Thriving Together The Impact of Company Culture at Terra 
16/04/2024

Thriving Together: The Impact of Company Culture at Terra 

Having a strong company culture—also known as corporate culture or organizational culture—helps businesses retain the best talent, increases productivity, and improves employee happiness. Let’s explore what organizational or company culture is, why it is important to cultivate a good culture, and what benefits it can bring in the long run for organizations that prioritize it.  

What is “organizational culture” and why is it important? 

The term “organizational culture” is often discussed in business, but a clear definition is hard to pin down. It comes from social anthropology and includes the knowledge and beliefs people acquire in society. In the 1970s, this term became crucial for meeting the needs and values of workers. Today, companies value it more than physical assets, using it to shape new strategies.  

Since we spend over half our day working and interacting with colleagues, a positive organizational culture significantly impacts our well-being and satisfaction in both professional and personal aspects of life. At Terra, we focus on building a strong company culture, recognizing its importance in our success. 

Company Culture at Terra 

Being a 100% virtual company since its inception in 2000, Terra has always prioritized creating opportunities for connection and support amongst our team despite the lack of face-to-face interactions. We understand the importance of fostering a sense of companionship and collaboration, especially in a remote setting where traditional avenues for communication are often limited.  

To address these challenges, we implement various strategies such as prioritizing phone over email communication, hosting monthly company-wide meetings led by our leaders to discuss business updates and vision, team-specific monthly meetings with our CEO, and weekly check-ins within each team for progress updates. Additionally, we provide recreational spaces and flexibility to ensure a well-rounded and fulfilling work experience for our team members. 

Impact on retention 

Within each team, microcultures inevitably form, even within the broader organizational culture defined by the company’s mission and values. These microcultures develop unique values and work styles. While these microcultures need to maintain respectful and functional dynamics that align with the company’s overall objectives, it’s equally crucial to respect their individuality.  

Numerous studies demonstrate that factors beyond compensation influence an individual’s decision to remain with a company. Therefore, acknowledging and respecting the unique microcultures within teams contributes significantly to employee retention and overall organizational success.  

Thanks to these efforts, Terra currently boasts a remarkable 95% retention rate. Positive feedback from climate surveys underscores the effectiveness of our approach, demonstrating that employees continue to choose Terra not only for the supportive team environment but also for the career challenges it offers and the growth opportunities it provides for every collaborator. 

The takeaway 

Finding and training the right talent takes a lot of work and money. To retain top talent, you need to prioritize building a strong company culture that reflects shared values amongst your workforce. Doing so will help both the organization as a whole and individual team members thrive.

How to Compare Services From Different Translation Vendors
09/04/2024

How to Compare Services From Different Translation Vendors

At first glance, when comparing service providers, it may be tempting to go with the least expensive option. When it comes to choosing a translation service provider, this can often be the wrong move to make. Why? If you receive a quote for translation services that is way cheaper than that of a different provider, then something is likely off. Either they are not quoting the exact same services (translation workflows are usually unique to each client) or the people who will be working on the project aren’t as qualified and trained as you need them to be. Oftentimes the linguist doing the job is still in training, is not certified, or is not specialized in the field.

When you choose the cheapest option, there’s a high chance that the deliverables you receive won’t match what you thought you were buying. As the saying goes—you get what you pay for.

That’s not to say you have to go with the most expensive option to get the best quality, which is why it’s so important to make sure you’re comparing apples to apples. If two different vendors give you a different rate for the same language combination, you need to make sure you’re being offered the same product and only then can you benefit from going with the least expensive option.

These are some factors worth keeping in mind when comparing different translation service providers—especially if you anticipate having ongoing translation needs. Because that means the selected provider may become a long-term partner.

Communication

When getting to know different translation providers, pay attention to how your communication flows with them and what channels they use to communicate with you and your team.

Technology

You should also take note of what technology the vendor will use to work on your projects. A solid Translation Management System (TMS) and computer assisted translation tools (CAT tool) that allow for good terminology management and QA checks is a must-have.

