2BCDI

About Business PracticesRID does not dictate or restrict business practices. It does however, expect interpreters to conductbusiness in a manner consistent with the NAD-RID Code of Professional Conduct.1 There are regionaldifferences in billing practices for interpreting services. These differences may be due to individualstate, county and federal laws or may be different due to the supply and demand of professionalinterpreters2 in the area. This SPP is offered as a guide to assist you in understanding potential billingpractices in the procurement of interpreting services.Under the Americans with Disabilities Act,3 which was enacted in 1990, most organizations andemployers are to take steps that may be necessary to ensure that no individual with a disability isexcluded, denied services, segregated or otherwise treated differently than other individuals due to theabsence of auxiliary aids and services. Auxiliary aids and services include a wide range of servicesand devices that promote effective communication. Examples of auxiliary aids and services for individualswho are deaf or hard of hearing include qualified interpreters, note takers, computer-aided transcriptionservices, written materials, telephone handset amplifiers, assistive listening systems, telephonescompatible with hearing aids, closed caption decoders, open and closed captioning, telecommunicationsdevices for deaf persons (TDDs), videotext displays and exchange of written notes.Auxiliary aids and services are necessary to ensure equal access to the goods, services, facilities, privilegesor accommodations that it offers, unless an undue burden or a fundamental alteration wouldresult.In other words, when interpreting services are necessary, it is customarily the responsibility of the serviceprovider (e.g. attorney, physician, hospital, state agency, educational institution, court) or employerto secure and pay for these services.Hiring an InterpreterCommunity based interpreters fall into two broad categories: independent contractor or employee.Interpreters who work as an independent contractor are self-employed. These individuals are responsiblefor all aspects of operating their own business such as scheduling, billing, collections, liabilityinsurance, taxes and other business expenses. Interpreters who work as employees may be employedby a service provider either full- or part-time. Additionally, these individuals may work exclusively ornon-exclusively with their employer(s). Typically, all business aspects are handled by the employer.STANDARD PRACTICE PAPERRegardless of whether an interpreter is hired as an independent contractor or through a serviceprovider, expect to receive preliminary paperwork in order to establish a business agreement explicitlystating the terms of service, fees and policy and procedure information. This agreement can includeinformation such as:Rates:Rates for service are structured in a wide variety of ways. Most common are hourly ordaily rates per interpreter. Some providers assess a minimum fee regardless of the scheduledtime while others may include a percentage or additional fee to cover the cost ofdoing business. To ensure the integrity and accuracy of the interpreted message and toprotect the occupational safety of interpreters, some assignments may require a team4 oftwo or more interpreters. Fee structures may also include differential rates for holidays,evenings, weekends or shifts. Assignments requiring specialty interpreting5,6 skills mayalso be charged at a higher rate. When circumstances require the interpreter to makespecial preparations in advance of the actual interpreting task, the interpreter and hiringparty agree, in advance, regarding compensation for that preparation time. With the useof video conferencing technology, interpreting services can be sold by the minute.Travel Fees:Interpreters or service providers may require compensation based on mileage while otherscharge for the travel time at their hourly interpreting rate. Travel fees may includeparking, cab fare and tolls. Additional fees for travel, lodging and per diem may beincurred when scheduling services that require overnight stays or out of town work.Cancellation:Cancellation deadlines may vary from twenty-four hours to two weeks, depending on thecancellation policy of the interpreter or service provider. When the assignment requiresless time than scheduled or the assignment is cancelled upon arrival, the charges aregenerally for the amount of time originally requested.Information Needed to Make a RequestAs part of the business agreement with an interpreter or service provider, you will need to provide thefollowing information: Services requestors’ name, telephone number, email address and the agency/organizationrequesting services. Date, time and the duration of the appointment. Location of assignment (address, directions, floor, building #, etc.). Nature and format of the meeting (i.e. medical appointment, lecture, staff meeting,therapy session, etc.) Names of deaf participants and hearing participants, if pertinent. Name of onsite contact person. Materials pertaining to a given assignment as needed (agenda and/or presentationmaterials).RID believes that when interpreters and service providers conduct themselves in a professional manner,all parties gain a clear understanding of interpreting business practices.