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<br /> <br />41 <br />Revised 9/8/2021 <br /> <br />3. Processing Requests Made by Individuals with Limited English Proficiency (L EP): <br />a. Documents: <br />i. When receiving a request for information in a language other than English <br />from a beneficiary or member of the public, you must: <br />1. Consider/evaluate the request according to civil rights laws. <br />2. Acknowledge receipt of the request and explain your process <br />within 2 business days. <br />3. Establish a mechanism to provide the request as applicable. <br />ii. If you are unable to fulfill an alternate language format request, CMS ma y <br />work with you in an effort to provide the alternate language format as <br />funding and resources allow. You shall refer the request to CMS within 3 <br />business days if unable to provide the request. You shall submit the <br />request, using encrypted e -mail (to safeguard any personally identifiable <br />information), to the AltFormatRequest@cms.hhs.gov mailbox with the <br />following information: <br />1. The e -mail title shall read “Grantee (Organization) Alternate <br />Language Document Request.” <br />2. The body of the e –mail shall include: <br />a. Requester’s name, phone number, e -mail, and mailing <br />address. <br />b. The language requested. <br />c. Contact information for the person submitting the e -mail – <br />Organization (Grantee), name, phone number and e -mail. <br />d. The document that needs to be translated shall be attached <br />to the e -mail. <br />e. CMS may respond to the request and provide the <br />information directly to the requester. <br />iii. The Grantee shall maintain record of all alternate language requests <br />received including the requestor’s name, contact information, date of <br />request, document requested, language requested, date of <br />acknowledgment, date request provided, and date referred to CMS if <br />applicable. Forward quarterly records to the <br />AltFormatRequest@cms.hhs.gov mailbox. <br />b. Services <br />i. When receiving request for an alternate language service (e.g., oral <br />language interpreter) from a beneficiary or member of the public, you <br />must: <br />1. Consider/evaluate the request according to civil rights laws. <br />2. Acknowledge receipt of the request and explain your process <br />within 2 business days. <br />3. Establish a mechanism to provide the request as applicable. <br />ii. If you are unable to fulfill an alternate language service request, CMS may <br />work with you in an effort to provide the alternate language service as <br />funding and resources allow. You shall refer the request to CMS within 3 <br />business days if unable to provide the service. You shall submit the <br />DocuSign Envelope ID: 7832B0E4-F34E-430E-A3C2-1A6A14F29307