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Multilingual event planning requires careful preparation to ensure all attendees can engage fully, whether your event is in-person or online. From understanding your audience’s language needs to coordinating with interpreters and technology, successful multilingual events rely on thoughtful organization. In this guide, we’ll walk you through the steps to execute both multilingual virtual event planning and navigating in-person events successfully. Ready to make your next event fully accessible and engaging? Contact Avantpage to request a consultation or free quote. Table of Contents - Step-by-Step Guide to Planning for Multilingual Events - 1. Gather Information About Your Attendees - 2. Set Expectations for the Attendees - 3. Inform the Interpreter(s) of Which Language and Dialects Will Be in the Audience - 4. Coordinate With Your Language Service Provider Early - 5. Translate Event Materials - 6. Conduct Test Runs with Your LSP - 7. Set Expectations at the Beginning of the Event - 8. Capture Feedback at the End of the Event - 9. Use the Feedback for the Next Event - How Avantpage Supports Multilingual Event Planning - We Provide On-Demand Event Interpreters - AvantInterpret - Additional Language Support Services for Your Event - Frequently Asked Questions About Multilingual Event Planning - Make Every Guest Feel Understood, In Every Language Planning an event is already a complex process, and accommodating audiences who speak different languages adds additional steps to ensure everyone can participate fully. This guide will walk you through best practices for multilingual event planning, so your attendees feel included, engaged, and confident throughout the experience. Learn as much as you can about your attendees well before the event so you can give them the best experience. Ask questions about their language, including things like demographics and age. For example, if an attendee is a Chinese speaker, you’ll want to know the region that the person is from and their age. A 70-year-old man from New York City will require a different Chinese dialect than a 22-year-old woman from San Francisco. Collecting this information allows your language service provider (LSP) to select the best interpreters for your audience. Tip: Ask attendees if they have accessibility needs, such as hearing or vision impairments, to ensure your event is fully inclusive. Attendees may feel uncertain or uncomfortable before the event. Prepare them by sharing: Providing this information in the attendees’ language well in advance is critical for engagement. Clear communication can set the tone for a successful multilingual event. Give the interpreter(s) the language and disability information you received from your attendees so the interpreter(s) will be as prepared as possible to address the audience. As we mentioned before, languages can have nuances that vary per region, so the interpreter(s) should speak in whatever language and dialect are most relevant to the audience. Also, the speaker may need to change the cadence of the speech. Start organizing with your LSP at least two weeks in advance, though more time is always better. Early coordination allows: For multilingual virtual event planning, this step is even more critical to troubleshoot platform or connectivity issues before the event. Work with your LSP to have all materials translated into the necessary languages. This includes: For virtual events, ensure digital materials are screen-reader friendly and accessible to attendees with disabilities. Have a plan for distributing hard copies or digital copies to participants in advance. Be prepared for the event! Run through whatever interpretation requirements you may have with your LSP. Test out the equipment, even if you can’t do it in the event’s facility. If possible, have backup equipment.  Doing test runs is even more important if the event is online, as you want to address any technical issues before the event. For virtual events: Also, check in with your interpreters to verify that they’ve got everything they need.  At the start of the event, set clear expectations: Setting expectations should make the attendees feel more comfortable and engaged. When the event ends, ask for positive and negative feedback on the event, language services, and technology. Ask the limited English proficient (LEP) participants and participants with disabilities how accessible the event was, and ask for specific ways to improve the services. Review the feedback with the necessary participants, from the speakers to the LSP to IT support, then take that feedback into consideration for the next event. Avantpage provides expert support when planning for a multilingual event, with a focus on providing a suite of fully custom language access services: When you need to communicate with individuals with limited English proficiency (LEP) in real time, you need an interpreter. From determining the language to finding the right linguist, this can feel challenging — that’s where Avantpage comes in. Our interpreting services include: AvantInterpret was designed to make connecting with qualified interpreters simple, secure, and fast. Through AvantInterpret, you can access our vast network of interpreters for OPI or VRI, giving you round-the-clock access in over 150 languages. This platform allows you to focus on the conversation, not logistics, whether it’s a one-on-one appointment, a community service interaction, or a virtual meeting. Watch our explainer video about the AvantInterpret platform. Beyond interpreting, Avantpage provides comprehensive support to ensure your multilingual event runs smoothly and inclusively. For virtual events, our team offers platform setup and technical guidance, including testing audio, video, and simultaneous interpreting features, so your online attendees can participate seamlessly.  We also provide accessibility guidance, helping you accommodate LEP participants and attendees with disabilities by ensuring materials, communication channels, and event logistics meet their needs. By combining technical support with a focus on accessibility, Avantpage helps you deliver a professional, inclusive, and engaging experience for all participants. We can also work with you to ensure all of your printed and digital materials are translated and are culturally appropriate. If needed, we can also provide desktop publishing services, which ensure your branding and formatting are adapted to your multilingual messaging.  We can provide the translation and localization of: Request a consultation or free quote to make your next multilingual event accessible, engaging, and seamless with Avantpage and AvantInterpret. At least two weeks is recommended, but earlier is better for large events or those with attendees who will need accommodations in multiple languages. Absolutely! We provide simultaneous interpreting for multiple languages, both in-person and virtually. Interpreters work via a virtual platform with separate audio channels for each language. Attendees select the channel for their preferred language. Conferences, webinars, workshops, board meetings, educational events, and more — both in-person and virtual. Effective multilingual event planning ensures that every attendee, regardless of language or ability, can engage fully. By combining translation, interpreting, and localization with thoughtful planning, your organization can improve engagement, accessibility, and attendee satisfaction.We’ve helped clients put on multilingual conferences, educational events, business meetings, and more. Whether your next event is in-person or virtual, Avantpage can help you deliver a smooth, inclusive experience. Call us today or request a free quote to get started.

Preserving endangered languages is a mission-critical task for linguistic and translation professionals worldwide. Beyond the historical implications of protecting indigenous languages, it’s also important to safeguard the native tongue of global cultures for individuals who currently speak the language. Let’s take a look at what’s involved in preserving languages and what it means for the translation industry as a whole. Table of Contents Benefits of Preserving Endangered Languages 1. Provides Equal Access to Critical Resources 2. Languages Teach Us About Culture and History Why Language Loss Matters Examples of At-Risk and Endangered Languages How the Translation Industry Can Help What You Can Do to Help Preserve Endangered Languages Frequently Asked Questions About Endangered Languages Improve Your Organization’s Linguistic Diversity with Avantpage Preserving endangered languages offers far-reaching benefits that go beyond communication. Each language carries cultural identity, ancestral knowledge, and access to essential resources for those who speak it. By protecting and revitalizing these languages, we strengthen communities, promote inclusivity, and ensure that future generations can continue to learn from the wisdom embedded in every word. As languages grow closer to becoming extinct, the circle of people who speak them grows smaller. However, whether the language is as common as Italian or as rare as Pitkern, existing speakers still need access to translation resources. Efforts to preserve endangered languages help translators provide services to people in communities where their native language is not primarily spoken. Through crowdsourced or direct translation projects, speakers of endangered languages can access community resources like healthcare, education services, and other necessities that directly impact their quality of life. According to UNESCO, more than 40% of the world’s estimated 7,000 languages are endangered, and one language disappears roughly every two weeks. When a language dies, entire communities risk losing not only their ability to communicate but also their connection to ancestral knowledge, stories, and cultural identity. This makes translation professionals key advocates for linguistic equity. By helping to translate documents, signage, and resources into lesser-spoken languages, they ensure that speakers of endangered languages are not excluded from essential systems of care and communication. Human language is a fluid, ever-changing form of communication. Its content and structure change over time to reflect the culture of its native speakers and hold clues to its history. Naturally, one of the biggest benefits of the preservation of endangered languages is the impact it has on the understanding of how languages grow and develop. Since communication is a fundamental part of human interaction, the study of indigenous languages offers limitless insight into humanity itself. “Every language has poetry,” says Bob Holman, host of PBS program Language Matters. “Each [one] holds a little piece of information or a lot of information, can hold information about medicines and health, can hold information about the constellations in the sky. And that’s information that, if you lose the language, you lose that connection with that place, with that way of thinking, with tens of thousands of years of that language’s lineage.” As with any avenue of historical study, researching a language’s past can provide clues to its future. Endangered languages are particularly vulnerable, so it’s important to learn all we can from them before they go extinct. Beyond history, every language represents a unique worldview. For example, the Hawaiian and Māori language revitalization movements show how reconnecting with native tongues strengthens cultural identity and community pride. In both regions, immersion schools and media programs have helped new generations become fluent speakers, proving that with support and documentation, even highly endangered languages can be brought back to life. When a language disappears, humanity loses more than just words — we lose access to generations of collective wisdom. Many endangered languages contain ecological, agricultural, or medicinal knowledge specific to the lands where they developed. Without these languages, valuable information about sustainable living, environmental balance, and local biodiversity may be lost forever. Language loss also has deep social implications. Communities that can no longer use their mother tongue often face barriers to education, healthcare, and civic participation. Preserving endangered languages supports inclusivity, empowerment, and human dignity — values that align closely with Avantpage’s mission to ensure everyone has equal access to information, regardless of the language they