Category: Healthcare

Understanding Key Challenges in Pharmaceutical Translation
04/02/2025

Understanding Key Challenges in Pharmaceutical Translation

Posted on | by Litzaqueline Briceño | Leave a Comment on Understanding Key Challenges in Pharmaceutical Translation

Pharmaceutical translation is uniquely complex work that requires a precise blend of skills including linguistic expertise, medical knowledge, and cultural awareness. Practitioners must also be adept at navigating significant hurdles to ensure clarity and compliance in their translations. Below, we explore several of these challenges and how they are addressed in order to meet industry demands.

Handling Complex Terminology and Medical Jargon 

One of the most significant responsibilities in pharmaceutical translation work is the proper handling of intricate medical terminology. With roots in Greek, Latin, and modern science, pharmaceutical language is complex and full of abbreviations, acronyms, and specialized phrases. As they work across cultures and languages, translators must ensure these terms remain clear, accurate, and aligned with international regulatory standards, such as those issued by the World Health Organization. When terms lack direct equivalents in target languages, linguistic creativity and medical expertise become essential to preventing misinterpretations that could impact patient care. 

Addressing Diverse Audiences 

Pharmaceutical content can target vastly different audiences, meaning translators must be prepared to pivot their tone and style accordingly. Patient-facing materials, such as informational brochures, must use accessible, everyday language to guide audience understanding. Professional-facing content, which might include clinical trial reports or regulatory submissions, requires precise, technical terminology for its researcher, physician, and institutional audiences. When a linguist successfully adjusts tone, complexity, and style, they must also ensure the content remains accurate and appropriate in the target language. 

Mastering a Variety of Document Types 

Language experts working in the pharmaceutical sector must have mastery over a wide range of document types and their respective requirements. Common document examples include: 

  • Regulatory submissions: Complex informational forms required for product approval. 
  • Clinical trial protocols and reports: Detailed, data-heavy materials for scientific analysis. 
  • Safety data sheets: Guidelines for the proper handling and storage of pharmaceuticals. 

Each document presents unique linguistic and formatting challenges that demand technical knowledge and precision to meet industry expectations. 

Meeting Pharma Demands 

The pharmaceutical industry relies on highly specific language and procedures in its operations—and therefore, so must linguists who specialize in this sector. In addition, regulatory bodies may impose stringent and sometimes-unusual requirements that specialized translators must navigate. These requirements often include: 

  • an understanding of country-specific terminology and phrasing standards 
  • adherence to strict formatting rules, such as specific templates or file types 
  • the provision of certified or notarized translations for compliance purposes 

Staying informed about changing regulations and building expertise in these areas helps linguists meet expectations and ensure that their work supports product approval processes. 

Embracing Cultural Sensitivity 

Cultural differences in pharmaceutical practices and patient expectations make it crucial for translators to adapt language in a way that is both accurate and culturally appropriate. Strong cultural awareness allows linguists to make adjustments that enhance patient comfort and comprehension, which fosters an experience that is respectful of individual preferences and needs. For instance, a translator might point out that in cultures with a history of distrust in healthcare systems, terms like “clinical trial” or “experimental treatment” could evoke fear or suspicion in patients. In such cases, it would be essential to adapt these terms to more neutral, reassuring alternatives, like “health study” or “research-based treatment.” 

Balancing Time Sensitivity and Quality 

Pharmaceutical translation projects are often time-sensitive due to their impact on patient care and product releases. Translators in this field must be prepared to deliver high-quality renderings quickly, but always be mindful of balancing speed with accuracy. Timely and precise translations help ensure patient safety and keep pharmaceutical companies on schedule for product launches. 

Conclusion  

Overcoming the challenges posed by pharmaceutical translation requires a combination of linguistic expertise, technical precision, and cultural awareness. Translators play a critical role in bridging communication gaps, ensuring clear and compliant content, and ultimately, supporting global healthcare efforts. As they navigate the field’s complexities, they help deliver accurate, accessible information to diverse audiences, there by improving patient safety and advancing the reach of pharmaceutical innovation.

