How the CMS Final Rule 2025 Impacts Accessibility for Health Plans

Accessibility in healthcare communication is about more than compliance—it's about empowering people to make informed decisions about their health. When people can access their health information in formats they understand, they are better equipped to make decisions that positively impact their health outcomes. 

The Centers for Medicare & Medicaid Services (CMS) has established guidelines to ensure health plan information is accessible to everyone, including those with disabilities who have difficulty accessing information through traditional printed materials. The recently updated CMS Final Rule for 2025 is designed to ensure that individuals with disabilities can access their plan information in formats that meet their needs.

Details on the CMS Final Rule for 2025

Last year, CMS updated its guidelines for accessibility, emphasizing the importance of timely communication. Under the new regulations, effective January 1, 2025, health plans must not only provide information in accessible formats but also return requested materials to members within days, not weeks. This change highlights the urgency of enabling all members to make well-informed decisions promptly.

The CMS Final Rule includes offering documents in:

• Braille for individuals who are blind or visually impaired. 
• Large print for members with low vision. 
• Audio formats for those who prefer listening to the information. 
• Speech-to-text formats for individuals who use assistive technologies to access digital content.

Challenges and Considerations for Health Plans

Meeting these updated requirements presents two major challenges for health plans:

• Identifying Members' Needs: Health plans must implement efficient systems to quickly identify which members need alternative formats. This may involve enhancing member records and communication preferences while ensuring that privacy and data security are maintained. 
• Timely Delivery of Materials: The tight turnaround time mandated by the new rule means health plans need to streamline their processes for creating and distributing accessible materials. This includes leveraging technology, improving internal workflows, and possibly partnering with specialized service providers.

Innovative Solutions from TransPerfect

To address these challenges, TransPerfect’s Healthcare Practice Group has spent the last several months developing proprietary AI solutions for accessibility services. These solutions enable members to receive audio, large print, 508-compliant versions, and other text-to-speech materials in the same time frame as standard translation services. Plans can also initiate an alternative format request just as they would a translation request, and we can deliver the alternative format directly to the member. 

Key features of these AI solutions include:

• Seamless Integration: Health plans can initiate and manage requests for alternative formats just as they would for standard translation services, ensuring a hassle-free process. 
• Rapid Turnaround: The AI-driven approach ensures that materials are processed and delivered to members within the mandated timeframe, without compromising quality. 
• Direct Delivery: The system can deliver alternative format materials directly to members, ensuring timely receipt and improved member satisfaction. 

These innovations not only help health plans comply with the new regulations but also enhance the overall member experience by ensuring that all individuals can access and understand their medical benefits.

Future of Accessibility in Healthcare

Looking ahead, the healthcare industry is likely to see even more advancements and regulations aimed at promoting accessibility. Future trends may include: 

• Increased Use of Technology: AI and machine learning will continue to play a significant role in making healthcare information more accessible. 
• Personalization: Health plans may leverage data analytics to provide even more personalized communication options for their members. 
• Broadening Accessibility Standards: Regulations may expand to cover new areas of accessibility as technologies and societal understanding evolve. 

By staying ahead of these trends, health plans can ensure they are not only compliant but also leaders in providing inclusive healthcare communication.

Conclusion 

The new CMS accessibility guidelines present both challenges and opportunities for health plans. By leveraging innovative solutions, health plans can ensure compliance, provide optimal member experiences, and uphold their commitment to inclusivity while empowering members to make the best-informed decisions about their health. TransPerfect remains committed to investing in tools, training, and resources to help our healthcare clients make their materials accessible to all members. 

To learn more about TransPerfect’s accessibility solutions, please contact us at healthcareinnovation@transperfect.com.