speak. The translation and localization industry plays a critical role in language preservation. Translators, linguists, and language service providers are uniquely positioned to: Anyone can contribute to language preservation, whether by volunteering time to translate documents, supporting local revitalization projects, or simply learning and using endangered languages in daily life. Translators and global businesses can also partner with preservation organizations to ensure that Indigenous voices remain heard and respected in the digital era. Organizations like The Enduring Voices Project and the Endangered Language Project are making great strides in language preservation. However, the continued globalization of the internet is positively impacting efforts as well. “While the dispersal of speech communities across the globe has led to the demise of some languages, technology popularized by globalization is playing an equally important role in their revitalization. Through the internet and mobile communications, people are reconnecting with fellow speakers using digital tools to revive languages on the endangered list,” writes Yale linguistics expert Mark Turin. UNESCO’s Atlas of the World’s Languages in Danger lists 576 languages as critically endangered, but thousands more are threatened. The translation industry needs to support measures that slow down or mitigate the loss of an important part of global cultures. Equally, businesses that provide resources to individuals with limited English proficiency must do what they can to help lessen the impact of languages that may be lost forever. Endangered languages are languages at risk of falling out of use because their speakers are shifting to a dominant language or because intergenerational transmission is declining. When a language loses its youngest speakers and relies only on older generations, it faces a high risk of extinction. Preservation efforts are critical for maintaining language diversity and protecting human history embedded in linguistic traditions. Language documentation preserves the grammar, vocabulary, and cultural knowledge of a language before it disappears. Organizations like the Endangered Languages Project and resources like Ethnologue compile detailed data on language use, language vitality, and speaker populations. Documentation ensures that languages can be studied, revitalized, and used to support human rights, including the right to cultural and linguistic expression. The number of endangered languages worldwide is estimated at over 2,500, though some sources suggest up to 3,000. Certain regions, like Papua New Guinea, are particularly linguistically diverse, with hundreds of small language communities at risk. Other countries, such as Canada, also report multiple endangered Indigenous languages. Organizations like the United Nations and national governments work to support these communities and track language endangerment. Speakers often include both older generations and younger speakers, though in many cases, the youngest members of a language community may not be fluent. Revitalization efforts aim to pass languages to the youngest speakers, maintaining language vitality and ensuring that knowledge tied to the language is not lost. Languages carry unique knowledge about human history, including local traditions, human rights norms, ecological practices, medicine, and social customs. When a language disappears, this cultural heritage vanishes. Protecting endangered languages helps preserve both cultural identity and valuable historical insights for researchers and global communities, from New York to remote villages worldwide. - Support language documentation projects and the Endangered Languages Project.
- Collaborate with linguists to record, transcribe, and archive languages.
- Promote language diversity in education, media, and digital platforms.
- Provide resources to language communities to maintain language vitality.
- Recognize that access to one’s native language is a human rights issue. The United Nations and UNESCO maintain initiatives to track language endangerment, fund revitalization programs, and promote human rights related to cultural and linguistic identity. Urban centers like New York also host workshops, language classes, and community gatherings to support immigrant and Indigenous language communities. At Avantpage, we believe that linguistic diversity is essential to cultural understanding and inclusion. Every language represents a living story. By supporting translation, education, and revitalization efforts, we help those stories continue to be told. If you’re ready to expand your language access program, use one of our online forms to reach out or call (530) 750-2040.

Following plain language guidelines is an important starting point for producing source material that’s ready for translation services. Although translators can produce some pretty impressive work, they aren’t miracle workers. For a translator to create a high-quality, easily readable document in the target language, the source text must be equally high in quality and just as easy to read. In other words, the source text should be written in plain language. When creating content that you know will be translated later on, following plain language guidelines is a proactive step toward a final product that’s as easy to read as the source text. Here’s our guide to observing plain language guidelines and making sure your writing is as clear and concise as possible. Table of Contents What Is Plain Language? When to Use Plain Language? Example of Plain Language in Action Why Is Plain Language Important for Translation Services? Plain Language Guidelines & Writing Tips Frequently Asked Questions About Plain Language Guidelines Make Your Message Clear The term “plain language” refers to writing that’s concise and easy to understand on the first read. Although federal agencies are already required to produce official communications using plain language under the Plain Writing Act of 2010, anybody can — and should — use plain language in their internal or external communications. Plain language is particularly helpful when you need to have a document translated. When translators have to wade through lots of dense, confusing language, it can slow down the translation process, creating unnecessary or burdensome work for the translator.
If you’ve ever asked somebody to explain a long-winded, convoluted topic to you “in layman’s terms,” you already have some familiarity with the concept of plain language. In fact, the phrase “plain language” is essentially a, well, plainer way of referring to layman’s terms. Here are a few instances when using plain language is best:  Plain language is any form of writing that emphasizes clarity and conciseness. When writing in plain language, a writer’s goal is to ensure that the text is easy for readers to understand and quickly gloss over. Here’s an example of some decidedly not plain language provided by the US General Services Administration: “Apply if you are aged (65 years old or older), blind, or disabled and have low income and few resources. Apply if you are terminally ill and want to receive hospice services. Apply if you are aged, blind, or disabled; live in a nursing home; and have low income and limited resources. Apply if you are aged, blind, or disabled and need nursing home care, but can stay at home with special community care services. Apply if you are eligible for Medicare and have low income and limited resources.” Now, here’s a revised version of that passage, written to follow plain language guidelines: “You may apply for Medicaid if you are: Notice how much easier it is to follow the second one. While the first example consists of a single, nearly 100-word paragraph, the second uses simple sentence structure and a series of bullet points to make the text a little bit easier on the eyes. Plus, it cuts the total word count down to 60. Ultimately, plain language allows individuals to find the information they need faster, making complicated topics easier to understand for wide, non-specialized audiences. Plain language isn’t just important for improving accessibility in general communications. It’s also a way to simplify the translation process from the get-go. By doing this, you can get faster translation delivery times, increased accuracy, and potentially lowered costs. Writing in plain language makes things easier for the translator(s) rendering your texts into the target language. Because translators aim to convey the meaning of the source text in the target language, content writers should aim to make that meaning as clear as possible. It may not be possible to use plain language in every piece of content — highly regulated areas like the pharmaceutical industry and legal services often have specific and formal terminology that can’t be easily simplified into plain language. Thus, it’s important to keep your target audience in mind — a scientific review committee will surely understand more niche terms than the general public. When producing public-facing content like blogs, informational pamphlets, or advertisements, plain language is critical to ensuring that both the translator and the target audience can easily understand your intended meaning. Here are a few basic tips that we recommend for writers creating content they intend to have translated later on: While jargon can be difficult to avoid, it’s also important to note that the general public may not have a solid understanding of terms you use daily in your field. For instance, the medical condition “myocardial infarction” is more commonly known as a “heart attack.” Unless you absolutely have to use the phrase “myocardial infarction,” the term “heart attack” will likely serve you better, as it’s just plain easy for readers to understand. Long sentences packed with several different ideas can be hard to follow. Try to stick to one idea per sentence and try to keep the average number of words per sentence down to 20 or fewer. When writing, you’ll often find that some words are redundant or unnecessary. For instance, why would you call something “very good,” when you can call it “great?” Not only is “great” a more specific word — it’s also quicker to read than “very good.” More often than not, you can replace phrases like “very,” “really,” or “actually,” with more purposeful words. In addition to being a key tenet of plain language guidelines, this rule’s also a staple in grade-school English classes. Passive voice constructions tend to be wordier than those in the active voice. As a result, they add unnecessary words to the sentence and can make it harder for a translator to understand the meaning. Moreover, active voice generally illustrates the main idea of the sentence more effectively than passive voice. From the writer’s perspective, direct subject-verb-object sentences may seem a bit dry and repetitive. But the truth is that they’re much easier to follow than winding sentences that have all sorts of additional clauses and information that can be expressed in a separate sentence. Directness in your word choice is also key. Whenever appropriate, try addressing the reader directly using the personal pronoun “you,” to help engage them and form a connection between the reader and writer. Plain language guidelines provide rules and best practices to make written communication clear, concise, and easy for the intended audience to understand. They focus on improving readability, reducing technical terms, and structuring content logically with tools like headings and bullet points. All healthcare and federal employees are encouraged to follow the federal plain language guidelines when creating content for the public, including government communication materials, reports, and .gov websites. Compliance ensures accessibility and transparency for citizens. Please refer to PlainLanguage.gov or learn how to build a terminology glossary for more accurate translations. The U.S. government provides resources through PlainLanguage.gov, maintained by the Plain Language Action and Information Network (PLAIN). This site includes training materials, examples, templates, and the latest updates on federal plain language guidelines. Plain language improves accessibility, promotes citizen engagement, and ensures that critical information, such as public services, health guidance, or legal documents, is understood by everyone. Agencies like the National Institutes of Health use plain language to make medical and scientific information accessible to non-experts. - Use clear headers to organize content.
