Medical & Healthcare Translation Services

Professional Medical Translation Services for Healthcare Organizations

Medical translation requires more than replacing words in one language with words in another. Healthcare documents frequently contain specialized terminology, abbreviations, instructions, diagnoses, benefit information, regulatory language, and other information that must be understood accurately by the intended reader.

NLC Translations works with healthcare organizations on both individual projects and ongoing translation needs. Our clients include hospitals, medical practices, health plans, clinics, healthcare companies, medical device organizations, and other organizations communicating with multilingual patients, members, employees, or healthcare professionals.

Our standard quality process includes translation, independent editing and review, followed by final quality assurance before delivery.

We can also support projects requiring formatting, desktop publishing, multilingual document production, certification, or back translation when appropriate.

Healthcare Documents We Translate

Healthcare organizations produce a wide range of patient-facing, member-facing, clinical, administrative, and regulatory documents. NLC can translate materials including:

• Patient intake forms and questionnaires
• Informed consent forms
• Medical records
• Immunization and vaccination records
• Discharge instructions
• Treatment instructions
• Patient education materials
• Healthcare notices and letters
• Grievance and appeals correspondence
• Evidence of Coverage documents
• Summary of Benefits and Coverage documents
• Annual Notices of Change
• Provider and member directories
• Health plan communications
• Case report forms
• Patient-reported outcome materials
• Clinical study protocols
• Clinical outcome assessments
• Safety and adverse-event reports
• Medical device documentation
• Healthcare brochures and marketing materials
• Policies, handbooks, and internal healthcare documents

Have a document that is not listed? Send it to us for review. Healthcare translation requirements vary considerably depending on the document, intended audience, language, formatting, and final use.

Healthcare Translation for Hospitals, Clinics and Health Centers

Hospitals, physician practices, community health centers, FQHCs, behavioral health organizations, dental practices, and other healthcare providers regularly communicate important information to patients whose primary language is not English.

NLC helps healthcare organizations translate patient-facing materials into the languages needed by the communities they serve.

Projects may include registration materials, consent forms, patient instructions, policies, appointment information, discharge information, educational materials, notices, signage, and other important communications.

For organizations with recurring needs, we can also help establish a practical translation workflow so new or revised documents can be submitted, translated, reviewed, and returned consistently.

Language Access and Vital Healthcare Documents

Healthcare organizations should determine which written materials are particularly important for patients and members with limited English proficiency.

Federal language-access guidance describes certain materials as “vital documents” when they affect an individual’s access to programs, services, benefits, rights, or important healthcare information. Depending on the organization and situation, these may include consent forms, applications, complaint forms, intake documents, eligibility notices, and other communications requiring an individual to understand or respond to important information.

Translation needs vary by organization, population, program, and applicable requirements. NLC Translations can assist healthcare organizations with the translation component of a broader language-access program.

Organizations should consult their compliance or legal professionals when determining their specific regulatory obligations.

Health Insurance Translation Services

NLC has experience translating detailed healthcare insurance and member communications.

Health plan documents can combine medical terminology with financial, legal, regulatory, and benefits terminology, making consistency particularly important.

Common healthcare insurance documents include:

Evidence of Coverage
An Evidence of Coverage document explains a health plan’s benefits, costs, eligibility requirements, coverage limitations, procedures, and other important information for members.

Summary of Benefits and Coverage
A Summary of Benefits and Coverage helps consumers understand and compare health plan benefits and costs.

Annual Notice of Change
An Annual Notice of Change explains changes that will apply to a health plan during the upcoming plan year, which may include costs, coverage, service areas, pharmacy benefits, or other plan provisions.

We also translate member letters, grievance and appeal notices, provider information, directories, plan communications, and other health insurance materials.

Medical Records Translation Services

NLC provides professional translation of medical records for organizations and individuals.

Documents may include:

• Physician reports
• Hospital records
• Laboratory reports
• Diagnostic reports
• Treatment histories
• Immunization records
• Prescription information
• Medical evaluations
• Surgical records
• Insurance-related medical documentation

Individuals sometimes require translated medical records when receiving treatment internationally, submitting information to an insurance company, relocating between countries, or providing records to another healthcare provider.

Certified translations can also be provided when required by the receiving organization.

Clinical Research and Clinical Trial Translation

Clinical research materials often require careful terminology management and consistent translation across multiple documents.

NLC can assist with the translation of study protocols, informed consent forms, case report forms, patient questionnaires, clinical outcome assessments, safety documentation, adverse-event materials, patient-facing information, and related clinical research content.

For multilingual projects, terminology and formatting can be coordinated across languages to improve consistency throughout the project.

Medical Device Translation Services

Medical device companies operating across international markets may need technical, regulatory, instructional, training, marketing, and user-facing materials translated into multiple languages.

NLC works with technical healthcare content while maintaining terminology consistency and the structure of the original material whenever practical.

Depending on the project, translations may include instructions, product information, labeling-related content, training materials, software strings, manuals, safety information, marketing materials, and supporting documentation.