Getting Your Medical Records Translated
Medical records often cross a language line. A patient may need an English file translated for relatives abroad, or a foreign report translated for a US doctor.
Below we explain how patients get their records, what federal guidance says about translation and what to look for in a medical translator.
Your Right to Your Records
Under the HIPAA privacy rule, 45 CFR 164.524, an individual has a right to inspect and obtain a copy of their protected health information. The provider must act on the request within 30 days, with one 30-day extension if it explains the delay in writing, and must provide the records in the requested form and format when it can. Psychotherapy notes are excluded.
The rule gives you the records. It does not make the provider translate them, so a translation for relatives or another country is a separate job.
What HHS Says About Translators
The US Department of Health and Human Services enforces Section 1557 of the Affordable Care Act, which covers language access in many health programs. In its language access letter, HHS says that when a covered program provides translation, it must use a qualified translator.
Bilingual staff do not count as translators unless they also meet the standard, and machine translation needs review by a qualified human translator when accuracy matters.
Court decisions have affected parts of the 2024 rule, so providers and patients should check its current status.
Common Reasons to Translate Records
- A second opinion from a doctor who reads another language.
- Treatment abroad or a move to another country.
- An insurance or disability claim that involves foreign-language reports.
- An immigration medical file (see our guide to USCIS translation requirements).
What to Look for in a Medical Translator
- Command of medical terminology in both languages, beyond everyday vocabulary.
- Care with doses, units and dates, where a small slip matters.
- A confidentiality agreement and clear handling of your files.
- A signed certificate of accuracy when the receiving office asks for one.
How BeTranslated Can Help
Our medical record translation services cover discharge summaries, lab reports, prescriptions and clinical notes, translated by linguists who work with medical terminology. We protect your files with confidentiality agreements for our linguists, and our healthcare translation team handles larger projects.
Send us your records for a free translation quote. We reply within 12 hours, and you can also call us at +1 (737) 301-0606.
FAQs
Does My Doctor Have to Translate My Records?
The right of access covers a copy of your records. The rule does not make the provider translate them.
How Long Does a Provider Have to Release My Records?
The HIPAA rule says no later than 30 days after the request, with one written 30-day extension.
Can a Bilingual Nurse Translate My Records?
HHS guidance says bilingual staff do not count as translators unless they meet the qualified translator standard. Ask your provider which translator it uses.
How Do You Protect Medical Files?
Our linguists sign confidentiality agreements, and we handle medical files with care. Contact us to discuss the requirements of your project.
