Elevating CMS’ Commitment to Accessible Healthcare With 508 Compliance

Overview

The U.S. healthcare system is among the most complex in the world, characterized by multiple stakeholders, regulatory intricacies, varied payment models, a blend of public and private funding, and challenges related to data standardization and interoperability. At the center of efforts to address these complexities is the Centers for Medicare & Medicaid Services (CMS), which plays a crucial role in simplifying processes, enhancing healthcare quality, improving access to care, and fostering a more patient-centered and efficient healthcare system for over 100 million beneficiaries, many of whom have disabilities.

Within CMS, the Center for Medicaid and CHIP Services (CMCS) leads the formulation, coordination, integration, and implementation of national program policies and operations for Medicaid, the Children’s Health Insurance Program (CHIP), and the Basic Health Program (BHP). CMCS is responsible for producing and publishing documents and resources on the Medicaid.gov website, which beneficiaries rely on for essential guidance and access to benefits. By law, these resources must comply with Section 508 accessibility standards before they are made publicly available.

While CMS, along with its departments, including CMCS, is legally required to meet Section 508 accessibility standards, its commitment to accessibility goes beyond regulatory compliance. CMS strives to be a model employer of individuals with disabilities and is dedicated to ensuring equitable access to its programs and services, in line with Section 504 of the Rehabilitation Act of 1973. Furthermore, CMS is committed to providing an exceptional user experience for all beneficiaries, with accessibility as a foundational element.

Goal

The goal of this project was to help the Center for Medicaid and CHIP Services (CMCS) achieve Section 508 compliance for its documents, ensuring accessibility for all beneficiaries, especially those with disabilities. By leveraging automated testing tools and a user-friendly remediation process, the aim was to reduce the backlog of noncompliant documents, streamline document delivery, and create a sustainable framework for ongoing compliance, while enhancing the user experience and meeting tight deadlines.

Challenge

CMCS produces and distributes thousands of documents each year, sharing them directly with beneficiaries and posting them on CMCS-managed websites. These documents are essential in helping beneficiaries understand and utilize their benefits. Many of these materials have been in circulation for decades, creating ongoing challenges for CMCS as it strives not only to ensure 508 compliance but also to promote equal access and provide the best possible user experience, especially for those with disabilities.

As beneficiary needs grow and evolve, the requirements around document creation and sharing also continue to grow. For example, CMCS often faces stringent deadlines, often needing to deliver documents to other government agencies (such as the White House) within a mere three hours. However, with a significant backlog of noncompliant legacy documents and an increasing number of new documents requiring 508 compliance, CMCS lacked the necessary resources, processes, and expertise to fully meet its accessibility commitments.

Solutions

Building on our extensive experience in 508 compliance and remediation, Sky Solutions’ Human-Centered Design Center of Excellence (CoE) has led 508 remediation initiatives for several federal agencies. These efforts have significantly advanced the accessibility goals of these agencies, helping establish modernized processes and frameworks that ensure long-term compliance and an improved user experience.

For CMCS, Sky leveraged deep expertise in Section 508 Standards and Web Content Accessibility Guidelines (WCAG) 2.0, along with a strong understanding of Medicaid policies and processes, and a Digital-First approach to modernization and process improvement. This approach ensured successful 508 compliance remediation that met both expectations and requirements.

Sky assessed various alternative solutions from an accessibility perspective and selected Section 508 automated testing tools to deliver compliant products in a timely manner. Sky then developed a user-friendly, efficient document remediation process for CMCS, enabling easy submission and retrieval of documents. This modernized process, combined with our expertise and tools, effectively reduced the legacy document backlog. It also provided a sustainable framework, allowing CMCS to manage increasing remediation demands, adapt to tighter deadlines, and uphold CMS’ commitment to accessibility going forward.

Technologies Used

  • 508 Compliance
  • Human Centered Design
  • WCAG
  • DPA
  • Digital Transformation
  • Center of Excellence

Outcome

We successfully achieved the efficient reduction of costs and minimization of risks to federal tax information (FTI) in the possession of agency partners. The Risk Dashboard has proven to be a game-changer, providing real-time insights for decision-making. Sky Solutions’ collaborative approach has established a strategic brand for Safeguards, promoting the program internally and externally.

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