Experience

Ask each localization provider to walk you through their work experience. Does the vendor have case studies or references they can share with you? Success stories and testimonials can also tell you a lot about the company. Experience is really important here, as one company might use non-professional translators or use very low-paying translators that don’t produce the best quality work, nor have resources in-house to check the quality of the work or use the right technology. That may explain why their prices are so low, so be very weary of vendors that offer inexpensive rates.

Workflow

What workflow does the language provider use to manage projects in a seamless fashion and what integrations do they offer to work with your company? Make sure they align with how you and your team like to work.

Project management

You want to work with a good project manager to make sure the process runs smoothly from start to finish. See if you can find out what the level of expertise the project management team that will be working on your projects has. You can also find out what time zones they are based in to make sure you can align timing wise and can facilitate ongoing dynamic interactions. It can be helpful to meet with the project manager, project management team, or translation team beforehand via a phone call or video call to help make sure you’re all on the same page about project needs and workflow.

Quality control

What quality control measures does the vendor have? Are they certified by international quality standards like ISO 9001 and 17100? Do they work with in-house reviewers and quality control specialists? These are important questions to ask to learn more about the quality control that a vendor offers.

Reputation

You want to work with a translation company that has a good reputation in the industry and amongst translators. You can look for feedback about the company in social media and online forums to make sure they are a trustworthy vendor.

Company culture

Does the company culture of the provider align with your team’s culture? When you share the same values, the provider feels like an extension of your own team.

The Takeaway

As tempting as it may be to choose the most affordable translation vendor so you can stretch your budget as far as possible, it’s important to compare the services and the experience backing those services before you make a final decision.

How Does Terra Handle Translation Projects Containing ePHI
02/04/2024

How Does Terra Handle Translation Projects Containing ePHI?

We believe that every person, regardless of their background or native language, has the right to comprehend their medical information, which may require translation services.  

When it comes to the handling of electronically Protected Health Information, the utmost care must be taken in order to adhere to HIPAA regulations regarding privacy and security measures. Here’s how the Terra team handles translation projects containing ePHI

First Things First 

Before kicking off a translation project containing ePHI, we typically have a call with the client to better understand their needs, expectations, and special considerations. If they have concerns about cybersecurity measures or want to learn more about the HIPAA-compliant team that will handle their projects, we will walk them through our training program and introduce them to the strong culture of compliance we promote. 

Receiving a Project 

Once everyone is on the same page and the client is ready to send their first project, they usually do it through a secure file transfer platform (of their preference) where they upload the files containing ePHI that require translation. Our team also receives an email from the client where the details of this project are included, such as language pair, word count, and deadline. 

Assigning the Project 

Next, we move on to assigning the project to a Terra account manager (AM) trained in HIPAA compliance. The AM opens the assignment email, analyzes the request, and downloads the files that need translation from the client’s platform to their encrypted devices. From there, they upload them to Terra’s secure storage platform. Then, the AM shares the project details with a project manager (PM) who is in charge of uploading the project to a secure translation tool, including only the vital instructions and information the translator needs to perform their job, and assigns it to a linguist selected from a list of already approved vendors.  

The linguists working on these projects are both experts in the healthcare field and are also trained in HIPAA compliance. To test their knowledge, they must pass an internal test to demonstrate their ability to properly handle the documents with the utmost care.

Translating & Editing 

When we’re ready to move on to the translating and editing stage, our trusted HIPAA-compliant linguist receives a notification about the assigned project and proceeds to translate it within the secure translation tool. The access this translator has to the project files is controlled, limited to view-only, and removed once the project is completed. 

Every person involved in the process has unique and non-transferable credentials. This helps us track everything and keep a record of the management of the project.

After the translation is performed, the next step is editing and an editor reviews the final version, making sure there are no spelling, grammar, or formatting errors.  

While the use of a CAT tool during the translation process supposes the use of a translation memory (TM) as well, our team has an established process to make sure that segments containing ePHI are not stored in the project TM

Final Delivery 

After editing steps are finalized, the project is ready and the PM in charge delivers the files to the client through the client’s secure platform. The final files are uploaded to our own secure storage platform for a set period of time in case they are needed in the near future, and after that period is over, the files are deleted.  

