*** The Health Care Programs Manual (HCPM) has been replaced by the Minnesota Health Care Programs Eligibility Policy Manual (EPM) as of June 1, 2016. Please refer to the EPM for current health care program policy information. ***
Effective: June 1, 2012 |
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05.05 - Limited English Proficiency (LEP) |
Archived: June 1, 2016 (Previous Versions) |
The Limited English Proficiency (LEP) Program at the Minnesota Department of Human Services (DHS) provides oversight of compliance with requirements set out by Title VI of the Civil Rights Act of 1964. The purpose of this compliance is to prevent discrimination based on national origin by removing the language barrier to people with Limited English Proficiency who are accessing information and services.
The DHS Limited English Proficiency Plan is available on the DHS website.
LEP Plan Purpose and Legal Basis.
LEP Plan Purpose and Legal Basis
The purpose of the Limited English Proficiency (LEP) plans is to ensure meaningful access to program information and services for people with Limited English Proficiency. The legal basis for the LEP plans comes from Title VI of the Civil Rights Act of 1964. The plans implement the Title VI language access responsibilities of human services providers receiving federal financial assistance from the U.S. Department of Health and Human Services (HHS).
Language assistance services are to be provided free of charge and without undue delay to the individual with Limited English Proficiency. Either the person with Limited English Proficiency may request language assistance, or the provider may offer language assistance, which will use effective communication and lead to meaningful access.
It is critical for workers to become familiar with their own agency's LEP plan. They must know:
l What the basic steps are and who to contact when serving a person with Limited English Proficiency.
l What tools are available (e.g., posters, catalogue of languages, "I need an interpreter" card, etc.).
l Who the LEP coordinator is for their agency.
Applicants with limited English proficiency (LEP) may receive help with ApplyMN. On the ApplyMN Welcome Page there is an option for a person with LEP to select "No English." If the person chooses "No English" then he or she is directed to instructions (DHS-3435E), available in ten different languages, to call the Multilingual Referral Line (MRL) service. If the person with LEP does not speak any of the ten languages listed, he or she will need to contact the processing agency directly.
If an applicant with LEP calls the MRL service or the processing agency, consider the date of the first contact with either the MRL service or the processing agency the date of application for electronic and paper applications. See Date of Application for more information. A first contact includes messages left with the MRL service or the processing agency during regular working hours or after hours. The MRL service will use their current procedures for making the referral to the processing agency.
Upon receipt of a request from the MRL service, the processing agency’s MRL liaison must contact the applicant using the procedures established in the agency’s LEP plan. The applicant can choose to apply for benefits using ApplyMN or a paper application. If the applicant wants to apply for benefits with a paper application, use the procedures established in the agency’s LEP plan. If the applicant wants to apply for benefits with ApplyMN, the processing agency’s MRL liaison must follow these steps:
1. Help the applicant create a user account in the applicant's name. If the applicant already has a user account, use the individual's user name and password to access ApplyMN.
2. Select the type of application.
3. On the ApplyMn Contact screen select: "I am a Community Partner or other outreach organization assisting with this application."
4. In the "Organization Name" field enter "MRL liaison."
5. Complete the application up to the Application Summary page.
6. At the bottom of the Application Summary page, enter the following information in the "Is there anything else you would like us to know?" field:
n The date and time the LEP individual contacted the MRL service
n A statement that this date and time should be used as the application date.
n The MRL liaison contact name and phone number.