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The Three Pillars of Sustainability How the Pharma Industry Leads the Charge
01/01/2025

The Three Pillars of Sustainability: How the Pharma Industry Leads the Charge

Posted on | by Jacqueline De Marco | Leave a Comment on The Three Pillars of Sustainability: How the Pharma Industry Leads the Charge

In today’s world, sustainability has become an essential priority across industries, pushing businesses to consider their impact on the planet and society. Companies from different fields are stepping up to lead the change, but we want to turn our attention to the pharmaceutical industry. At Terra, we’re honored to work closely with this sector and have seen firsthand the impressive strides companies are making toward a sustainable future. 

Environmental, Social, and Governance (ESG) are the three foundational pillars of a sustainability-focused strategy. In this context: 

  1. Environmental focuses on reducing ecological impacts and sustainability, such as lowering CO2 emissions and conserving resources. 
  1. Social considers issues like working conditions, human rights, and inclusivity. 
  1. Governance emphasizes transparency, ethical business practices, and responsible management. 

An ESG strategy provides a structured approach to guide companies toward meaningful sustainability goals by aligning their operations with these pillars, which contribute to both industry progress and environmental responsibility. 

How the Pharmaceutical Industry is Driving Change

Pharmaceutical companies are embracing innovative ESG strategies to reduce their environmental footprint and promote social equity. Here are some ways they’re achieving significant goals: 

  • Novo Nordisk is working toward zero environmental impact by building sustainable healthcare systems through partnerships with governments, NGOs, businesses, and communities. Their focus on “Access & Affordability” underscores the importance of healthcare that is both sustainable and accessible. 
  • Pfizer is taking action to reduce operational waste, conserve resources, and prioritize environmental sustainability as a means of mitigating climate risks. They aim for net-zero emissions, recognizing the direct link between climate change and human health. 
  • Johnson & Johnson is pushing for renewable energy across their operations. Their commitment includes creating sustainable products and promoting environmental health equity. 
  • Haleon has integrated a sustainability impact assessment tool into all innovation projects. Their transparent reporting, including a website carbon indicator, highlights their dedication to responsible environmental stewardship. 

These companies set an example, not only for others in the pharmaceutical industry but for their entire supply chain, encouraging all stakeholders to prioritize sustainability. 

Towards a Greener Tomorrow

The dedication of these pharmaceutical leaders is setting a strong precedent, fostering a ripple effect that reaches their partners and suppliers. At Terra, we’re committed to supporting this transformative journey by implementing our own sustainable initiatives every year. Together with our partners, we aim to champion a greener, more responsible industry. 

Conclusion

As sustainability becomes increasingly critical, we’re confident that more pharmaceutical companies will follow suit. This ongoing commitment to innovation and environmental responsibility will benefit our planet and future generations. It’s a journey that requires continuous improvement and collective effort, and we encourage all industries to embrace the challenge. 

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Healthcare vs. Pharmaceutical Translation Understanding Key Differences
11/11/2024

Healthcare vs. Pharmaceutical Translation: Understanding Key Differences

Posted on | by Jacqueline De Marco | Leave a Comment on Healthcare vs. Pharmaceutical Translation: Understanding Key Differences

In the closely connected fields of healthcare and pharmaceuticals, translation plays a vital role in bridging language gaps. Though these industries may appear similar, their translation needs differ significantly—which affects patients, professionals, and translators alike. Understanding these distinctions is crucial for delivering accurate information to diverse audiences, from patients needing accessible health information to professionals requiring highly specialized content. 

Industry Focus 

In the healthcare field, translation aims to improve communication between healthcare providers and patients. Since much of the content is patient-facing, it must be easy for individuals from various linguistic and cultural backgrounds to understand. Healthcare translation includes materials like patient handbooks, public health brochures, and hospital signage—all of which must be clear and accessible to support comprehension and foster trust. This type of translation directly impacts patient outcomes, as even small misunderstandings could lead to adverse health effects. 

