Day Translations handles health insurance translation, interpreting, and portal localization for health plans, insurers, and their member services and communications teams.
Plans covered by the Health Insurance Portability and Accountability Act (HIPAA) can sign our Business Associate Agreement (BAA) before sharing member information.
Give every member coverage information they can read and act on.
Member language services
Members make coverage decisions from the documents and calls you give them. When those reach a member in a language they can't read, a deadline slips or a benefit goes unused.
For many plans, health insurance translation is also a legal duty. Under 42 CFR 422.2267, Medicare Advantage organizations must translate required materials into certain non-English languages. The rule covers each language that is the primary language of at least 5 percent of individuals in a plan benefit package service area.
Our team gives your member services and communications teams one provider for all three channels:
Translation for printed and emailed member materials
Interpreting for member service calls, video calls, and in-person meetings
Localization for member portals and online forms
Member services managers get interpreters on their calls, and communications teams get translated mailings and portal pages, all from one account. The same approved terms carry from the handbook to the call center to the portal. Members read one name for each benefit, whichever channel they use.
Documents we translate
Most health plan translation work falls into six document groups. Each one carries a different risk if a figure, date, or instruction comes out wrong. We match each document to translators who know insurance terminology.
Evidence of Coverage documents, Summaries of Benefits and Coverage, and member handbooks set out what a plan pays and what a member owes. Members compare plans and budget for care from these pages.
Every copay, deductible, coverage limit, and plan name in the translation has to match the English source exactly. We check each of those figures against the source, line by line, before we release the file.
Plenty of members mistake an explanation of benefits for a bill. Clear translation shows them what the plan paid, what they owe, and how to question a charge.
Much EOB translation is template work. Our translation memory stores each approved line, so the fixed wording and field labels read the same in every statement. Variable fields such as amounts and claim numbers stay untouched, because your system fills them in after translation.
Enrollment forms, welcome kits, plan comparison guides, and enrollment notices. These pages tell new members which dates apply and what to sign. One wrong effective date leaves a new member believing coverage starts a month later than it does. We translate your plan’s materials for your members. Your team handles enrollment itself.
Denial notices tell members why a claim or service wasn’t covered and how to appeal. Members have deadlines to act on them, so a mistranslated date or step costs them their chance to respond.
Under 42 CFR 438.10, Medicaid managed care plans must make critical written materials available in the prevalent non-English languages of their service area. Those materials include appeal, grievance, denial, and termination notices. Our linguists keep every right, deadline, and contact number exactly as the source states it.
Letters, notices, renewal reminders, and plan-year change mailings. Medicare Advantage plans must get the Annual Notice of Change to enrollees by September 30 each year. That puts late-summer volume on every plan at once. Our team books recurring mailings into the project schedule ahead of those dates.
Portal pages, online forms, error messages, and help text. Our localization team adapts the portal, so members can find a provider, check a claim, or update their details in their own language. The portal then uses the same benefit names as your printed materials.
Spanish and many other languages run longer than English, so our team flags any label or button text that needs more room.
Member services
Member questions don't wait for a translated letter. Members calling about a denied claim need the answer during that call.
Medicaid managed care plans must offer oral interpretation free of charge to every enrollee. Section 1557 rules at 45 CFR 92.201 also require covered plans to offer a qualified interpreter when interpreting is needed.
Every interpreter on our interpreting services team is a native speaker, trained in the terminology your member services agents use.
Over-the-phone interpreting (OPI) connects an interpreter to your agent and the member on the same call. Your agent stays on the line throughout, so the member hears plan answers straight from your team. Video remote interpreting (VRI) adds a screen for members who need to see a form or who use sign language. Both cover the calls your team handles every day:
Some member conversations happen in person. Our on-site interpreters attend member meetings, community events, and plan information sessions. American Sign Language (ASL) interpreting is available in person and by video.
Connect your member services team with qualified interpreters.
Languages and services
Your members decide the language list. Most plans start from their enrollment data and the languages their service area rules name. Medicaid plans, for example, work from the prevalent languages their state identifies. Your quote confirms coverage for each language your members speak, for health insurance translation and interpreting alike.
Plans book one service or combine all three:
| Service | What it covers |
|---|---|
| Translation | Handbooks, EOBs, enrollment materials, notices, and letters |
| Interpreting | Phone, video, on-site, and ASL interpreting for member conversations |
| Portal localization | Member portal pages, online forms, and help text |
Plans that also run clinics or care programs pair this work with our healthcare translation services for patient-facing materials.
Our process
Every health insurance translation project follows the same five steps, whether it's one handbook or a year of member letters. Our project team runs each one.
Our team confirms the documents, languages, volume, and deadline, then sends a quote with a delivery schedule.
Your files move into our encrypted systems, protected by AES-256 at rest and TLS 1.3 in transit. Only the linguists assigned to your project can open them.
We assign each language pair to a linguist who knows insurance terminology. Your glossary and style guide go into the project, along with any approved past translations.
Another qualified linguist checks every file for accuracy, completeness, consistency, and terminology — the same two-linguist review behind all our translation services. Our final quality check covers formatting and your project requirements.
You receive the translated files in the agreed format. Translation memory keeps the approved wording ready for your next plan year.
Start your next member communications project with a fixed scope and schedule.
For health plans and insurers
Pricing, languages, turnaround, and member data protection: answered before you ask.
Still unsure? An expert answers 24/7/365.
Call an expertBy project. Translation pricing reflects the language pair, volume, complexity, turnaround, and workflow requirements. We price interpreting and portal localization as separate services, so each appears as its own item on your quote.
The languages your members speak, down to the variant. Chinese materials need a choice between Simplified and Traditional characters, and Spanish wording shifts by region. Our team confirms the variant and script for each language with your plan before translation starts.
Your quote sets a delivery date for each language. That date reflects the page count, the number of languages, formatting needs, and any review round your compliance team adds.
Under HIPAA, a vendor that handles member health information works as a business associate. The business associate contract rules at 45 CFR 164.504(e) set its permitted uses and required safeguards. Beyond the BAA, our Trust Center lists the controls on every project: role-based permissions, least-privilege access, mandatory multi-factor authentication, and an NDA-bound workforce. Verified organizations can request our SOC 2 Type II information there.
No. Day Translations is a language services company. Our clients are health plans and insurers that need their member materials translated and their calls interpreted. Anyone shopping for coverage or enrolling in a plan will find options at HealthCare.gov.
Once your form arrives, our sales team reviews the project details and replies to confirm anything the quote needs. You then receive a written quote that covers your plan's documents, languages, and calls. Member services and communications teams get one point of contact from that first reply onward. Day Translations has handled translation and interpreting since 2007.
Request your quote and give members in every language the same clear coverage information.
