Translations

It is important  ZSFG patients receive written material routinely provided in English are also provided in the identified threshold languages of patients served. To support the ZSFG goal, DET provides translation services for departments within the hospital.

It is required that vital documents are translated into the threshold languages.  Vital documents include and are not limited to:

  • Signage and way-finding directions
  • Patient intake forms
  • Consent forms. Including, but not limited to: treatment, surgery, anesthesia, inpatient psychiatric treatment, and diagnostic tests.
  • Applications for federal and state health and social services programs.  Including, but not limited to, financial assistance.
  • Advanced directives
  • Patient complaint forms
  • Letters/notices pertaining to the reduction, denial or termination of services or benefits
  • Letters or notices that require a response from the beneficiary or patient
  • Documents that advise of free language assistance services
  • General information on current clinical trials and opportunities to participate
  • Information on emergency health issues
  • Patient rights and responsibilities
  • Billing and financial information
  • Consents to release information
  • Appointment reminder notices
  • HIPAA Privacy Notice
  • Key health education materials

Materials and resources used for providing patient teaching must comply with regulatory requirements and utilize best practice standards, including but not limited to:

  • 5th grade or less reading level.
  • Avoids complicated medical terminology or jargon. Clearly defines medical terms, when used.
  • Use common, simple words to be as clear as possible and minimize the risk of misunderstanding.
  • Provided in spoken/written language understood by the learner and, when appropriate, in which they are literate.
  • Includes pictures and graphics to support learning

 

Other written materials will be translated when it is determined that a printed translated document is needed for effective communication.

Requesting a Translation

To request a translation, please follow the steps below.

If you have questions, contact zsfg.translations@sfdph.org

Step Description
Step 1

Preparing the material requesting to be translated:

  • Confirm the clinical accuracy of the content.
  • Make final grammatical and formatting edits.
  • Check the reading level. Patient materials should be at grade 5 or lower.
  • Check the formatting. Materials should be easy to read (e.g. have wide margins, at least 12-point font, and appropriate images).
  • Provide WORD document when possible
Step 2 Fill out the ZSFG Translation Request Form
Step 3 Send the translation request form and translation material to zsfg.translations@sfdph.org
Step 4

DET will send translation requests to qualified vendors. Please note depending on the complexity of the translation request, turnaround time varies between 3-7 days. Expedited delivery requests will be reviewed based on the impact of patient care (i.e. patient grievance letter or medical record). The requester will be contacted if approved.

Note on Patient Education Materials:

Materials and resources used for providing patient teaching must comply with regulatory requirements and utilize best practice standards, including but not limited to:

  • 5th grade or less reading level.
  • Avoids complicated medical terminology or jargon. Clearly defines medical terms, when used.
  • Use of common, simple words to be as clear as possible and minimize the risk of misunderstanding.
  • Provided in spoken/written language understood by the learner and, when appropriate, in which they are literate.
  • Includes pictures and graphics to support learning