Pharmaceutical translations, however, are focused on supporting drug development and regulatory compliance. This content is primarily intended for professionals—such as doctors, researchers, and regulators—requiring highly specialized scientific language. Here, accuracy is paramount to maintain the integrity of drug formulations, clinical studies, and research documentation. Any errors could have significant consequences, such as regulatory rejections or potential legal issues, making precision a top priority. When it comes to marketing campaigns and more creative content, the target audience is usually patients, and therefore the translation must be crafted with this in mind. 

Terminological Accuracy vs. Cultural Adaptation 

In healthcare translation, cultural adaptation is essential. Translators must consider local beliefs, healthcare practices, and cultural nuances to make information resonate with diverse patients. This adaptation is particularly important to build trust and ensure patient comprehension, as an overly literal translation could confuse or mislead patients and impact their health and quality of life. 

While cultural adaptation is often used in marketing content, pharmaceutical translation prioritizes terminological accuracy. This is critical for preserving the meaning of highly technical documents, such as dosage instructions and clinical trial results. Pharmaceutical translators must adhere strictly to scientific terminology, as even a minor error could compromise drug safety or lead to regulatory complications. In this context, precision in language is essential to protect product integrity and patient outcomes. 

Types of Content for Translation 

Healthcare translation typically covers accessible documents like patient handbooks, public health brochures, and informational signage. These materials must use clear, straightforward language to ensure they are easily understood by a wide audience, including those without medical knowledge. Translators must consider simplicity and clarity above all to ensure that patients understand crucial health information. 

Pharmaceutical translation involves highly specialized content, including clinical study reports, regulatory submissions, and product leaflets. Translators must have expertise in both medical and regulatory language to meet the stringent standards required by regulatory authorities across different countries. Inaccuracies in this type of translation could not only pose legal risks, but also jeopardize patient safety on a global scale. 

Global Impact 

Localization is particularly important in healthcare, where hospitals and clinics often serve multilingual populations. By translating healthcare materials into multiple languages, providers can offer more inclusive care. 

Pharmaceuticals, generally, operate on a global scale. Medications are often produced in one region and distributed worldwide, making consistent, accurate translation essential. Translating instructions, safety guidelines, and disclaimers effectively across regions ensures that the global public has access to safe and reliable products. 

The Takeaway 

While healthcare and pharmaceutical translation serve distinct roles, both are crucial in enhancing health and safety globally. Healthcare translations prioritize cultural relevance and clarity, while pharmaceutical translations emphasize terminological accuracy and compliance. Collaborating with professional translators helps enhance both sectors by ensuring critical information crosses linguistic barriers effectively.

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How to Find the Right HIPAA-Compliant Translation Partner
16/07/2024

How to Find the Right HIPAA-Compliant Translation Partner

Posted on | by Jacqueline De Marco | Leave a Comment on How to Find the Right HIPAA-Compliant Translation Partner

In the realm of healthcare and linguistic services selecting a HIPAA-compliant partner is paramount. Doing so helps maintain the confidentiality, integrity, and security of sensitive patient information, safeguarding against data breaches and legal ramifications. A trusted HIPAA-compliant partner not only upholds regulatory standards but also fosters a foundation of trust and reliability crucial for maintaining the highest standards of patient care and confidentiality in the healthcare industry. 

What to consider when choosing your HIPAA-compliant translation partner 

We know how challenging it can be to find a HIPAA-compliant partner. To make this decision easier, we compiled a list of things to consider. 

Expertise and experience 

When selecting a HIPAA translation service provider for your ePHI projects, it’s important to choose a vendor with a reliable reputation in translation and a thorough understanding of the medical field. Since documents containing ePHI can have different intended targets (patients, medical staff, etc.), having the ability to navigate language subtleties is crucial. If you aren’t acquainted with their job, it’s always a good idea to ask about previous related projects or even case studies. You can also check if they are ISO-certified, as this certification illustrates a commitment to quality. 

Training and education 

It’s crucial to evaluate whether they have customized policies, procedures, and training programs tailored to ensure HIPAA compliance. Assess if they regularly conduct training sessions for employees at all levels, covering essential aspects such as data security, patient privacy, and the proper handling of ePHI. A comprehensive approach will demonstrate their commitment to maintaining compliance standards and safeguarding sensitive healthcare data. 