The Takeaway 

Terra ensures a secure and compliant ePHI translation process, prioritizing confidentiality and integrity. Clients can trust their sensitive healthcare information is safe thanks to Terra’s commitment to maintaining the highest standards in handling electronically Protected Health Information. 

Why You Shouldn’t Overlook Brazilian Portuguese in Video Game Localization
26/03/2024

Why You Shouldn’t Overlook Brazilian Portuguese in Video Game Localization 

The gaming industry’s global expansion paved the way for unique opportunities in emerging markets. Brazil, in particular, emerged as a powerhouse in the gaming world, becoming the world’s fifth-largest market in terms of player numbers and one of Latin America’s fastest-growing gaming markets. With a staggering $2.7 billion USD generated in gaming revenue in 2022, Brazil’s ranks 10th in worldwide gaming revenue. 


Let’s delve into why video game developers and publishers should carefully consider localization into Brazilian Portuguese. 

1. Unique Brazilian Player Base 

The potential of the Brazilian market becomes even more clear when you understand how strong their player base is. Brazil is home to a vibrant gaming culture where over 70% of the population actively engages in gaming activities. The majority of these gamers fall within the age range of 25 to 34, with a significant portion also being parents, making family-oriented gaming experiences highly valuable. Many Brazilian gamers are willing to spend money on games to unlock exclusive content, creating a substantial market for localized games tailored to their preferences. 

2. Lack of English Proficiency 

English proficiency in Brazil is relatively low, with only 5% of the population being proficient in the language. Consequently, gamers in Brazil often struggle to get the full experience while playing games in a second language. Games localized into Brazilian Portuguese have proven to be immensely popular, evident from top-selling titles like The Last of Us: Part 2, Pro Evolution Soccer 2020, and FIFA 2020. These games were specifically tailored to the Brazilian audience, resulting in significant market success. 

3. Broken Immersion in Video Games 

In line with the previous point, the absence of games in Brazilian Portuguese creates a language barrier, breaking the immersion for Brazilian gamers. Engaging with complex narratives and making quick decisions in a foreign language can be frustrating as it diverts their attention from the intricate gameplay and captivating graphics. This disconnect compromises the gaming experience, making localized versions essential for maintaining player engagement. 

4. A Vocal Community 

Brazilian gaming communities actively voice their desire for localized versions of video games. Online platforms and social media channels serve as hubs where gamers rally together, urging developers to provide games in Brazilian Portuguese. The Legend of Zelda incident in 2022, where fans demanded a localized version after the franchise actively promoted the launch of the game in the country, underscores the passion and need for games catered to the Brazilian audience. 

The Takeaway 

Now that you are aware of the eagerness of the Brazilian gaming community to play and invest in video games, it is likely crystal clear why it’s important to bridge the language gap. While localization strategies may entail associated costs, the potential benefits far outweigh the investment. By translating games into Brazilian Portuguese, developers can tap into an expansive market, captivating not just the 5% of the population that are proficient English speakers but the entirety of the Brazilian gaming community.  

Opening the doors to this passionate and dedicated player base can lead to unprecedented profits and unparalleled success, making the localization effort a strategic imperative for any gaming enterprise. 

Preparing for Company Expansion Scale Your Team Through Staffing Solutions
19/03/2024

Preparing for Company Expansion? Scale Your Team Through Staffing Solutions

As businesses undergo rapid expansion, the demand for new talent becomes critical. As exciting as hiring can be, the process of acquiring and onboarding diverse skill sets and backgrounds can be more intricate than expected. In certain situations, expanding may even entail the creation of entirely new departments. Faced with these challenges, decision-makers must choose between managing the recruitment process internally or opting for staffing solutions. Let’s explore how staffing solutions can effectively address the evolving needs of organizations during periods of growth and change. 

What is Staffing and What Does it Entail?

Staffing encompasses the activities of a third-party organization that recruits, selects, and hires employees, subsequently assigning them to work for another organization. This approach enables the client organization to address its workforce requirements without directly handling the hiring process. Staffing services come in various forms, including temporary staffing for short-term assignments and permanent staffing for long-term positions.  

