Frequently Asked Questions

Welcome to DSHS Services and Enterprise Support Administration's Frequently Asked Questions! Below you may search by topics such as information for bidders and question about our Language Testing and Certification Program, and Background Checks.

How are my Continuing Education (CE) credits being tracked?

One DSHS-approved continuing education activities will count toward all your certificates/authorizations.

Example: You have a social services interpreter certificate, medical interpreter certificate, and a translator certificate. You only need to accumulate 20 credits in a 4 year period, not 60 credits.

In-Person Activities:

There is a sign-in/out sheet that is provided to the host of the approved DSHS CE activity for use the day of the activity. This sign-in/out sheet will be used to allot credits to your files. Make sure to write down ALL your alphanumeric certificate/authorization numbers so the activity is added to all your certificates/authorizations.

Online Activities:

Send an email to LTC with the certificate that you receive upon completion of the approved DSHS online CE activities. Include the approval number, found under the List of DSHS Approved CE Activities. Make sure to include ALL your alphanumeric certificate/authorization numbers in the body of the email so the activity is added to all your certificates/authorizations.

Why are these certificate numbers so important?

Each certification number represents a record in one of the six databases that we work out of. If you have multiple authorizations/certifications, we won't know, because these databases don't "talk" to each other. Without knowing your record number in each database, we don’t have any other way to verify that we are allotting the credits to the correct file. The six databases are:
- Employee Certified (ex: EC1234. Employees do not need to report CE)
- Social Service Authorized (ex: SA1234)
- Social Service Certified (ex: SC1234)
- Medical Authorized (ex: MA1234)
- Medical Certified (ex: MC1234)
- Translator Certified (ex: TC1234)

How do you define a certified/authorized interpreter?

A certified/authorized interpreter is a person who has passed the required DSHS interpreter examination, or has passed the interpreter examination offered by the Washington State Office of the Administrator for the Courts or the Federal Courts, AND has completed the DSHS required orientation and professional ethics training.

I misplaced my certificate or authorization letter. Can I request a replacement?

You may send your request to us in writing or via e-mail with the following information: your full name, last four of your social security number, language, current mailing address and phone number. Please indicate certificate (medical, social service, or translator) or authorization (medical, social) type.

What is the schedule for a procurement?

The schedule for each procurement is located in the solicitation document. DSHS reserves the right to revise the schedule and will post notice of any such changes on WEBS and on the DSHS web site by issuing an amendment.

Who can use Invoice Express?

Payees who are authorized for SSPS invoiced services, and
Payees whose invoice is dated within the last six months (see date in upper right hand corner of invoice)

Submit your SSPS invoice for payment or inquire about a submitted invoice

The Invoice Express toll free number is 1-888-461-8855, and is printed at the top of every SSPS invoice.

An operator is available during normal business hours if the caller has problems, however SSPS staff cannot submit your invoice information for you.

Features:

Callers may choose either English or Spanish voice prompts.
Callers may choose to complete an entire invoice, or to complete selected pages of their invoice.
Callers may choose to check on the status of an invoice.
Callers may use the toll free line any time of day or night.

Helpful Information about Invoice Express

View the Invoice Express Brochure (DSHS 22-369 PDF)

What is an Interim Fingerprint Check Notification?

The Interim Fingerprint Check Notification is a preliminary notification in the Fingerprint-based background check process. The Interim Fingerprint Check Notification is provided once a Washington State Name and Date of Birth Check is completed prior to the applicant being fingerprinted. Based on the Interim Fingerprint Check Notification results, take the appropriate action. If the Applicant/Employee is NOT disqualified and you wish to complete the fingerprint-based check, the applicant MUST schedule the fingerprinting appointment as soon as possible after receiving the Interim Fingerprint Check Notification. The Interim is NOT the final Fingerprint Result Notification.

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How do you define a certified translator?