A committed team 

Having qualified people in charge of the translation project is important, but having a team that truly understands what the stakes are and has compliance top of mind when making decisions can make all the difference. A culture of compliance is not easy to cultivate, but a company that promotes it greatly reduces the risks of sensitive information falling into the wrong hands. 

Security measures 

It’s a good practice to inquire about the strength of an organization’s cybersecurity measures, which should include encryption, access controls, and detection systems to protect ePHI against hacking. These measures can give you an idea of their proactive approach toward mitigating risks and improving defenses against cybersecurity threats. 

Technology 

The right technology is essential to help mitigate the potential risks associated with ePHI, storing platforms, and translation tools that are vital during the process. Your translation partner should be proactive in adopting new and better technologies. 

Legal and regulatory knowledge 

Double check that your potential partner has a solid team in place that stays up to date with the latest healthcare law and HIPAA regulations. Their Privacy and Security Officers play a huge role in ensuring that your organization receives accurate and current guidance, which reduces the risk of incompliance in every aspect of your workflow. 

The takeaway 

You need a meticulous evaluation process when selecting a HIPAA-compliant language services provider. Organizations should prioritize partners that demonstrate a robust commitment to safeguarding their hardware and software, consistently conducting thorough risk assessments. By aligning with such partners, you can rest easy knowing they will tackle the project with the precision and discretion demanded in this industry and that the integrity of healthcare data is assured. 

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Nurturing a Culture of Compliance Terra's Journey and Approach
11/06/2024

Nurturing a Culture of Compliance: Terra’s Journey and Approach 

Posted on | by Jacqueline De Marco | Leave a Comment on Nurturing a Culture of Compliance: Terra’s Journey and Approach 

A culture of compliance encompasses a set of values, behaviors, and attitudes guiding individuals within an organization to adhere to policies, procedures, and regulations. This framework facilitates better decision-making at all levels, ensuring alignment with the business’s rules. 

At Terra, our commitment to fostering a culture of compliance goes beyond mere adherence to standards. We emphasize cultivating a sense of belonging and shared purpose among team members. Our dedication to continuous improvement stems from the firm belief that there is always room for enhancement, presenting opportunities for growth and innovation. 

This commitment to compliance is evident in our ISO-certified services maintained since 2019 and our strict adherence to HIPAA regulations. Read on to learn more about how we nurture compliance culture at Terra.  

ISO Certifications 

We strive to select certifications that truly enhance our operations and client services. The ISO 9001 and 17100 standards drive our quality-oriented translation services. 

To maintain these certifications through the years, we develop structured training programs and strategic initiatives to provide each team member with the latest tools and encourage them to embrace new technologies. Throughout this process, we constantly review our procedures. Thanks to these efforts, our team members understand their pivotal role in our quality management system and diligently apply best practices in their daily tasks. 

HIPAA Compliance 

As a language service provider, we have a strong commitment to language access. However, we understand that in the healthcare space specifically, a lot of sensitive and confidential information is shared in the translation projects our client entrusts us. As such, we need to handle these files with the utmost care. The compliance culture we first cultivated among our team with ISO allowed us to pursue HIPAA compliance with confidence. Every individual handling ePHI projects understands the importance of safeguarding this information, shares these values, and does everything in their power to uphold them. 

Compliance is a Team Effort 

If a compliance issue arises, the focus becomes identifying the root cause of the problem—not the person responsible for it. During non-conformity analyses, individuals from diverse company teams work together to examine deviations, gain a deeper comprehension of the origin of the problem, and collectively devise solutions. 

While compliance is mainly an internal process, external validation is essential to maintain our clients’ trust. Terra hires experienced external auditors to conduct comprehensive reviews. These internal audits are invaluable learning experiences, where team members see firsthand the impact their compliance efforts have on the team results. This independent evaluation leaves no room for improvisation. At the same time, it enables us to identify areas for improvement in our processes. 

The Takeaway 

Fostering a culture of compliance isn’t easy, but organizations that prioritize it set themselves up for long-term success. At Terra, we navigate the path to continuous improvement with a compass of transparency, collaboration, and an unwavering commitment to excellence.

