Common use of Written Information Clause in Contracts

Written Information. The Contractor shall provide all generally available and Individual-specific written materials in a language and format which may be understood by each Individual in each of the prevalent languages that are spoken by 5 percent or more of the population of the RSA based on information obtained from HCA. For Individuals whose preferred language has not been translated as required in this Section, the Contractor may meet the requirement of this section by doing any one of the following: Translating the material into the Individual’s preferred reading language; Providing the material in an audio format in the Individual’s preferred language; Having an interpreter read the material to the Individual in the Individual’s preferred language; Providing the material in another alternative medium or format acceptable to the Individual. The Contractor shall document the Individual’s acceptance of the material in an alternative medium or format; or Providing the material in English, if the Contractor documents the Individual’s preference for receiving material in English. The Contractor shall ensure that all written information provided to Individuals is accurate, is not misleading, is comprehensible to its intended audience, is designed to provide the greatest degree of understanding, is written at the sixth (6th) grade reading level, and fulfills other requirements of the Contract as may be applicable to the materials. HCA may make exceptions to the sixth (6th) grade reading level when, in the sole judgment of HCA, the nature of the materials do not allow for a sixth (6th) grade reading level or the Individual’s needs are better served by allowing a higher reading level. HCA approval of exceptions to the sixth (6th) grade reading level must be in writing. Educational materials about topics or other information used by the Contractor for health promotion efforts must be submitted to HCA, but do not require HCA approval as long as they do not specifically mention the Contracted Services. Educational materials that are not developed by the Contractor or by the Contractor’s Subcontractors are not required to meet the sixth (6th) grade reading level requirement and do not require HCA approval. For Individual‑specific written materials, the Contractor may use templates that have been pre‑approved in writing by HCA. The Contractor must provide HCA with a copy of all approved materials in final form. SERVICE AREA AND INDIVIDUAL ELIGIBILITY Service Areas The Contractor’s policies and procedures related to eligibility shall ensure compliance with the requirements described in this section The Contractor's RSAs are described in Exhibit L, Service Area Matrix. Service Area Changes The Contractor must offer services to all Individuals within the boundaries of the RSA covered by this Contract. The Contractor may not decrease its service areas or its level of participation in any service area except during Contract renewal. If the U.S. Postal Service alters the zip code numbers or zip code boundaries within the Contractor’s RSA, HCA shall alter the service area zip code numbers or the boundaries of the service areas with input from the Contractor. HCA shall determine, in its sole judgment, which zip codes fall within each service area. HCA will use the Individual’s residential zip code to determine whether an Individual resides within a service area.

Written Information. The Contractor shall provide all generally available and Individual-specific written materials in a language and format which may be understood by each Individual in each of the prevalent languages that are spoken by 5 percent or more of the population of the RSA based on information obtained from HCA. For Individuals whose preferred language has not been translated as required in this Section, the Contractor may meet the requirement of this section by doing any one of the following: Translating the material into the Individual’s preferred reading language; Providing the material in an audio format in the Individual’s preferred language; Having an interpreter read the material to the Individual in the Individual’s preferred language; Providing the material in another alternative medium or format acceptable to the Individual. The Contractor shall document the Individual’s acceptance of the material in an alternative medium or format; or Providing the material in English, if the Contractor documents the Individual’s preference for receiving material in English. The Contractor shall ensure that all written information provided to Individuals is accurate, is not misleading, is comprehensible to its intended audience, is designed to provide the greatest degree of understanding, is written at the sixth (6th) grade reading level, and fulfills other requirements of the Contract as may be applicable to the materials. HCA may make exceptions to the sixth (6th) grade reading level when, in the sole judgment of HCA, the nature of the materials do not allow for a sixth (6th) grade reading level or the Individual’s needs are better served by allowing a higher reading level. HCA approval of exceptions to the sixth (6th) grade reading level must be in writing. Educational materials about topics or other information used by the Contractor for health promotion efforts must be submitted to HCA, but do not require HCA approval as long as they do not specifically mention the Contracted Services. Educational materials that are not developed by the Contractor or by the Contractor’s Subcontractors are not required to meet the sixth (6th) grade reading level requirement and do not require HCA approval. For Individual‑specific Individual-specific written materials, the Contractor may use templates that have been pre‑approved pre-approved in writing by HCA. The Contractor must provide HCA with a copy of all approved materials in final form. SERVICE AREA AND INDIVIDUAL ELIGIBILITY Service Areas The Contractor’s policies and procedures related to eligibility shall ensure compliance with the requirements described in this section The Contractor's RSAs are described in Exhibit L, Service Area Matrix. Service Area Changes The Contractor must offer services to all Individuals within the boundaries of the RSA covered by this Contract. The Contractor may not decrease its service areas or its level of participation in any service area except during Contract renewal. If the U.S. Postal Service alters the zip code numbers or zip code boundaries within the Contractor’s RSA, HCA shall alter the service area zip code numbers or the boundaries of the service areas with input from the Contractor. HCA shall determine, in its sole judgment, which zip codes fall within each service area. HCA will use the Individual’s residential zip code to determine whether an Individual resides within a service area.