A certified translator is a person who has passed the required DSHS written translation examination, or has passed the American Translators Association written translation examination, AND has completed the DSHS required orientation and professional ethics training.

What policies apply to the DSHS language testing and certification process?

All policies applying to testing and certification are included in the Examination Manual. The same policies can also be found in the Washington Administrative Code (WAC 388-03). You can find the answer to your specific question in either document.

Who do I contact with questions?

Upon release of any solicitation document, all communications concerning the procurement must be directed only to the coordinator identified in the solicitation document. Any communication directed to DSHS staff other than the coordinator may result in disqualification.

Any oral communications will be considered unofficial and non-binding to DSHS. Bidders should rely only on written statements issued by the coordinator.

All questions should be in writing to the coordinator and may be sent through fax, U.S. mail or email. Questions will be accepted until the date set forth in the solicitation document schedule.

Questions and Answers will be in the form of an amendment to the solicitation document.

How does Invoice Express work?

Invoice Express is a way to submit an invoice using a touch-tone phone.
Several days of processing time are saved when you use Invoice Express.
For each line of your invoice, use your telephone number pad to report units of service provided.
You must mail in your invoice if you need to lower your rate. Invoice Express does not allow rate changes by telephone.
The information you enter goes into the main computer in Olympia at 4:30 PM each business day.
You can enter your invoice by telephone at any time of the day or night, seven days per week.
Do not worry about having your invoice returned because of errors. You can correct errors on the spot.
No problems with double entry: Once your claimed services have been put into SSPS either by mail or telephone, Invoice Express will not allow entry of an invoice a second time.

Submit your SSPS invoice for payment or inquire about a submitted invoice

The Invoice Express toll free number is 1-888-461-8855, and is printed at the top of every SSPS invoice.

An operator is available during normal business hours if the caller has problems, however SSPS staff cannot submit your invoice information for you.

Features:

Callers may choose either English or Spanish voice prompts.
Callers may choose to complete an entire invoice, or to complete selected pages of their invoice.
Callers may choose to check on the status of an invoice.
Callers may use the toll free line any time of day or night.

Helpful Information about Invoice Express

View the Invoice Express Brochure (DSHS 22-369 PDF)

Can I schedule my fingerprint appointment for the same day that I call to schedule my appointment?

No. Same day appointments are not available. Your personal information must be sent to IDEMIA (formerly MorphoTrust) for validation before you can schedule an appointment. This information is sent nightly.

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How do I register for a test?

For DSHS bilingual staff, please call 360-664-6038 to schedule your test. You should learn more about what kind of tests are available, what kind of questions are in the test, and other test-related information before you register for a test. Detailed test-related information and registration policies are included in the Examination Manual. Once you know what tests you need to register for, please follow the steps in the how to schedule a test online. For step-by-step guides, please refer to the following : Written Test Scheduling Guide / Oral Test Scheduling Guide / Translator Test Scheduling Guide.

How do I get interpreting and translation work once I am certified or authorized?

Once you are assigned a certificate number or authorization number in your score report letter, you are considered a certified or authorized interpreter or translator. DSHS does not employ interpreters and translators directly. Instead, we contract with external agencies to provide language services to our clients. If you are looking for work as an interpreter or translator, you need to contact the DSHS contracted agencies to start the process. Find a spoken language service provider.

How do I submit my completed proposal?

For general instructions on proposal delivery please see Proposal Delivery Methods. The proposal is to be sent to the coordinator in accordance with the delivery instructions specified in the solicitation document.

You should allow sufficient delivery time to ensure timely receipt by the coordinator. You assume the risk for the method of delivery and for any delay in the mailing or delivery of your proposal.

Proposals must be prepared and submitted no later than the proposal submission date and time specified in the particular solicitation document. DSHS reserves the right to disqualify any proposal and withdraw it from consideration if it is received after the proposal submission deadline. All proposals and any accompanying documentation become the property of DSHS and will not be returned.

What should I do with my paper invoice?

