Healthcare Translation for Providers and Health Plans
Translation of patient-facing materials for hospitals, clinics and health plans, following Section 1557, Medicare Advantage and ACA language rules.
The short answer
Health programs that receive federal funds must post a notice of free language help in at least the 15 languages most spoken by people with limited English in their state (45 CFR 92.11) and give meaningful access, with human review of machine translation for critical text (45 CFR 92.201). Medicare Advantage plans translate required materials into any language spoken by 5% of a service area (42 CFR 422.2267).
Rules that apply
Each rule links to its source. Checked 4 November 2026. Rules change, so confirm with the office that will receive your documents.
| Rule | Source |
|---|---|
| Covered entities must provide a notice of availability of language assistance in English and at least the 15 languages most common among people with limited English proficiency in the relevant state or states. | 45 CFR 92.11 |
| Covered entities must take reasonable steps to provide meaningful access; critical machine-translated text must be reviewed by a qualified human translator. | 45 CFR 92.201 |
| Medicare Advantage organizations must translate required materials into any non-English language that is the primary language of at least 5% of individuals in a plan benefit package service area. | 42 CFR 422.2267(a)(2) |
| Group health plans and issuers must provide claims and appeals notices in a culturally and linguistically appropriate manner, including in a non-English language where 10% or more of the county population is literate only in it. | 45 CFR 147.136(e) |
| Executive Order 14224 (March 2025) revoked Executive Order 13166 on federal language access; it did not repeal the Section 1557 regulations or Title VI. | Executive Order 14224, 90 FR 11363 |
What providers and plans translate
The documents that matter most are the ones that affect a patient's care, rights or money: consent forms, discharge and medication instructions, the notice of language help, notices of privacy practices, financial assistance and billing letters, and, for health plans, denials and appeal notices. These are what regulators mean by "vital" or "critical" documents, and they are where errors cause harm.
Which languages
The Section 1557 notice must cover at least the top 15 languages of people with limited English in your state, based on Census data. For New Jersey providers, Spanish is far ahead, and the list also includes Chinese, Korean, Portuguese, Gujarati, Arabic, Tagalog and others; check the current Census American Community Survey tables rather than an old list. Medicare Advantage uses a different trigger, 5% of a plan's service area, and the ACA appeals rule uses 10% of a county. A provider can be subject to all three, with three different language lists.
Machine translation and human review
The 2024 Section 1557 rule allows machine translation but requires a qualified human translator to review it when the text is critical to a patient's rights, benefits or access, or when accuracy is essential. In practice that covers almost every document on the list above. We review and correct machine output as a priced service, but where the draft is poor it is faster and cheaper to translate from scratch, and we will tell you which it is.
Plain language in every version
A translated consent form is only as clear as the English it came from. Before translating, we flag sentences that will not survive, such as long conditionals and US-specific references, and suggest a plainer English source. Reading level is kept the same across languages: a leaflet written for a sixth-grade reader in English should not become a legal text in Spanish.
Policy changed, obligations largely did not
In 2025 the federal government designated English as the official language and withdrew some language-access guidance. The Section 1557 regulations, Medicare Advantage rules, ACA appeals rule and Title VI remain in force as of the date checked above; follow HHS and CMS for changes.
What we don't do
We translate documents; we do not provide medical interpreters for appointments or phone lines, and we do not decide which of your documents are "vital". Your compliance team decides that; we translate what it lists.
Documents we translate for this
Medical Records translation
Certified translation of medical records, vaccination records and reports for treatment, immigration medicals and insurance claims.
Vaccination Record translation
Certified translation of foreign vaccination and immunization records for the USCIS medical exam (Form I-693), schools and universities, with every dose date …
Price
$39 for the first page (up to 250 words) into English, $49 into any other language, then $0.116 per additional word. Each file is priced on its own. The signed certificate of accuracy is included.
Full pricingTurnaround
24 hours standard for most documents. Expedited service is +50% for 6–8 hours and +100% for 1–3 hours. Large files are quoted with a delivery date before you pay.
Questions
Which languages must a New Jersey provider's Section 1557 notice cover?
At least the 15 most common languages of people with limited English in New Jersey, from Census data. HHS publishes sample notices; check the current list.
Can we use machine translation for patient letters?
For critical content, only with review by a qualified human translator (45 CFR 92.201(c)(3)). We can review machine drafts or translate from scratch.
Do you translate notices of privacy practices?
Yes. We keep the HIPAA-required headings and statements in the order of the English version so the translated notice remains complete.
Related
Prepared by Global Certified Translations, Edgewater, NJ. Translations are signed by a State Court Certified Translator. This page explains translation requirements; it is not legal advice.
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