpreters’ immunization statuses met the clinics’ requirements.

Because the requirements have now been standardized and agreed upon between the major healthcare systems in Washington and the HCA, CTS will implement an immunization tracking system and be able to assure all providers that HCA medical interpreters meet immunization standards.  One of the biggest healthcare systems currently not utilizing CTS interpreters is Group Health Cooperative.  We believe they are ready to join the HCA interpreter program when implementation is complete, which will result in more appointments for medical interpreters!

The intent behind immunization requirements required by healthcare systems is to protect both their patients and the healthcare teams, which include interpreters.  Remember:  any expenditure for the immunizations and tests required to work HCA medical appointments are business expenses and can be deducted as such when you file your taxes.

Interpreters United Local 1671 wishes to support our members through the process of obtaining and submitting proof of immunization status. Please see the Updated Letter to Providers  attachment which you can download, print and take to your healthcare provider to clearly show what documentation you need.  If you have a regular health care provider, you may be able to obtain these records without an office visit; consult your provider’s office about how to obtain the records in the required format or request they be faxed to CTS.

You’re receiving this information from us because you are a member of Interpreters United Local 1671.  The immunization policy itself is not covered by our contract, but part of the value of union membership is having access to information about different kinds of changes that affect union members, and having the support of your fellow members during such changes.  We urge you to make getting your proof of immunization documents high priority – do it immediately!  We’ve given you all of the information which the state provided to Interpreters United, but we don’t know how long CTS will take to process the documentation you submit and approve that it meets the guidelines.   Draw your own conclusions about that, and then run out and take care of this right away so you do not miss out on any jobs!

Please contact your district or region chairs with questions, send email to [email protected] or contact WFSE/AFSCME staff Stacey Romero at [email protected]  

In solidarity,

Leroy Mould, President, Interpreters United Local 1671

Tami Lentz, Vice President, Interpreters United Local 1671


Download:
Updated Letter to provider explaining imms documentation requirements_20140730.pdf
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