What needs to be translated?
We are not required to translate every single document that may be available to the patient or family, or that at staff person thinks may be useful. The only documents that need translation are:

1. Operation or procedure consent forms*
2. Discharge instructions
3. HIPAA Medical Privacy documents (already translated into Spanish)
4. Prescription information
5. Notification of some laboratory or procedure results
6. Notification of some business office/admission information
7. Patient financial guidelines (already translated into Spanish)

*These are often translated orally in the presence of staff/patient.

What kind of document is it?
There are various types of documents, that may include:

1. Unique document prepared for a specific patient, that may or may not be used again.
2. Document used for all patients, that may be used frequently, infrequently, or rarely; these may be templates, form letters, etc. created by UI Hospitals and Clinics staff.
3. Documents created elsewhere, but utilized by UI Hospitals and Clinics staff.
4. Documents given to the patient by persons not associated with UI Hospitals and Clinics.

What other assessment do we need to do?

1. Literacy: Whether we need to translate a document or not, it's important to make sure that the patient can read the target language; some patients may not be able to read their own native language; verify with patient or family.
2. Level of difficulty: Sometimes a staff person may think that it's a good idea to give the patient/family documents that are written in a scientific/medical/technical style; such documents may include patient records, clinical summaries, and other documents that are really intended to be read by other professionals. Alert UI Hospitals and Clinics staff, and find out if a more accessible document exists or can be drafted by them.

What strategies can I use?

1. Determine if the document needs to be translated (as per above guidelines).
2. Determine if the document already exists; if it does, make sure the existing version is still being used.
3. Check written translation files (Interpreting Office) or translation folder in office computer.
4. If the document needs to be translated, submit it to Intepreting Staff for translation.
5. If the document does not need to be translated but it's important for the patient to have some written information, do a Google search for similar information available on the internet. Show the information to UI Hospitals and Clinics staff, and they can determine if the material is appropriate.

Translation of documents

1. Whenever possible, ask UI Hospitals and Clinics staff to send the document to be translated in a Microsoft Word file via electronic mail. This is more efficient, and will also insure that the translated document will be in the same format as the original.
2. Translations are processed by order of priority or on a first-come/first-served basis.
3. They will be returned as soon as possible, although at times there may be some delay due to translation load.
4. Although we keep copies of translated documents for a short time (with the exception of manuals, brochures, consent forms, and general use materials), each department is responsible for the filing, printing, and distribution of translated materials as needed.
5. Please, inform all staff in your department where translations are kept (creating a Translation Folder on your local shared drive is recommended).