Key components of staffing services typically include: 

  • Recruitment: This process involves identifying, attracting, and selecting individuals with the necessary skills and qualifications to meet the organization’s specific needs. 
  • Onboarding: Ensuring a seamless integration of new hires into the company culture, this step equips them with the essential resources and information needed to thrive in their roles. 
  • Training and development: These elements are pivotal in maintaining a successful workforce strategy and fostering employee retention. Training and development contribute to individuals staying with the company for extended periods and developing a clear career path. 

Why and When You Should Consider Staffing

Companies looking to rapidly expand their workforce should assess their HR department’s capacity and resources to handle a time-consuming recruitment process. Staffing services provide a comprehensive solution for effective workforce management without overburdening HR departments, allowing them to focus on day-to-day responsibilities. This is particularly beneficial when dealing with highly technical or specific job requirements, global recruitment needs, and time constraints. 

The Team Up Boost!

Our own experience in building and growing teams has taught us there are additional aspects to consider during the hiring process: 

  • Multicultural recruiting: With the increasing trend of tapping into global talent, staffing partners can address challenges related to market traits, regulations, payroll, and logistics, ensuring diverse cultural backgrounds enrich the workforce. 
  • Company culture alignment: Ensuring new hires align with the company’s values and mission promotes talent satisfaction and retention. 
  • Follow-ups: Regular check-ins are vital to ensure smooth operations for both the organization and employees. 
  • Custom-made solutions: Flexibility is key. Effective staffing solutions should not only meet current needs but also allow for future adaptability. 

The Takeaway

Companies experiencing growth should carefully consider the benefits of staffing solutions. An experienced partner, such as Terra Team Up, can navigate challenges and act as an extension of the HR team. Choosing staffing solutions wisely can unlock the potential for seamless expansion and sustainable success—all while helping you build your dream team.

Why is Localization So Important to UI and UX - Portada
12/03/2024

Why is Localization So Important to UI and UX?

In today’s economy, customer-focused strategies have become the key to success, and companies need to stay ahead of their customers’ needs and expectations if they want to remain competitive. Increasingly, companies are needing translations that speak directly to their customers not just in a language they understand, but in a way that respects their culture and resonates with them. This is why localization is so important to UI and UX.

But What’s the Difference Between UI and UX?

User Interface (UI) and User Experience (UX) are two closely related but distinct concepts in the field of app development. The main difference between UI and UX is that UI focuses on the surface-level design aspects of an app or online tool, while UX is focused on the overall experience a user has when interacting with a product.

UI design is all about creating attractive, visually appealing elements for users to interact with, such as images, colors, layouts, menus, buttons and more. All of these components make up the interface of an app. A successful UI should be intuitive and easy to use; it should also be aesthetically pleasing to look at. For example, if an app includes lots of buttons or other objects that are difficult to understand or navigate around then its UI likely needs to be improved.

UX design deals with designing a product in order to maximize user satisfaction. It’s not just about making something look good; instead, it’s about creating an enjoyable user experience by taking into account factors such as usability, accessibility and convenience. UX designers strive to create products that not only look great but also provide a smooth and intuitive interaction for users so they can easily achieve their goals. UX designers often consider how users will complete tasks within their products as well as other elements such as branding and marketing strategies that can contribute to user satisfaction.

In conclusion, UI focuses on the visual aspects of an app’s interface while UX focuses on optimizing the overall experience a user has when using a product. Both are essential components of developing apps with high levels of user satisfaction which must work together in tandem for successful app development projects.

The Role of Localization

When it comes to UX, design, culture and language are closely tied together. All of these elements—and the sub elements of each—work together to create an experience that the user is drawn to. As a result, localization can really make or break that experience.

If you have an impressive UI but your localized content overflows because it’s longer than the space available, it will not look pretty. For example, if you’re localizing content into a language that is read right to left, then the whole design will need to be mirrored. The chosen color palette also plays a role, as colors are associated with different meanings in different cultures. If your product includes images or say, emojis, those should also be checked for cultural appropriateness in the target market.

Last, but certainly not least, let’s consider the linguistic quality of the localized content. If what the user reads on screen is not up to par, they may also decide to stop using the product. All these aspects, and many more, impact the usability of a product and may damage the experience of the user.