- Write short sentences and simple paragraphs.
- Avoid unnecessary technical terms unless explained.
- Focus on the important information and what the reader needs to know.
- Use active voice and clear verbs. Yes! Plain language training is available through federal agencies and online resources. First-time users can access beginner-friendly modules on plainlanguage.gov, while advanced courses are offered to help improve government communication skills across departments. Federal agencies may submit a compliance report annually to demonstrate adherence to federal plain language guidelines, showing how they have improved readability, simplified language, and enhanced communication for the public. Using plain language principles can simplify the translation process. It will help language service providers connect with your message and convey it in simple terms. As a quick reminder:  If you’ve already got your content drafted up in plain language and need professional translation services, contact our linguists and translators online or call us at (530) 750-2040.

If your organization provides Medicare or Medicaid insurance plans, the Healthcare Effectiveness Data and Information Set (HEDIS) acts as the scorecard that shows just how well you’re caring for your members. HEDIS, developed by the National Committee for Quality Assurance (NCQA), is a standardized set of performance measures that are used to assess the quality of care that healthcare organizations provide to their patients. The Centers for Medicare and Medicaid Services (CMS) requires many health insurance plans to report their HEDIS data as a part of their Medicare Star Ratings—as such, HEDIS data can have a strong effect on a provider's revenue and enrollment.  While health outcomes are a significant part of HEDIS measures, communication, engagement, and patient satisfaction play a key role as well. So, if you’re looking to improve your organization’s HEDIS performance, you may want to take a look at your member engagement and communication strategies. In this blog post, we’ll take a deeper look at what HEDIS is and how health plans can improve their performance by rethinking their engagement strategy. Table of Contents What Are HEDIS Measures? The Link Between Member Engagement and HEDIS Performance Common Barriers to Effective Member Engagement Inclusive, Accessible Member Correspondence: The Foundation of Engagement Member Engagement Strategies That Directly Impact HEDIS Measures Measuring Success: Tracking HEDIS Improvement Through Engagement Avantpage's Role in Supporting Better HEDIS Outcomes Frequently Asked Questions About HEDIS Measures and Member Engagement Your Message, Measured: Turning Communication Into Better Outcomes More than 235 million people across the United States are enrolled in health plans that report data on HEDIS measures, making it one of the most widely used performance improvement and quality assurance tools in the healthcare industry. The NCQA uses around 90 different HEDIS measures to evaluate health plans. These measures are organized into six domains of care: By collecting and analyzing this data, HEDIS enables health plans to monitor performance and improve member outcomes. HEDIS measures are also an important way to meet regulatory requirements, while giving members and stakeholders a transparent, standardized way to compare the quality of care across plans. Member engagement is a way to improve your performance on HEDIS measures—when members understand their benefits, feel connected to their care teams, and receive timely, accessible communication, they’re more likely to schedule preventive visits, complete screenings, and adhere to treatment plans. This in turn improves a health plan’s scores in HEDIS domains like Experience of Care and Utilization and Risk-Adjusted Utilization. It should come as no surprise then, that health plans with strong engagement strategies consistently report higher HEDIS scores, especially when outreach is personalized, multilingual, and easy to understand. When health plans successfully engage their members, members feel more trust toward their health insurance provider, leading to improved patient satisfaction and an increased willingness to use their health insurance and advocate for themselves within the healthcare system. Research shows that improved care coordination—a form of member engagement involving “the deliberate effort by two or more healthcare professionals to facilitate and coordinate proper delivery of care to a patient”—also leads to improved performance on HEDIS measures, often by more than five percentage points. Below are a few examples of some common issues health plans encounter when trying to boost member engagement: - Limited language access: It’s hard to engage members if you’re not speaking their language. If you don’t offer thorough medical translation and interpretation services, members with limited English proficiency are much less likely to make use of their health plan.
- Poor health literacy: All too often, health plans communicate to their members in jargon-laden benefits letters, notices of action, and other media. But this can be difficult for patients to understand, making them less likely to engage and utilize their insurance.
- Outdated outreach methods: While there’s certainly a place for print media and letters, keep in mind that many members prefer to use more modern means of communication like email, text message, and online member portals.
- Limited accessibility: Without options like large print, screen-reader compatible digital content, or ADA-compliant materials, members with disabilities are less likely to understand their benefits, complete preventive care, or follow through on recommended screenings. Improving member engagement starts by tackling these problems head-on. By developing a more accessible communication strategy, you can better engage your members and boost your organization’s performance on HEDIS measures. Effective member engagement begins with clear communication. Inclusive and accessible correspondence ensures that all members, regardless of language, literacy level, disability, or cultural background, can confidently navigate their care. This involves using plain language, ADA- and Section 508-compliant formats, multilingual materials, and multiple communication channels. Members who receive clear, understandable messages are more likely to schedule preventive screenings, follow treatment recommendations, and complete necessary follow-ups. Examples of inclusive communication include sending appointment reminders in a member’s preferred language, providing visually clear benefit explanations, and offering audio or video versions of critical information for those who need alternative formats. This foundation of trust and clarity empowers members to take charge of their care and directly supports HEDIS measures related to Effectiveness of Care, Access/Availability, and Experience of Care. In short, even the best care programs may fail to reach the members who need them most without accessible correspondence. Below, we’ll take a look at five different strategies that health insurance providers can take to improve their communication and member engagement strategies. Tailor outreach to each member based on demographics, claims history, and identified care gaps. Personalized reminders for screenings, vaccinations, and chronic condition management increase adherence and close gaps, directly improving HEDIS measures like Effectiveness of Care. Ensure appointment notices, telehealth links, and coverage information are easy to understand and accessible in multiple formats. Using mail, email, SMS, and portal notifications reduces barriers and encourages timely care. Use inclusive language, culturally relevant translations, and community-specific messaging to foster respect and belonging. When members feel respected, they tend to report higher satisfaction. This improved satisfaction goes hand in hand with improved member engagement, as members are more likely to trust and engage with their health plan if they feel satisfied with it. Encourage preventive visits and follow-ups with personalized outreach to plan members. Automated systems can flag members who are overdue for screenings, which will help your organization manage utilization and ensure appropriate care delivery. Integrate AI, automation, and translation tools to scale outreach while maintaining accessibility and language compliance. Technology ensures timely, consistent communication that reaches all members and supports better performance on HEDIS measures. However, it’s important to integrate technology carefully—there should always be a human in the loop to review the messages you’re sending out. Once you’ve implemented the above strategies and begun working to improve your member engagement, there are a few key metrics you can look at—aside from overall HEDIS scores—to determine the success of your efforts: As you track member engagement and HEDIS improvement, try to establish feedback loops that capture member responses and interaction data. For example, after sending out preventive care reminders, you can track open rates, click-throughs, appointment completions, and survey feedback. These insights allow you to adjust messaging, choose the most effective communication channels, and personalize outreach for different member populations. And keep in mind that improving member engagement is an ongoing process—the way we communicate today is very different from the way we communicated 20 years ago. That means that your engagement strategy needs to be constantly evolving to meet the ever-changing needs of your members. At Avantpage, we’ve recently launched a tool to help you improve member engagement and boost performance on HEDIS measures: AvantSend. AvantSend is our new, AI-enabled correspondence platform that supports 150+ languages and ensures ADA and Section 508 compliance. This platform handles all of your communication needs, from translating letters to printing them out and mailing them directly to your members, speeding up the turnaround time for delivery by about two days. Here’s an example of how you can take advantage of AvantSend: Using AvantSend, a health plan was able to automate end-to-end mailing of preventive screening reminders, including multilingual and ADA-compliant formats. By tracking responses and appointment completions, the organization was able to follow up with members who hadn’t scheduled screenings, ultimately increasing participation rates and closing care gaps more efficiently. By streamlining your communications workflow and getting correspondence out to your members faster, AvantSend boosts member satisfaction and bridges gaps in care—in turn boosting your HEDIS performance. HEDIS measures are standardized performance metrics used by health plans and the NCQA to evaluate care effectiveness, accessibility, experience, and utilization. Higher engagement leads to better follow-up, preventive care, and satisfaction — directly improving scores in domains like Effectiveness of Care and Experience of Care. Personalized outreach, multilingual materials, accessible appointment reminders, and culturally responsive communication all boost engagement and HEDIS outcomes. When members understand their benefits and next steps, they feel respected and informed — leading to higher satisfaction scores and stronger plan loyalty. AvantSend automates inclusive, ADA-compliant, multilingual member correspondence — helping health plans communicate clearly and consistently across all populations. Clear, inclusive communication is essential for helping members understand their benefits and take advantage of them.  Ultimately, when communication is inclusive and intentional, members are more engaged, overall satisfaction improves, and your HEDIS measures get even better. In this sense, a good communication strategy can be seen as a clinical quality tool, rather than just a small administrative task. If you’re looking to boost your HEDIS performance, Avantpage can help. We offer translation, interpretation, and accessibility services that can transform the effectiveness of your communication strategy. And that’s not to mention our latest development, AvantSend. Get a free quote online or call (530) 750-2040 to learn more about how we can help you modernize member correspondence and drive measurable quality outcomes.

