Using Healthcare Translation Services: 5 Tips for Facilities

More than 25 million people living in the U.S. have limited English proficiency (LEP). As patients, they often rely on healthcare translation services to help them navigate complex care systems. These clinical translators, acting as bridges for written communication, provide crucial therapeutic content about diagnoses, treatment, and care plans in a language that patients can understand. By closing communication gaps, medical translation services help facilities strengthen patient engagement, safety, and outcomes.

While there are many available translation services for healthcare providers, effective implementation (and use) of their translated material is key to preventing miscommunication and reducing the risk for unintentional noncompliance.

In this article, we’ll explain why it’s so important to — especially in healthcare — translate patient education materials into direct, plain speech that’s tailored to the language needs of each patient. Extending these communication practices to clinical signage, pamphlets, and take-home instructions not only protects patient safety, but also improves cultural competence, leading to better overall patient experiences and outcomes.

Healthcare Translation Services vs. Interpreter Services

Healthcare translators, or medical translators, specialize in converting written medical content from one language to another. This includes patient-facing documents such as consent forms, discharge instructions, educational pamphlets, websites, and prescriptions.

Formally translating these materials ensures that clinicians never have to question at the last minute how to translate medical documents, resorting to potentially inaccurate (and therefore, unsafe) medical translation apps. This also ensures that all patients, regardless of what language they speak, have meaningful access to vital information about their care.

Alternatively, healthcare interpreters facilitate real-time verbal communication between practitioners and patients. They’re the professionals found at the bedside, relaying the clinician’s talking points regarding diagnoses, procedural updates, medical interventions, and patient education. Healthcare interpretation and translation collaboration often occur passively, with the interpreter offering translated materials to reinforce treatment protocols and standards.

Healthcare Translation Services FAQ

Now that you’ve gotten an overview of how translation in healthcare differs from interpretation, you may still have some questions about implementing these services at your facility. Below, we’ll answer additional FAQs to help you strengthen your practices around translation services for healthcare use.

How does medical translation work?

Facilities that need help translating medical documents often contract these services from a third-party company. A good language service provider will follow a rigorous and systematic process, which generally entails:

• Thoroughly reviewing and researching the content that requires translation.
• Editing and converting information into the target language word for word.
• Consulting with subject matter experts to ensure accuracy of the translated content.

What are the benefits of translation services in healthcare?

Translation in healthcare is essential for minimizing communication barriers and preventing negative health outcomes that patients with LEP are often at increased risk for. When patients receive information in their own language, they can better understand and engage in care decisions. This also minimizes medical errors and improves overall care efficiency.

Who needs medical translation?

Any patient who doesn’t speak the same language as their provider should be offered communication assistance, whether through outpatient or hospital translation services. The Civil Rights Act of 1964 prohibits individuals from being denied services based on the language that they speak. So, facilities receiving federal funding may also be legally required to translate documents for their patients.

What do medical translation services cost?

The cost of these services will vary by company and the complexity of the content that needs to be translated. But, on average, companies that specialize in translation services for healthcare typically charge between $0.12 and $0.40 per word.

5 Tips for Using Healthcare Translation Services

Whether you’re preparing to use ambulatory or hospital translation services, you may be wondering how to make the most of these healthcare (translated) materials. Here are five tips to help both you and your patients gain the maximum benefit from this specialty service.

1. Consider Your Patients’ Translation Needs

Before contracting any language services, you’ll need to figure out what you’re looking for. Carefully evaluate the translation needs of your community and consider your patient demographics. This will allow you to identify what types of services or languages you want to prioritize.

Healthcare translating services can get expensive. So, if a company isn’t proficient in the languages that most of your patients understand, they’re not going to be worth the cost. You’ll also want to ensure that translations reflect the health literacy level of your patient base.

2. Choose a Reputable Language Service Provider

After you’ve defined what you’re looking for, you’ll need to research and vet reputable service providers. Medical translation can be complex, requiring both subject matter expertise and bilingual proficiency. Some companies offer translations in a wide range of languages, but they may not have the healthcare expertise needed to translate terminology accurately.

For more guidance, you can refer to the Department of Justice’s comprehensive tool designed to help with the selection of language access providers. You can also browse and compare a list of healthcare translation services on the Martech Health Directory.

3. Ensure Translation Is HIPAA Compliant

Translation in healthcare often involves handling sensitive patient information, so HIPAA compliance should be made a priority. Be prepared to enter a business associate agreement with any companies you’re partnering with. This will ensure that these companies uphold all HIPAA standards and commit to protecting the privacy and confidentiality of your patients.

4. Centralize Your Medical Translation Requests

Your facility should also implement an organized system for centralizing translation requests. Consider creating an internal department where all language services are managed by a dedicated team. The duties of these staff members will vary by facility, but they should generally be responsible for:

• Overseeing all translation/interpretation services needed at your facility.
• Coordinating with external language providers and third-party companies.
• Allocating resources and managing budgets for language services.
• Storing and updating non-sensitive documents (e.g., educational pamphlets) that have already been translated into different languages.

5. Hire and Train In-House Staff on Translation Standards

While third-party companies will handle most of the translation work, you may also need to hire internal staff to supplement these language services. For example, an in-house interpreter can be beneficial when patients need urgent clarification on medical forms. A bilingual healthcare provider can also help verify the accuracy of documents before they’re given to patients.

Additionally, your bedside staff should be trained on healthcare translation standards and protocols, like when and how to make medical translation requests. If patients are having trouble understanding documents, clinical staff should also know who to contact or how to get in touch with the translation department for further assistance.

Discover More Ways to Build an Inclusive Environment

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