Conclusion

Localization should never be an afterthought but rather a priority during the product development process. By taking the time to consider all potential adaptations that may be necessary in the future, you’ll save yourself both time and money down the line. The most important thing is to always create a UX that resonates with users, regardless of which market you’re targeting. Have you made localization a priority in your product development process? What tips do you have for creating a UX that resonates with users?

Communication Matters: Translating After-Visit Summaries for Patient Understanding
05/03/2024

Communication Matters: Translating After-Visit Summaries for Patient Understanding

Today, increasing language access in the U.S. healthcare industry is more important than ever. About 29.6 million people are identified as having limited English proficiency (LEP). Because of this, the translation of many patients’ after-visit summaries when attending a medical appointment becomes crucial.  

What is an AVS and why is it important?  

An after-visit summary (AVS) serves as a post-appointment document for patients that summarizes their health status and outlines future care steps, including self-management tasks. This document is so important to have because it enhances care and health outcomes for both adult and pediatric patients and makes life easier for their families or caregivers. The AVS includes treatment decisions for acute and chronic conditions, while for pediatric patients, it aids in tracking growth, development, immunizations, and specific instructions related to diagnoses. It’s a valuable tool for guiding self-care outside clinical settings, planning future appointments, and sharing crucial information with other healthcare providers. 

The critical role of AVS translations  

To better understand the important role translation plays in the realm of AVS documents, let’s look at a helpful example. An adult needs to start taking a statin medication (a group of medicines that help lower your cholesterol) and the explanation in their AVS is in a language they don’t speak, or they are not proficient in. In this case, the patient will likely not realize what they need to do next, and their cholesterol will go unchecked. Any type of misunderstanding will interfere with the patient’s current condition.  

Patients have the right to understand their health status and the instructions they must follow to take care of themselves, or in the case of parents, to take care of their children’s health. Having access to an AVS in their native language decreases the risk of them making a mistake when taking medication or missing their next medical appointment.   

How accessible language increases patient comprehension  

Understanding their medical condition can feel overwhelming for patients, which is why a compassionate approach is always necessary when it comes to communication. The message conveyed, irrespective of language, should be clear and accurate. That way, patients can easily grasp the necessary steps for recovery. Translating such documents requires tailoring the language, style, and tone to suit the recipient. Utilizing straightforward language aids in effective communication, fostering trust and respect between patients and their healthcare providers. 

For instance, while translating medication prescriptions and instructions it’s best to add the generic drug name to help patients locate their medicine easily at their local pharmacy. This thoughtful approach enhances comprehension and ensures better adherence to treatment. 

Another effective approach involves adapting complex medical terms and clarifying acronyms to ensure patients comprehend instructions for properly taking their prescribed medication. For example, rather than directly translating abbreviations like “4 puffs Q4 PRN for wheezing or cough” in EN>ES, it’s preferable to break it down into easy-to-understand steps.  

Providing instructions like “4 descargas cada 4 horas, cuando sea necesario en caso de sibilancia o tos” in Spanish, which translates to “4 puffs every 4 hours, when necessary, in case of wheezing or cough,” helps patients grasp the information more clearly and accurately. 

Conclusion  

To recap—an AVS holds significant importance in the medical field, particularly for vulnerable groups facing communication barriers, like those with Limited English Proficiency (LEP)

Clear communication serves as the cornerstone for establishing trust and respect between healthcare providers and patients. This, in turn, leads to enhanced care, improved health outcomes, and a more positive healthcare journey overall. Advocating for increased language access is pivotal in shaping a healthcare system that is more inclusive and centered around the needs of the patient. It’s a step toward creating a healthcare environment that prioritizes every individual’s understanding and comfort, fostering a more equitable and patient-focused approach. 

Neurodiversity in the Workplace The Importance of Awareness
27/02/2024

Neurodiversity in the Workplace: The Importance of Awareness

The importance of diversity, equity and inclusion in organizations has gained significant attention in recent years. Companies are investing resources in establishing DEI departments, programs, and initiatives to address diversity based on nationality, culture, race, and gender identity. However, one aspect of diversity that often remains overlooked is neurodiversity, which can silently exist within teams.  