ADA compliance ensures that all people, including those with disabilities, have meaningful access to your organization’s services, products, and communications. For organizations serving diverse audiences, providing accessible translation, interpreting, and localization services isn’t just best practice — it’s a legal requirement under the Americans with Disabilities Act (ADA). In this guide, we’ll cover what ADA compliance is and a few ADA compliance services that can help your organization adhere to ADA guidelines. If you’re ready to make your organization accessible to everyone, contact Avantpage to get started. Table of Contents - What Are ADA Compliance Services? - Key Aspects of ADA Compliance in Language Services - ADA-Compliant Translation - ADA-Compliant Interpreting - Localization and Cultural Adaptation - Industries Where ADA Compliance Is Critical - How Avantpage Supports ADA Compliance - Frequently Asked Questions (FAQ) About ADA-Compliant Services - Avantpage Is Your ADA Compliance Partner ADA compliance services ensure all individuals, including those with disabilities, can meaningfully access your content, products, and services. This includes providing: - Translation of written materials
- Interpreting for verbal communication
- Localization and cultural adaptation
- Accessible digital content Compliance is not just about translating words — it’s about ensuring information is usable, understandable, and culturally appropriate for every audience. The ADA is structured around five titles, three of which are especially relevant for organizations providing language services: Key takeaway: ADA compliance goes beyond simple translation — it’s about creating meaningful access at every point of communication, whether written, spoken, or digital. Compliance is nuanced, but it doesn’t have to be complicated. Depending on the types of products, services, or information your organization offers to the public, you may need one or all of the following ADA-compliance services:  Translation ensures that written content is accessible to individuals with communication disabilities, including vision, hearing, or speech impairments. Key services include: Examples: Interpreting services ensure verbal communication is accessible for individuals with hearing or speech disabilities. Key services include: Examples: Localization ensures translated content is meaningful and culturally appropriate for the target audience. Examples: Localization ensures that compliance isn’t just about language, but about effective, culturally aware communication. ADA compliance is required across sectors, but particularly in areas where communication access can impact safety, rights, or health. - Healthcare: Patient forms, medical instructions, and appointment communication must be accessible.
- Government: Voting materials, public service notices, and in-person services (polling, city meetings).
- Education: Enrollment forms, course materials, and announcements must be fully accessible.
- Businesses & Public Services: Customer communications, websites, signage, and digital platforms. Avantpage provides expert ADA compliance services across translation, interpreting, and localization, ensuring your organization meets legal and accessibility requirements. Our language services include: Request a free quote or consultation with Avantpage to make your documents and communications fully accessible. Translation makes written content accessible, while interpreting ensures verbal communication is accessible. Both are essential for ADA compliance. Any organization covered under ADA Titles I, II, or III should ensure its communications are accessible to individuals with disabilities. Absolutely! Interpreters can work in-person, over the phone, or via video platforms that meet ADA standards. Vital documents like legal agreements, medical forms, HR materials, member communications, and digital content. Our team combines professional translation, interpreting, and localization expertise with accessibility best practices to create content that is accurate, culturally appropriate, and fully ADA-compliant. ADA compliance is more than a legal requirement — it’s a commitment to inclusivity and accessibility for all audiences. By providing ADA-compliant language access services, your organization can communicate effectively, reduce legal risk, and demonstrate a commitment to equity.Whether you need large print, braille, audio formats, sign language interpreting, or localized member correspondence, Avantpage can help. Give us a call or request a free, no-obligation quote to ensure your organization meets ADA standards and communicates with all audiences effectively.

Every message an organization sends to its members—a benefits notice, renewal letter, or digital alert—carries weight. When done well, these messages can strengthen the reader’s confidence; when they’re done poorly, they can confuse and frustrate the audience. For health insurance providers and government agencies alike, effective communication is crucial to building trust and enhancing the accessibility of their services. To communicate inclusively and accessibly, organizations need to craft their message so that each member or client can understand and act on it, regardless of language, literacy, disability, or digital access. When messages are clear and considerate, members engage more fully and make better decisions. The need for truly inclusive and accessible communication is growing. Regulatory standards such as Section 1557 and Section 508 continue to expand expectations for accessibility. At the same time, member populations are becoming more linguistically and culturally diverse, and modern technologies have reshaped the way we get our message across. These shifts make inclusion and accessibility essential to effective communication—not optional features. In this blog post, we’ll take a look at why communication is important for organizations like health insurance providers, government agencies. We’ll also walk you through some key best practices for creating messaging campaigns that are inclusive, accessible, and culturally and linguistically appropriate for everyone who uses your services. Table of Contents - The Role of Clear Communication in Member Correspondence - What Happens When Your Message Is Misrepresented? - What Does Inclusive and Accessible Communication Look Like? - Considerations in Healthcare and Government Settings - Why Communication Is Important for Inclusion, Accessibility, and Equality - Practical Steps for Organizations to Improve Member Correspondence - Measuring Success & Continuous Improvements - How Avantpage Is Expanding Beyond a Language Service Provider - Frequently Asked Questions About Accessible Communication - Your Message, Heard: Building Connections through Inclusive Communication Services Any message that you send to people who use your services—letters, emails, portal messages, voicemail, etc.—is a form of member correspondence. To maintain a strong level of trust and transparency, these messages should follow best practices for clear and engaging communication.
