Revised 2-1-98

INSTRUCTIONS TO STAFF 340:1-11-6

1. The methods of disseminating policy include:

• (1) written notice on all application and admission forms;
• (2) a nondiscrimination statement on all invoices, financial transaction forms, contracts and agreements, business communications and other related forms;
• (3) a statement in all brochures and pamphlets distributed to beneficiaries, applicants, and the public on the Department's policy of nondiscrimination. Press releases also include a statement regarding non-discrimination;
• (4) official posters for distribution to vendors and recipients to be placed in prominent public places. Official posters are also placed in DHS facilities such as hospitals or rehabilitation centers;
• (5) information to the general public on its right to file complaints, and of the address of U.S. Department of Health and Human Services, Office For Civil Rights, Dallas, TX 75202 to which complaints are sent. The mailing address is made available, but may be omitted from the poster as long as the address is provided in some other format, such as on the complaint form or handout;
• (6) in areas where the client population served by a program is 5% or more non-English speaking, printed material, such as application forms, questionnaires, payment information, and patient rights handbooks, in the respective language, must be provided; and
• (7) appropriate auxiliary aids, where necessary, to afford persons with impaired sensory, manual, or speaking skills an equal opportunity to learn of Department policies or to benefit from its programs or services.