When healthcare organizations engage language service providers, they are entrusting those providers with some of the most sensitive information that exists: protected health information (PHI). The Health Insurance Portability and Accountability Act (HIPAA) sets strict standards for how PHI must be handled, and these standards apply fully to interpreters, translators, and any other language service professionals who access patient data.
Under HIPAA, a language services company that handles PHI on behalf of a covered entity is classified as a Business Associate. This means the language services provider must sign a Business Associate Agreement (BAA), implement appropriate administrative, physical, and technical safeguards, train all personnel who access PHI, and report any breaches of unsecured PHI.
For interpreters, HIPAA compliance means maintaining absolute confidentiality about everything heard during an interpreted session. It means using secure communication platforms for remote interpretation, avoiding public spaces where conversations could be overheard, and never discussing patient cases outside of the professional context. For translators, it means securing documents during the translation process, using encrypted file transfer methods, and properly disposing of source materials when the project is complete.
Healthcare organizations should evaluate their language service providers on several HIPAA-related criteria. Does the provider require HIPAA training for all interpreters and translators? Do they have documented policies and procedures for handling PHI? Will they sign a BAA? Do they use secure technology platforms for VRI and OPI? How do they handle breach notification?
The penalties for HIPAA violations are substantial, ranging from $100 to $50,000 per violation, with annual maximums reaching $1.5 million or more. Criminal penalties can include fines up to $250,000 and imprisonment. Beyond the financial risk, a HIPAA breach damages an organization's reputation and erodes patient trust.
At BeKonek Solutions, HIPAA compliance is foundational to every service we provide. All of our interpreters, translators, and healthcare coordinators complete annual HIPAA training. We maintain a comprehensive HIPAA compliance program, sign BAAs with all healthcare clients, and use secure, encrypted platforms for all remote interpretation and document handling.
When selecting a language services provider, do not compromise on HIPAA compliance. The cost of getting it wrong is far too high — for your organization and, more importantly, for the patients whose information is at stake.