Many of us have received letters or messages from our insurance companies or local government agencies and scratched our heads, wondering just what exactly they’re trying to say. All too often, these messages are overly wordy and jargon-heavy, making it hard to fully understand the point of the message. This kind of messaging tends to leave us feeling uncertain and perhaps even less confident in the services that we’re receiving. When organizations obscure their message and deliver poor, confusing communications, they ultimately make it harder to access the vital services that they offer. To ensure that people actually understand how to access your services, clear and concise communication is key. By promoting a sense of clarity and understanding in your member correspondence, you can better engage your members and improve a sense of trust. At best, poor communication leads to a bit of confusion—at worst, it leads to costly malpractice suits, damaged reputations, and even death. Research has shown that about 30% of malpractice suits in the healthcare field can be attributed to failures in communication. “Those communication failures resulted in $1.7 billion in malpractice costs and almost 2,000 preventable deaths,” reads a recent report on miscommunication from the HIPAA Journal. This is why communication is important in fields like healthcare and government. Refining your communication strategy may seem like a challenge, but it’s ultimately a worthwhile investment that will help you avoid further—and more expensive—challenges in the long run. By implementing best practices for inclusive, accessible communication, you can save yourself the trouble of lawsuits over noncompliance. When we talk about inclusive and accessible communication, we’re talking about messaging that’s easy to understand and makes people feel fully capable of taking action in response.  Inclusive communication focuses on who you’re communicating with and how your message reflects and respects their diversity. It ensures that the language, tone, and visuals are culturally sensitive and representative of the audiences you serve. Accessible communication focuses on how easily people can receive and use the information in your message, regardless of ability or circumstance. To ensure that your communications are both inclusive and accessible, we recommend the following best practices: Agencies in healthcare and government manage complex programs—benefits enrollment, medical coverage, public assistance—often for populations that are already vulnerable or navigating significant barriers. A single unclear letter or inaccessible notice can determine whether someone receives care, loses coverage, or misses a critical deadline. Language remains a major challenge, especially for individuals with limited English proficiency. Literacy levels also vary widely, making technical or jargon-heavy correspondence difficult to interpret. Disability adds another layer—from low vision to hearing loss to cognitive differences—that can render standard print or digital formats unusable. Cultural differences influence how information is perceived and trusted, while digital access disparities mean not everyone can rely on portals, apps, or email for essential updates. When these barriers go unaddressed, the consequences are measurable. Misunderstood instructions can lead to missed appointments, denied claims, or incorrect benefit selections. Confusing or inaccessible notices often increase complaint rates, administrative workload, and compliance risk. As such, clear, inclusive correspondence is foundational to effective service delivery and public trust. You might provide the best services in your sector—but at the end of the day, they’re no good if people don’t know how to access them. That’s why clear communication is so important: It helps your members feel seen and respected, encouraging them to actually take advantage of what you have to offer. When members understand your message, they’re better equipped to act on it. With an effective communication strategy in place, your members won’t be left scratching their heads as they read your correspondence; instead, they’ll be taking action—perhaps they’ll call up their doctor’s office to schedule an appointment after receiving a clear and concise overview of their insurance benefits, or they’ll be filling out the paperwork to renew their driver’s license after receiving a letter letting them know that it’s on track to expire soon.  There are ripple effects here too—in healthcare, for example, effective communication is linked to improved health outcomes. This means better patient satisfaction, fewer complaints, and improved compliance with regulations. Below, we’ll outline the basic steps you need to take to improve your communication strategy and send messages that actually resonate with your members: As you take the necessary steps to improve your communications strategy, consider the following ways to monitor their success: It’s important to consider that these are things that need to be worked on continuously. Communication is an ongoing process between two parties, and there will always be room to improve and adapt, especially as our society grows more and more digitally oriented. Looking to the future, keep an eye on trends in AI chatbots and customer service platforms. As new channels emerge, it’s crucial to find ways to make them more accessible and inclusive. Emphasizing the importance of effective member correspondence, Avantpage has launched AvantSend, an AI-enabled platform that manages the entire lifecycle of member communications for LEP communities, from document creation and translation to printing and mailing. AvantSend allows you to support every member—across languages, channels, and systems—with a single, HIPAA-compliant partner. Here’s a little bit more about how it works: AvantSend unifies the translation, fulfillment, and mailing processes for printed communications like benefits letters and notices of action—that’s allowed us to help more than 200 clients in the healthcare sector save an average of $36 per file. With AvantSend, your letters reach your members’ mailboxes two days faster on average.  Just like our other services, AvantSend supports up to 150 different languages. Compliance and accessibility are built into AvantSend by design—every file and every channel will be accessible, readable, and inclusive from the start. With AvantSend, organizations can handle member communication with fewer handoffs, clearer oversight, and faster delivery. By unifying the translation, fulfillment, and mailing processes into one secure system, we’re helping you simplify compliance work and communicate with members effectively from start to finish. Member correspondence is any message an organization sends to members—letters, outreach campaigns, voicemails, emails, portal messages, etc.  Communication is important in the healthcare sector because effective communication ensures both parties understand each other fully; this allows the patient to advocate for themselves and fully understand what their healthcare team is saying to them. This ultimately improves health outcomes. Communication is important in the government sector because it enables people to understand and access the vital government programs and services meant to support them. Clear correspondence builds trust and helps residents take timely action on critical issues like benefits, taxes, and public health. Avantpage has launched AvantSend, an AI-powered platform that helps healthcare organizations manage member correspondence from translation to mailing letters directly to members. Technologies that improve communication include translation and interpretation platforms, AI-driven correspondence tools, design software, and secure digital portals. These tools help organizations create clear, multilingual, and ADA-compliant messages that reach members quickly and in the formats they prefer. If your goal is to engage more members and provide them with a clear roadmap to use your services, your first step should be to revamp your communications strategy. By refining your member correspondence using best practices for communications, you can more effectively guide members to your services and boost engagement. Improving your communications strategy will ensure that your members experience fewer misunderstandings and feel more trust and confidence in your organization. If that sounds good to you, Avantpage is here to help you. With AvantSend and our other translation, interpretation, and alternate format services, we’re helping healthcare organizations and government agencies all across the country develop inclusive, accessible communication strategies. Contact us today at [email protected] or (530) 750-2040 to learn more about how Avantpage can help you improve your organization’s communication strategy.

Translation, at its core, is about providing meaningful access for all people to the services, products, and general information that you provide. For organizations serving diverse audiences, ensuring documents meet ADA standards is key to compliance and accessibility. ADA translation is based on the requirements of the Americans with Disabilities Act (ADA), a civil rights law passed in 1990 that prohibits discrimination against individuals with disabilities in all areas of public life, including jobs, schools, transportation, and public or private spaces open to the general public. This law requires organizations to make communication accessible for individuals with disabilities, including vision, hearing, or speech impairments. In this article, we’ll explore the basics of what ADA-compliance services are and who needs ADA translations. Or, if you’re ready to ensure your documents are accessible to everyone, contact Avantpage to start your ADA-compliant translation project. Table of Contents - What's Involved in ADA-Compliant Translation? - Who Needs ADA Translation? - How Avantpage Supports ADA-Compliant Translation - Frequently Asked Questions (FAQ) About ADA Compliant Translations - Mitigate Risk with ADA-Compliant Documentation ADA-compliant translation ensures that people with communication disabilities can fully engage with your content. Depending on the needs of your audience, this may include: By planning ADA-compliant translation carefully, organizations can ensure all audiences can interact with documents, websites, and materials in a meaningful way. Not sure which formats your organization needs? Speak with a translation and localization expert to find out! ADA-compliant translation is essential for organizations across all sectors, especially those that are federally regulated. The ADA includes five titles: Organizations must ensure communication is effective for individuals with disabilities, regardless of how frequently they interact with them. Fields with specific ADA requirements include: - Healthcare: Patient forms, instructions, and notices
- Education: Enrollment forms, course materials, and announcements
- Government & Elections: Voting materials, notices, and official communications
- Businesses & Public Services: Websites, customer communications, and signage Non-compliance can result in penalties, legal action, and reputational damage. By integrating ADA-compliant translation into your workflow, your organization can reduce risk while ensuring inclusivity. Avantpage provides expert ADA-compliant translation services designed to meet the needs of all audiences. Our language services include: - Large print, braille, and audio translations for vision accessibility
- Sign language and oral interpreters for hearing accessibility
- Speech-to-speech transliteration and communication boards for speech accessibility
- Full compliance with ADA guidelines and accessibility best practices
- Translation for documents, digital content, and multimedia Our team ensures that every project meets accessibility requirements while maintaining linguistic and cultural accuracy. Whether you need ADA translation for healthcare, education, government, or business, Avantpage can guide your organization through the process. Ready to make your documents fully accessible? Request a free quote or consultation with our ADA-compliant translation experts. Digital content can be adapted with screen-reader-friendly formats, alt-text descriptions for images, captioned videos, and accessible PDFs. Avantpage ensures all formats meet ADA standards while maintaining linguistic accuracy. Yes. Providing accessible documents reduces the risk of non-compliance penalties, lawsuits, and reputational damage. ADA-compliant translation demonstrates your commitment to accessibility and equity. Begin by identifying which vital documents, forms, or content need to be accessible. Or, if you’re not sure, reach out to a language service provider like Avantpage. We’ll help you identify which documents need to be translated to meet ADA guidelines and your audience’s needs. Ensuring your organization’s documents and communications are accessible doesn’t have to be complicated. With ADA-compliant translation services from Avantpage, you can provide meaningful access to all audiences, meet regulatory requirements, and demonstrate your commitment to inclusivity. Whether you need large print, braille, audio formats, or sign language interpreting, our expert team is ready to help. Contact Avantpage today at 530-750-2040 or request a free quote online to make your content fully accessible and compliant.