Let’s shed some light on the concept of neurodiversity and emphasize the significance of raising awareness about it in the workplace. 

What is neurodiversity?

Neurodiversity refers to the natural variation in human neurological conditions, encompassing different ways of thinking, learning, and processing information. Neurodivergent individuals are those whose neurological conditions differ from the dominant or “typical” patterns. Conditions such as autism, ADHD, and dyslexia fall under the umbrella of neurodiversity. Understanding the different types of neurodiversity is crucial to creating an inclusive work environment

How to support neurodiversity in the workplace

One crucial aspect of supporting neurodiverse teammates is recognizing employees as individuals. Just like any other form of diversity, hiring neurodivergent individuals can bring numerous benefits to businesses, including creative thinking, increased productivity, and innovation. However, not all companies have the capacity to accommodate every type of neurodivergence in their recruitment and hiring processes. Nevertheless, some organizations may discover that they already employ individuals who are neurodivergent. 

 
Some individuals may not exhibit the typical signs of neurodivergence nor have they received a formal diagnosis. They may navigate their lives and perform their job duties effectively, even though they face internal struggles they choose not to share. Others may opt not to disclose their neurodivergence, and it is important to respect their choice. In any case, it is crucial to be aware and avoid assuming that everyone is neurotypical. By actively paying attention and initiating conversations, managers can find the right approach and make necessary adjustments in the work dynamics to accommodate the needs of every employee, promoting inclusion, safety, and value. 

Discovering neurodivergent individuals within a team may raise concerns about how to effectively accommodate them and highlight the need for training managers and employees on this topic. However, it also presents a great opportunity. Managers can harness the unique talents of each employee by being aware of their individual needs and placing them in roles that allow them to maximize their contributions. Neurodiverse individuals, with their different cognitive wiring, can offer fresh perspectives to a company’s efforts to create value and innovation. Accommodations may involve adapting workspaces, adjusting work schedules, and implementing effective communication methods. 

The takeaway

Every individual possesses a superpower, a talent, a gift. Organizations that prioritize neurodiversity and foster inclusion in their culture not only recognize and value the strengths that arise from diversity but also unlock extraordinary potential. Creating a workplace that celebrates differences, accommodates individual needs, and supports every employee benefits the entire organization. By embracing neurodiversity, businesses can cultivate an environment where all employees thrive, contribute their unique abilities, and drive innovation and success. 

Introducing Our New Service Terra Team Up - Portada
20/02/2024

Introducing Our New Service: Terra Team Up

We are thrilled to introduce Terra Team Up, a new addition to our service lineup. This venture brings together a team of our seasoned HR professionals with a unique superpower—the ability to guide clients through their entire hiring journey and beyond, offering ongoing support, strategic counseling, and customized staffing services. 

Terra has provided recruitment and staffing services to many clients over the years, initially as a response to specific client needs rather than a predefined business model. Marina Ilari, Terra CEO, shares, “This decision comes from our hands-on experience in providing tailored HR solutions to various clients that had expressed the challenges they were facing on that front. This led us to the realization that it was time to make it official.” 

Why We Chose the Name “Team Up”  

When it comes to how we landed on the name, Natalia Quintás, Chief People Officer, explained that we believe that our name is not just a title but a philosophy. “It represents our belief in the transformative power of collaboration, aligning employers, candidates, and our experienced team for shared accomplishments. It embodies our goal to support our client’s journey, ensuring seamless integration and ongoing success.”  

At Terra, People Management is a collaborative journey that extends well beyond the recruitment process.

Our Team  

We are proud of the HR team we assembled to oversee and execute Team Up. Our experienced HR team has worked with a dynamic and varied client portfolio, collaborating to overcome complex challenges. Whether you’re a startup searching for dynamic talent or an established enterprise requiring strategic HR solutions, our team is here to ensure your success. We recognize that a strong People Management Strategy isn’t a one-time transaction, but an ongoing partnership aimed at unlocking a company’s full potential.  