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The Role of Cybersecurity in HIPAA-Compliant Translation Services
21/05/2024

The Role of Cybersecurity in HIPAA-Compliant Translation Services

Posted on | by Jacqueline De Marco | Leave a Comment on The Role of Cybersecurity in HIPAA-Compliant Translation Services

As healthcare cyberattacks surge, cybersecurity is paramount. A 60% year-over-year rise, affecting over 40 million individual patients’ data in 2023, highlights the growing complexity and harm. Robust cybersecurity is crucial to protect individuals from evolving threats and safeguard the integrity of sensitive health information. 

Let’s take a closer look at the role of cybersecurity in HIPAA-compliant translation services.  

Building a Strong Defense  

Terra is a language service provider (LSP) that handles the translation of very sensitive information, as such, we understand that cybersecurity is imperative. These are some of the measures we have in place to build a strong defense:  

  • Proper monitoring. All electronic devices owned by Terra are monitored through Microsoft Azure tools, which detect potential threats. Our translation management system tracks all log activities for projects, generating a distinct timestamped record on projects with ePHI. 
  • Secure on-premises servers. We have our own secure on-premises server in Milwaukee, Wisconsin, which ensures that the data stays within our safe environments. This also gives us more control over information management in real-time and on demand. 
  • Unique logins. Everyone with access to ePHI has a unique login and strong password—which is frequently updated for additional security.  
  • Microsoft Defender for Endpoint. Terra utilizes this program to ensure security through MFA for all Active Directory users.  

An Ongoing Commitment to Improving Cybersecurity  

There are some other steps the Terra team takes to continue to improve our cybersecurity efforts: 

  • Continuous risk assessment. Terra executes risk assessments on a yearly basis under the most stringent guidelines and practices to preserve the security of all private information entrusted to us. During this assessment, our processes are audited by an external consultant specialized in HIPAA compliance and IT security. Their recommendations are then implemented so our processes, protocols and software comply with the latest regulations and stay at the cutting edge in terms of cybersecurity. 
  • Security protocols. Our routers actively track and log all attempted security breaches. We conduct regular evaluations to detect any unusual behavior in our processes. 
  • Data protection measures. Our IT department explores new advanced technologies to strengthen security and implement robust backup and recovery plans for ePHI integrity during emergencies or system failures. 
  • Fostering a culture of compliance. Our team regularly trains to uphold our commitment to safeguarding sensitive information. Continuous collaboration with the IT department and our Privacy Officer allows each team member to play a vital role in compliance. 

Cybersecurity beyond healthcare 

Terra places the highest importance on maintaining robust cybersecurity measures and not just because of HIPAA compliance. In the language services industry, all sorts of confidential and sensitive information are handled in a digital format that is usually shared electronically.  

“In the healthcare field, it could be a medical record that would really hurt people if it were made public. But at the same time, in our other verticals, we handle court statements, sometimes from extremely dramatic situations, that no one would want to see disclosed. In other sectors, the damage can be just economic, but it can be huge and disrupt industries,” Dr. Matías Giannoni, Ph.D. and Privacy Officer at Terra explained.  

The takeaway 

The imperative role of cybersecurity in ensuring HIPAA compliance cannot be overstated for LSPs. As technology bridges geographical gaps and facilitates the global exchange of information, the responsibility to safeguard sensitive patient data becomes paramount. Terra’s Privacy Officer, in conjunction with our vigilant IT Department, plays a pivotal role in fortifying cybersecurity measures not just as a regulatory requirement but as a fundamental pillar in safeguarding privacy, maintaining confidentiality, and preventing potential harm to the different industries we work with. 

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

Thriving Together: The Impact of Company Culture at Terra 

Posted on | by Jacqueline De Marco | Leave a Comment on 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.

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

How Does Terra Handle Translation Projects Containing ePHI?

Posted on | by Jacqueline De Marco | Leave a Comment on 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. 

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

Communication Matters: Translating After-Visit Summaries for Patient Understanding

Posted on | by Jacqueline De Marco | Leave a Comment on 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. 

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14/02/2024

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

Posted on | by Jacqueline De Marco | Leave a Comment on 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.  

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