For many language projects, it simply isn’t enough to translate the words on paper from one language to the next. Simple, word-for-word translation may work for straightforward texts like administrative paperwork or technical instructions, but when it comes to more creative works—think outreach campaigns, slogans or social media posts—you need transcreation. Transcreation is the process of adapting content for an entirely different cultural context—while language is one major component of that, transcreation may also change the imagery, idioms, and overall emotional appeal of a campaign.  A classic example: In France, McDonald’s adapts their “I’m Lovin’ It” slogan to “c’est tout ce que j’aime” (“It’s everything that I love”), while in Quebec, it becomes “c’est ça que j’m” (“It’s that that I luv’”). The stylized “j’m” is a playful nod to the stylization of “lovin’” in English, reflecting Quebec’s bilingual culture. While these may feel like minor details, they ultimately create a more culturally appropriate and immersive experience for audiences.  In this blog post, we’ll explore the differences between transcreation and translation, giving you a better understanding of how your organization can decide which is right for a given project. Table of Contents - Translation vs. Transcreation: Definitions & Examples - Transcreation vs. Localization - Why Words Alone Fall Short - When to Use Translation vs. Transcreation - Best Practices for Culturally Appropriate Messaging - Changes and Future Outlook - Frequently Asked Questions About Transcreation vs. Translation - Don’t Just Translate: Transcreate with Avantpage Translation is a purely linguistic process—it’s best suited to documents that involve very little creativity, such as administrative paperwork, discharge instructions, dense legal texts, etc. These kinds of documents should prioritize linguistic accuracy and clarity, and there’s typically no reason to change the overall messaging.  Healthcare organizations and agencies like election boards typically employ translation services for the following types of documents: On the other hand, transcreation is a more creative process that involves factors beyond language. Transcreators adapt a text for a totally new cultural context, using different idioms, emotions, and even images, as needed. If you translate a transcreated text back into the source language, it should still get the same message across, but it won’t use the exact same words or tone as the original. Healthcare organizations and government agencies typically employ transcreation services for the following types of documents: You may have also heard about localization—another process used to adapt content for different audiences. While transcreation focuses on reimagining the message itself, localization is a broader process that also includes adjusting practical details like date formats, measurements, currencies, and culturally relevant references.  Ultimately, transcreation is one aspect of the localization process; localization aims to make content functional in a new cultural context, while transcreation is a process to make sure that the content goes beyond functionality and resonates with the target audience. When you’re adapting highly idiomatic or emotionally charged content into another language, a one-to-one translation doesn’t usually land right.  For instance, you could translate the English idiom “It’s raining cats and dogs,” word for word into Chinese, but audiences likely won’t get what you’re trying to say, as the “cats and dogs” idiom is largely unique to English. Instead, you’d want to use an equivalent expression that’s commonly used among Chinese speakers. These kinds of errors sound silly, but they’re no joke. In addition to hurting an organization’s reputation and lowering trust, they can also have severe consequences in industries like healthcare and government. In healthcare, even minor translation errors can lead to serious miscommunication, patient harm, or compliance failures. As the European Center for Disease Prevention and Control has noted, translation alone is not enough: “Too often, little or no attention is given to end-user comprehensibility and the cultural appropriateness of even well translated materials.”  In government and public health, unclear or culturally off-key messaging can mean lower vaccination or screening rates. And for global brands, mistranslated slogans or poorly adapted campaigns can derail launches and damage credibility. Across all sectors, the lesson is the same: Effective communication depends on cultural insight and emotional precision. Getting it wrong can have serious consequences. In healthcare, bad, unclear messaging can violate compliance requirements like civil rights protections, Title VI, or patient rights, ultimately exposing organizations to legal risk. And the financial stakes can be high—communication failures cost U.S. hospitals an estimated $12 billion annually, according to research from CRICO.  When determining whether to use translation or transcreation, ask yourself what the goal of the content is—if its main purpose is to inform your audience, translation is probably the way to go. If the main purpose is to engage your audience, go with transcreation instead. Translation works best when you need to make sure that the final product maintains all of the same information and details of the source text. Things like legal, regulatory, or administrative documents, instructions, and technical manuals should all be translated, rather than transcreated. When the focus is less on the nitty-gritty details of a text and more on the overall message, transcreation is the right choice. Organizations typically use transcreation for marketing campaigns, social media posts, and other forms of outreach and engagement. Creating culturally appropriate messaging may seem like a challenge, especially if you’re trying to target an audience that isn’t from the same linguistic or cultural background as you. But you shouldn’t do it alone—collaborate with a language service provider who can help you figure out the right approach for your message. Linguists, cultural consultants, and community leaders can help identify subtle language cues, imagery, and emotional tones that might otherwise be missed. Testing is also important. Focus groups and patient or consumer panels provide real-world feedback, helping you refine messaging before it reaches a wider audience. This step can reveal misunderstandings, highlight preferred phrasing, and uncover cultural sensitivities that might not be immediately obvious to you. Effective messaging meets all compliance standards while respecting cultural nuance. The best results come from responsibly leveraging human expertise with technology. Tools like translation software or artificial intelligence can speed up the process, but they work best when guided by people who understand the cultural and emotional context behind the words. Having a human in the loop helps ensure compliance and accuracy, which are especially important for healthcare organizations and government agencies. Transcreation is not without its challenges: It is typically a more time-consuming and more expensive process than translation. As a result, it can also be a harder process to scale, especially if your content needs to be adapted for several different cultural and linguistic contexts. But as a safeguard against reputational damage or non-compliance fees, it’s certainly a worthwhile investment. As technological innovations like artificial intelligence and machine translation software become more advanced, these tools may play a larger role in the process. However, transcreation requires a very deep knowledge of both the source and target languages and their cultures—automated translation tools still don’t do particularly well with text that requires cultural context to understand, and it’s unlikely that these tools will be able to completely replace humans in the transcreation process. Transcreation is the process of adapting content for an entirely different cultural context, rather than simply translating the words from one language to another. Transcreation goes a step beyond translation, emphasizing cultural appropriateness—this may involve changing certain details of the text, branding, messaging, or adapting the imagery and layout. Clarity and trust are critical in these sectors—transcreation helps ensure messages are not only understood but culturally appropriate, reducing the risk of miscommunication and improving public engagement. Transcreation allows brands to connect authentically with diverse audiences, maintaining brand voice while tailoring tone, idioms and imagery to local markets. This often leads to stronger emotional impact and better campaign performance. Translation works for technical or administrative documents, but transcreation is needed when the content relies on tone or cultural nuance—things like marketing campaigns, slogans, or community outreach materials. Start by consulting with a language service provider who specializes in your sector. They’ll assess your content and the documents you need adapted to help you determine the right language solution for your organization. Words alone are not enough. Whether you’re in healthcare, government, or global branding, effective communication requires cultural insight and emotional precision. Transcreation helps you connect authentically, enabling you to build trust across diverse communities. As you reflect on your organization’s content, consider what could be suitable for transcreation. When you’re ready to take the next step, contact Avantpage at [email protected], or call (530) 750-2040. We pride ourselves on offering translation and transcreation services that will help your message resonate, no matter the language.