Written Information. The Contractor shall provide all generally available and Individual-Enrollee- specific written materials in a language and format which may be understood by each Individual in each of the prevalent languages that are spoken by individual Enrollee and Potential Enrollee if 5 percent or more of the population of the RSA based on information obtained from HCAContractor’s Enrollees speak a language other than English. For Individuals Enrollees whose preferred primary language has is not been translated or whose need cannot be addressed by translation under the preceding subsection as required in by the provisions of this Section, the Contractor may meet the requirement of this section Section by doing any one of the following: Translating the material into the IndividualEnrollee's or Potential Enrollee’s preferred primary reading language; . Providing the material in an audio format in the IndividualEnrollee's or Potential Enrollee’s preferred primary language; . Having an interpreter read the material to the Individual Enrollee or Potential Enrollee in the Individual’s preferred Enrollee's primary language; . Providing the material in another alternative medium or format acceptable to the IndividualEnrollee or Potential Enrollee. The Contractor shall document the IndividualEnrollee's or Potential Enrollee’s acceptance of the material in an alternative medium or format; or format in the Enrollee’s record. Providing the material in English, if the Contractor documents the IndividualEnrollee's or Potential Enrollee’s preference for receiving material in English. The Contractor shall ensure that all written information provided to Individuals Enrollees or Potential Enrollees is accurate, is not misleading, is comprehensible to its intended audience, is designed to provide the greatest degree of understanding, is written at the sixth (6th) grade reading level, and fulfills other requirements of the Contract as may be applicable to the materials. HCA may make exceptions to the sixth (6th) grade reading level when, in the sole judgment of HCA, the nature of the materials do not allow for a sixth (6th) grade reading level or the Individual’s Enrollees’ needs are better served by allowing a higher reading level. HCA approval of exceptions to the sixth (6th) grade reading level must be in writing. Educational materials about topics or other information used by the Contractor for health promotion efforts must be submitted to HCA, but do not require HCA approval as long as they do not specifically mention the Contracted ServicesGFS services provided under this Contract. Educational materials that are not developed by the Contractor or by developed under Contract with the Contractor’s Subcontractors Contractor are not required to meet the sixth (6th) grade reading level requirement and do not require HCA approval. All other written materials must have the written approval of HCA prior to use. For Individual‑specific Enrollee-specific written materials, the Contractor may use templates that have been pre‑approved pre-approved in writing by HCA. The Contractor must provide HCA with a copy of all approved materials in final form. SERVICE AREA AND INDIVIDUAL ELIGIBILITY Service Areas The Contractor’s policies and procedures related to eligibility enrollment shall ensure compliance with the requirements described in this section Section. The Contractor's RSAs are described identified in Exhibit LF, Regional Service Area Matrix. Service Area Changes The Contractor must offer services to all Individuals within the boundaries of the RSA covered by this Contract. The Contractor may not decrease its service areas or its level of participation in any service area except during Contract renewal. If the U.S. Postal Service alters the zip code numbers or zip code boundaries within the Contractor’s RSA, HCA shall alter the service area zip code numbers or the boundaries of the service areas with input from the Contractor. HCA shall determine, in its sole judgment, which zip codes fall within each service area. HCA will use the Individual’s residential zip code to determine whether an Individual resides within a service areaArea.