Plain language (also called “Plain English”) is communication the patient/client/companion and/or representative can understand the first time they read or hear it. Language that is plain to one set of readers may not be plain to others. Written material is in plain language if the audience can: • Find what they need. • Understand what they find. • Use what they find to meet their needs. The term “Auxiliary Aids and Services” may include services and devices such as qualified interpreters on-site or remote through audio or video remote interpreting (VRI) services; note takers; real-time computer-aided transcription services; written materials; exchange of written notes; telephone handset amplifiers; assistive listening devices; assistive listening systems; telephones compatible with hearing aids; closed caption decoders; open and closed captioning, including real-time captioning; voice, text, and video-based telecommunications products and systems, including text telephones (TTYs), videophones, and captioned telephones, or equally effective telecommunications devices; videotext displays; accessible electronic and information technology; or other effective methods of making aurally delivered information available to individuals who are deaf or hard of hearing. Appropriate auxiliary aids and services for individuals who are blind or have low vision may include services and devices such as qualified readers; taped texts; audio recordings; Braille materials and displays; screen reader software; magnification software; optical readers; secondary auditory programs (SAP); large print materials; accessible electronic and information technology; or other effective methods of making visually delivered materials available to individuals who are blind or have low vision. The admitting clinician will assess the patient’s/client’s and companion’s communication needs during the initial visit. This will include determining appropriate alternative methods of communication required to assist with communication. Some of the Agency’s documents may be translated into languages that are common in the populations served by the Agency. Admission paperwork will include a Notice of Nondiscrimination and the Notice of Availability of Language Assistance Services and Auxiliary Aids and Services, (“Notice of Availability”), provided in English and at least the top 15 languages most commonly spoken by individuals with LEP of the state in which the Agency operates. For individuals with disabilities who require auxiliary aids and services, alternate formats are available. These notices will also be given upon request, annually and when certain documents (electronic and written) are provided. The Agency also posts these notices on their website and in a clear and prominent place within its physical location. Family members or friends of a LEP person (not qualified as an interpreter to interpret or facilitate communication) may not be used as a translator unless it is a temporary measure while the Agency is finding a qualified interpreter in an emergency. (please refer to the policy for the list of Agency restrictions regarding meaningful access for individuals with LEP. The Agency will take appropriate and reasonable steps to secure the appropriate alternative communication method to be used. Notify management if your patient/client or their companion require special assistance. The Agency is responsible for the costs incurred for obtaining the necessary assistance.