Despite the digital transformation of healthcare communication, physical mail remains one of the most trusted and effective member touchpoints. From enrollment packets to compliance notices, printed mail continues to play a vital role in ensuring equitable access to information. But here’s the challenge: too often, healthcare organizations translate their mailings without localizing them. And when language is treated as an afterthought, key messages can be lost in translation. The result? Missed appointments, compliance risks, and disengaged members. Localization changes that. When healthcare direct mail is culturally adapted, linguistically precise, and contextually relevant, it doesn’t just deliver a message; it builds trust. This article explores why localization is crucial to effective healthcare direct mail, how it drives engagement and compliance, and what best practices providers and payers can follow to reach every member meaningfully. Table of Contents - Why Direct Mail Still Matters in Healthcare - Translation vs. Localization in Member Mailings - The Risks of “Translation Only” in Direct Mail - The Benefits of Localized Direct Mail - Best Practices for Healthcare Direct Mail Localization - End-to-End Fulfillment: Turning Localization into Scalable Action - Making the Case for Localized Direct Mail in Healthcare - Frequently Asked Questions About Healthcare Direct Mail - Localized Direct Mail: A Smarter Approach to Healthcare Outreach Healthcare organizations increasingly rely on digital engagement, yet direct mail remains indispensable, especially for underserved and multilingual populations. It also works. According to the USPS, most healthcare businesses report direct mail response rates between 11% and 15%, and health companies are the most likely of any industry to see response rates above 25%. Even in a digital world, print remains the backbone of compliance-driven communication, making its clarity and cultural resonance more critical than ever. Before diving deeper, it’s essential to distinguish between translation and localization. For example, a nutrition benefits mailer translated word-for-word might mention “low-fat cottage cheese.” But localized for Hispanic members, it might reference familiar alternatives or culturally relevant dietary examples that connect more naturally. Localization bridges linguistic accuracy with cultural empathy, ensuring messages are not just understood, but felt. Healthcare communication is high-stakes. A word misunderstood or a tone misplaced can have real-world consequences: In contrast, localization humanizes compliance, it makes regulatory communication accessible, accurate, and actionable. When healthcare organizations invest in localized mail campaigns, they see measurable results. Localized materials reflect a member’s language, imagery, and values, strengthening connection and loyalty. Studies show culturally adapted interventions increase patient retention by 40%.  Localization ensures that health literacy, tone, and terminology meet members where they are, reducing confusion and rework. Localized mail supports compliance with federal and state regulations for Limited English Proficient (LEP) populations, a group that includes over 26 million people in the U.S. (8%).  Localized campaigns consistently outperform generic ones, boosting open rates, responses, and satisfaction scores, while reducing grievances and costly follow-ups. Identify top LEP languages within your member base using U.S. Census or internal demographic data. See more in Reducing Language Barriers in Healthcare. Use professional translation services and community reviewers who understand local norms, idioms, and sensitivities. Leverage data to personalize mailings, automating language, name, plan, and benefit details without compromising compliance. Reinforce printed mail with digital reminders or accessible QR codes that link to localized resources online. Hybrid communication ensures continuity for all members. Engage small community panels to test clarity and tone before sending to a large audience. Member feedback ensures materials resonate authentically. Localization is only as effective as the system behind it. Even when organizations understand what to communicate, they often face bottlenecks in how to get multilingual mail out the door: accurately, securely, and on time. That’s where end-to-end communication solutions make the difference. A complete fulfillment platform allows healthcare organizations to manage translation, localization, printing, and mailing in one seamless workflow. Instead of coordinating multiple vendors or risking inconsistencies, everything, from content creation to final delivery, is centralized and automated. This approach ensures: With an end-to-end system, healthcare organizations move from reactive translation to proactive, data-driven communication, building member trust while saving time and cost. Real-world examples show the tangible benefits of culturally adaptive print fulfillment: - A health plan achieved full CMS compliance by translating and localizing member letters into multiple languages while maintaining design consistency and turnaround time.
- A state agency reduced turnaround times and increased response rates after centralizing translation, printing, and mailing through a single, compliant partner. Localized fulfillment isn’t just a translation add-on; it’s an operational and strategic advantage that strengthens outreach and equity simultaneously. Printed communication sent by providers, payers, or agencies to inform, educate, or engage members about benefits, renewals, or preventive care. By aligning language, tone, and design to the member’s cultural and linguistic background, it is possible to improve comprehension and action rates. Yes, when produced under secure fulfillment processes that protect PHI/PII and meet HIPAA and CMS standards. Enrollment packets, benefit change notices, appointment reminders, screening invitations, and health education campaigns. By tracking response rates, renewal completions, grievance reduction, and engagement improvements across language segments. Localization isn’t a trend; it’s a requirement for equitable, compliant, and effective member communication. As healthcare organizations face growing linguistic diversity, culturally adapted print fulfillment ensures every member receives information they can trust, understand, and act upon. The future of healthcare engagement is hybrid, print plus digital, personalized, and multilingual. And with the right partner and platform, localized fulfillment can be not just compliant, but transformational. Ready to build more inclusive and effective healthcare communication? Get a Free Quote to start designing your next localized direct mail campaign.

Our planet is home to more than 7,000 different languages. Thanks to a long history of immigration, experts estimate that anywhere from around 300 to over 800 of those languages are spoken in the United States, making it one of the most linguistically diverse countries in the world. And when it comes to the nation’s healthcare system, just over 50 languages are commonly used between patients and their healthcare providers across the nation, according to data from AMN Healthcare. While most of the country’s multilingual individuals do speak English, about 8% of people living in the United States have limited English proficiency (LEP), meaning they’re unable to effectively communicate with their healthcare providers—or anyone else, for that matter—in English. Because of this, healthcare providers need to be adequately prepared to interact with speakers of other languages in their preferred tongue, as miscommunication between patients and their doctors can lead to serious, even life-threatening, errors. In this blog post, we’ll take a broad look at the global linguistic landscape before narrowing in more closely on factors that healthcare providers need to be aware of to provide equitable language access to their patients with LEP. Table of Contents How Many Languages Are There? A Look at the Linguistic Landscape The Distinction Between Language vs. Dialect The Growing List of Endangered Languages The Geography of Language Why the Number of Languages in the World Matters in Healthcare Healthcare Needs to Be Accessible to All Populations Miscommunication Leads to Misdiagnosis  Language Gaps Disrupt Operations Non-Compliance Puts Your Operation at Risk Strategies & Best Practices for Healthcare Providers Needs Assessment and Prioritization Interpretation and Translation Modalities Technology Staff Training and Cultural Competency Policy, Governance, and Sustainability Challenges and Future Outlook Frequently Asked Questions About How Many Languages Are There & Healthcare Literacy Conclusion Estimates vary on just how many languages are spoken across the world, but most experts seem to agree that the number is somewhere in the ballpark of 7,000 languages. However, there are other factors that contribute to the use and extinction of language.  Data from Ethnologue says there are 7,159 languages in use today. However, this kind of data is tricky to pin down cleanly—the distinction between a language and a dialect can be very subtle. What one source classifies as two separate languages might be identified as two dialects of the same language elsewhere.  But what’s the difference between a language and a dialect? What’s more, languages and their speakers are constantly changing—a language today might eventually split into several different languages later on, just like Latin evolved into modern Spanish, French, Italian, and Portuguese (among others).  Likewise, languages regularly vanish from everyday use. A language is endangered when it is at risk of falling out of use because it has very few speakers, especially if younger generations are no longer learning it. According to Ethnologue, 44% of the world’s languages are endangered. On the flip side, just 20 languages (less than 1% of the world’s languages by Ethnologue’s count) are spoken natively by about half the world population. Linguistic diversity isn’t necessarily spread out evenly. Linguistic diversity in the United States is heavily tied to patterns of immigration.  Within the United States, urban centers like New York City, Los Angeles, and Chicago are home to native speakers of hundreds of different languages. And while other regions may not have quite as many different languages represented, it’s not uncommon to hear languages like Navajo, Mandarin, Spanish, or Hmong spoken in various rural and suburban communities. The table below shows data based on U.S. Census Bureau statistics and other sources like the American Community Survey. But what does all of this mean for healthcare providers in the United States? How do language demographics affect patient care?  Linguistic diversity has real, measurable impacts in clinical settings, and every healthcare provider needs to pay close attention to the linguistic landscape of their particular locale. By understanding linguistic patterns in their area, providers can offer better care to patients with LEP, empowering these patients to advocate for themselves. Ultimately, the number of languages in use worldwide underscores the importance of designing systems that can meet patients where they are linguistically. Here’s how: LEP individuals make up a fairly significant portion of the United States population, at about 8%. While that may not seem like a staggering percentage, in reality, that’s nearly 26.9 million people who are limited in their ability to effectively communicate with English-speaking healthcare providers.  