Fill out the invoice before you call Invoice Express. Use it to help you report the units of service provided.
Do not mail in your invoice. Keep it for your records in case of audit.

Submit your SSPS invoice for payment or inquire about a submitted invoice

The Invoice Express toll free number is 1-888-461-8855, and is printed at the top of every SSPS invoice.

An operator is available during normal business hours if the caller has problems, however SSPS staff cannot submit your invoice information for you.

Features:

Callers may choose either English or Spanish voice prompts.
Callers may choose to complete an entire invoice, or to complete selected pages of their invoice.
Callers may choose to check on the status of an invoice.
Callers may use the toll free line any time of day or night.

Helpful Information about Invoice Express

View the Invoice Express Brochure (DSHS 22-369 PDF)

How long will my fingerprint appointment take?

Appointments take about 15 minutes and must be scheduled in advance. Online appointment scheduling is available at https://www.identogo.com/. You must be on time for your appointment. If you walk in without an appointment or show up late to your appointment, you will not be printed. Some of the fingerprinting sites do not allow children to be in the printing facility. Please call IDEMIA (formerly MorphoTrust) for more information: 1.888.771.5097.

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Can I submit my test application online?

Yes. To register for a test, please follow the steps in the how to schedule a test online. For step-by-step guides, use the following: Written Test Guide/ Translator Test Guide/ Oral Test Guide.

I have a contract with a language agency to serve DSHS. What should I do if I rarely or never get any interpreting assignment?

You should contact the agency you contract with.

May I submit my proposal via email?

Check the particular solicitation document for instructions on submitting your proposal.

How to use Invoice Express

Complete your paper invoice and obtain required signatures before you call. Refer to it during your call to Invoice Express. LISTEN CAREFULLY! If you have trouble you can hang up at any time before pressing the star key and the invoice will not process so that you can try again later.
Use a touch tone phone to contact Invoice Express using the toll free number printed at the top of the invoice.
You will first be asked if you prefer English or Spanish.
You will then be asked if you want to: 1) complete an invoice; or 2) check on processing. Choose 1 to complete an invoice.
The first question to answer when calling is whether your invoice is Regular or Supplemental (look in the upper left corner).
(1) for Regular
(2) for Supplemental
You will be asked to use the numbers on your telephone to enter the first 3 digits and then the 6 digits after the letter and dash of your invoice number.
To make sure no other person can get to your invoice by telephone, you will be asked to enter the payee number.
If your invoice has more than 1 page, you will be asked to enter the page number you wish to submit.
Invoice Express will read the last 4 digits of your reference number, so that you will know which line you are on.
Enter the number of units provided (Enter 0 when no services were rendered).
Invoice Express will read to you the type of service unit. In the case of months (MON) you will be able to report either a full month, or a partial month, by reporting the number of days served (DA).
When you are asked to enter the units, use the numbers on your telephone number pad.
After entering all data, wait until the phone voice says "Press the star key now." After you press the star key, you will hear the phone voice say, "You have successfully completed your page/invoice." This means your page/invoice has been successfully submitted and will be sent for processing . If you hang up too soon, your invoice will not be paid! You will then need to call Invoice Express and try again.
You will be asked if you'd like to enter another invoice, or, if your invoice has multiple pages, you will be asked if you wish to enter another page.

Submit your SSPS invoice for payment or inquire about a submitted invoice

The Invoice Express toll free number is 1-888-461-8855, and is printed at the top of every SSPS invoice.

An operator is available during normal business hours if the caller has problems, however SSPS staff cannot submit your invoice information for you.

Features:

Callers may choose either English or Spanish voice prompts.
Callers may choose to complete an entire invoice, or to complete selected pages of their invoice.
Callers may choose to check on the status of an invoice.
Callers may use the toll free line any time of day or night.

Helpful Information about Invoice Express

View the Invoice Express Brochure (DSHS 22-369 PDF)