What Sets Us Apart 

Team Up encompasses staffing solutions, recruitment, and consultancy. Our distinctive features include: 

  • Focus on long-term fit. We prioritize a “perfect fit” in the recruitment process, aiming for employees to stay with the company long-term by aligning leader preferences with company expectations. 
  • Personalized approach. Committed to offering adaptable solutions, we tailor our services to meet the unique needs of each client. 
  • Robust candidate base. Leveraging our experience as a translation and localization company, we have built a diverse candidate base capable of filling various roles. 
  • Integrated support. Our integrated approach provides continuous support, utilizing technology to ensure seamless alignment with our client’s organizational values and efficient integration of new team members. 

Cynthia Tortesi, Talent Manager, emphasizes, “At Terra, we believe that effective people management is not just a strategic advantage but is also essential for the lasting success and contentment of our clients and their teams.” Federico Colombo, Customer Success Manager, feels similarly, “Our objective is clear—to serve as your trusted advisor, assisting you at every stage of your growth trajectory.”  

14/02/2024

Protecting ePHI in Translation: The Role of a HIPAA Privacy Officer  

In the complex landscape of healthcare, safeguarding sensitive patient information is paramount. Amidst the intricate process of translating documents containing Electronic Protected Health Information (ePHI), the pivotal role of a HIPAA Privacy Officer becomes evident. In this article, we’ll delve into the significance of this key figure in ensuring HIPAA compliance and preserving the integrity of patient data during translation processes

What a HIPAA Privacy Officer Does 

Matías Giannoni, Ph.D., works as a HIPAA Privacy Officer at Terra to ensure that everyone involved in handling ePHI knows the rules, regulations and policies really well and, more importantly, if in doubt, that they feel confident reaching out to him before taking any step or action that might be in violation of the rules or, worse, compromising information. “So, it is not just a matter of ticking a few boxes but being tangentially involved in operations to make sure all processes are compliant and secure,” Giannoni explained. 

The key responsibilities of working as a HIPAA Privacy Officer include: 

  • Making sure all the processes internally are compliant and everyone knows exactly what they have to do in order to minimize risks to almost zero 
  • Overseeing the annual training of team members handling ePHI to keep up to date with the latest developments 
  • Assessing new technologies to optimize our operations while remaining in compliance 
  • Acting as a liaison to the IT Department and prioritizing cybersecurity by taking all the steps to be at the cutting edge of information security technologies  
  • Being the first point of contact in case of any breach and the one in charge of communicating any situation with external stakeholders 

Working with Total HIPAA 

While Giannoni has strong experience working in heavily regulated environments with obscure and sometimes confusing regulations, Terra also relies on an external organization for additional consulting and guidance. When it comes to collaborating with Total HIPAA, Giannoni shared that they have been key partners in organizing our processes, conducting a thorough internal audit, and training our team. There are many things in which their expertise has proven to be invaluable. “Sometimes a certain technology is compliant with regulations, but it can be improved with a more advanced technology as regulations sometimes are defined with reference to technologies that existed at the point a certain legislation was put in place, and Total HIPAA advises us on those points where we can do even better than the minimum standards.” 

The Most Important Aspect of Protecting Patient Privacy 

The human aspect, both in terms of where the main failures can come from as well as in terms of the consequences cannot be overlooked. “When I think about this task, I am not thinking about potential fines or breaches of contract. Having access to all this sensible information, I am constantly obsessed about the fact that I would never like to see such sensitive information out in the open or in the hands of a heartless ransomware hacker,” Giannoni said, “That thought keeps me constantly alert.” 

To make sure that all staff members handling ePHI are trained on HIPAA policies and procedures, they receive Total HIPAA’s thorough training and evaluation annually. According to Giannoni, all of our team members scored high in their training and demonstrated a very strong culture of compliance. “Nevertheless, I often test their knowledge in our operational meetings to make sure they remember it correctly,” he shared.  

The Takeaway 

In safeguarding ePHI, the role of a HIPAA Privacy Officer stands as a crucial pillar in ensuring compliance and fortifying the security of patient data during translation processes. All patients deserve privacy while navigating medical care, which is why at Terra, we go to great lengths to remain compliant.