And while you may serve a predominantly English-speaking population, all you need is one deaf or hard-of-hearing or LEP patient needing critical care to highlight the importance of accessible communication. Having the right resources in place ensures healthcare providers can deliver quality care to anyone, anywhere, at any time. Nothing good comes from miscommunication and misunderstanding. When patients and providers fail to understand one another, the likelihood of negative health outcomes increases significantly. Miscommunication has been linked to misdiagnosis, medication errors, delayed treatment, and lower adherence to care plans. Research shows that language barriers increase the likelihood of preventable adverse events in clinical settings. Failing to account for language diversity can also create operational challenges. Staff may spend extra time trying to work around communication gaps, which slows workflows and increases stress.  Hospitals and clinics that neglect proper language services also face compliance risks. The United States, Title VI of the Civil Rights Act requires federally funded healthcare providers to offer language access services. Non-compliance can result in legal penalties, reputational damage, and costly corrective action plans. Here are a few strategies for healthcare providers to take the linguistic diversity of their particular locale into account and improve the quality of their care for LEP patients: Not every healthcare provider will have the same exact language access needs. A hospital in Seattle is much more likely to encounter patients who speak Coast Salish than a provider in Oklahoma City is—and that provider in Oklahoma City is equally more likely to encounter patients who speak Cherokee or Choctaw.  Use a data-based approach to determine which languages to prioritize in your language access strategy—you can draw on data from the US Census to see what languages are most commonly spoken around you, and use patient intake surveys to see what languages are most common among your patients. Once you’ve identified the languages that have the highest demand, you can work with a language service provider to identify interpreting and translation solutions that meet your needs.  Find a language service provider that specializes in medical interpreting and translation and offers services in the languages you need most. Your provider will help you identify the specific services you need most, whether it’s in-person interpreting or on-demand remote interpretation via video or phone call. You’ll also want to identify important documents that need translating—things like consent forms and administrative paperwork should be translated promptly. Many providers may be tempted to use tools like artificial intelligence and machine translation to speed up the translation and interpreting processes. However, it’s not recommended to use without expert supervision, particularly in the healthcare system, where communication is often high-stakes and there’s little room for error. Consult with your language service provider about these technologies and be sure there’s always a human in the loop to verify the quality and accuracy of the software’s output. Even the best language services fall short without staff who know how to use them effectively. Training clinicians to work with interpreters, whether in person or remotely, helps ensure accurate communication. Techniques like “teach-back,” where patients repeat instructions in their own words, can confirm understanding and reduce errors. Cultural competency training also equips providers to recognize language bias, avoid assumptions, and build trust across diverse patient populations. Be sure to establish clear institutional guidelines for interpreter use, translation standards, and staff training expectations. Building partnerships with community interpreters or trusted language service providers can expand capacity for rare languages. Regulatory and accreditation requirements provide a framework, but should also be backed by strong governance. By treating language access as a core part of health equity strategy, providers can ensure long-term impact and accountability. The strategies above can certainly be challenging to implement, but a trusted language service provider like Avantpage can help you with much of the legwork of developing and implementing a strong language access plan. Healthcare providers often find that language access measures are costly to implement. And indeed, interpretation and translation services can certainly be expensive. There are some ways to lower costs without significantly reducing the overall quality of your language access services, such as making use of remote interpreting services, rather than in-person interpretation. You can also consider implementing a technology-driven translation process with human linguists carefully reviewing machine translation output for accuracy and cultural sensitivity. Although it can be costly, keep in mind that the cost of not having a strong language access plan is often greater than the cost of the language services themselves. Without these services, healthcare providers run the risk of extremely expensive (not to mention time-consuming and reputation-damaging) legal fees and fines for noncompliance with local and federal regulations. Another common challenge is finding interpreters and translators who support rare or endangered languages. In these cases, your language service provider can help you find the right person for the job. Additionally, community-based organizations can also help connect you with possible interpreters and language experts. As artificial intelligence and machine translation technologies improve, it’s likely that these tools will be used more and more in the healthcare system. However, it’s important to note that these tools still are not at a point where healthcare providers can safely use them without a human reviewer to make sure that translations and interpretations are accurate. This largely depends on local demand. Healthcare providers in a place like New York City, where more than 800 different languages are spoken, will need to be prepared to support more languages than a provider in a small town with less linguistic diversity. This is why organizations should conduct thorough, data-driven needs assessments and plan their language access services around these needs. Among other risks, poor language access can result in regulatory noncompliance, poor health outcomes for patients with LEP, decreased trust, and lowered reputation. Healthcare providers should work closely with a language service provider to identify the tools they need to address gaps in language access. These may include, but are not limited to, remote interpreting software and machine translation technology. Learn about AvantInterpret and AvantSend. A dialect is a specific variety of a language—think North American English versus British English. The borders between a dialect and a language are often hard to identify—for example, Mandarin and Cantonese are not mutually intelligible, but are often classified under the Chinese language (and on the other hand, languages like Arabic and Maltese have an extremely high degree of mutual intelligibility, but are still considered distinct languages). In healthcare, it’s important to identify the specific dialect that an LEP patient speaks to find an interpreter who is best suited to provide services. Providers can measure the impact of language access programs by tracking patient outcomes, satisfaction surveys, and readmission or error rates among LEP patients. Monitoring interpreter utilization, turnaround times for translated materials, and compliance with legal requirements also provide useful insights. Comparing these metrics before and after program implementation helps quantify improvements in safety, equity, and efficiency. With more than 7,000 languages spoken worldwide, considering linguistic diversity is an important factor in planning out language access services in the healthcare system. Providers who invest in strong language access strategies not only reduce clinical risk but also ease operational burdens and strengthen trust with their communities. From staff training to governance and sustainable partnerships, every step toward better communication is a step toward better health outcomes. To recap, here are some key strategies to keep in mind as you plan out your language access services: As languages continue to evolve and populations shift, healthcare systems must adapt accordingly. The future of equitable care depends on recognizing language as a key determinant of health.  If you’re looking to improve your organization’s language access services, contact Avantpage, use one of our online forms to reach out, email us at [email protected], or call (530) 750-2040. We offer interpreting and translation solutions to clinics, hospitals, and health insurance providers, empowering them to provide patients with the highest quality care possible, regardless of the language they speak.

Imagine this: you’re preparing for a major conference with multilingual participants, a high-stakes legal deposition, or a critical medical consultation. You know that language cannot become a barrier, but when you reach out for interpretation support, you’re faced with two unfamiliar terms: simultaneous interpretation and consecutive interpretation. They sound similar, but they work very differently. Choosing the wrong one can affect audience engagement, timing, confidentiality, and even compliance with regulations. Choosing the right one can make your event seamless, inclusive, and impactful. This article cuts through the jargon and helps you decide. We’ll explore how each method works, its pros and cons, when to use them, and practical tips to make the best decision for your needs. Table of Contents What Is Simultaneous Interpretation? How It Works Real-World Use Cases Pros and Cons What Is Consecutive Interpretation? How It Works Real-World Use Cases Pros and Cons Simultaneous vs. Consecutive Interpretation: Key Differences How to Decide Which Interpretation Method You Need Practical Tips for Success Frequently Asked Questions Why This Matters Now Conclusion Simultaneous interpretation is the process of translating spoken language into another language in real time. The interpreter listens to the source language and delivers the target language almost instantly, typically with a delay of only a few seconds. It’s often described as “real-time interpreting” and requires a high degree of concentration and skill. Unlike casual bilingual conversations, this isn’t about “waiting your turn.” Interpreters must actively listen, process meaning, and reproduce speech while the speaker is still talking. Simultaneous interpreting usually involves: This creates a seamless experience where speakers don’t need to pause, and audiences can follow along in real time. Simultaneous interpretation is most commonly used when time and flow matter, or when the audience is large and multilingual: For example, during a global healthcare summit, a keynote speaker may address thousands of participants in English. Attendees from Latin America, Europe, and Asia each listen to their own language version through headsets, without the flow of the speech being interrupted. This is one of the reasons simultaneous interpreting is essential for high-stakes communication. Consecutive interpretation is a sequential process: the speaker talks, pauses, and then the interpreter delivers the message in the target language. The cycle repeats until the conversation is complete. It’s not real-time, but it is precise and effective for smaller-scale interactions. This method emphasizes accuracy and clarity over speed. Consecutive interpretation shines in more personalized, detail-oriented settings: In fact, healthcare organizations increasingly rely on professional interpreters to improve outcomes for diverse populations. As our blog on Spanish medical interpreters in healthcare highlights, accurate communication is directly tied to patient safety and compliance. Here’s a side-by-side comparison to make the choice clearer: Still unsure? Ask yourself these questions: 1. What is the size of your audience?
- Hundreds of attendees: Simultaneous.
- Small team or one-on-one: Consecutive. 2. What is the purpose of the meeting?
- Live event, broadcast, training: Simultaneous.
- Detailed discussions (healthcare, legal, HR): Consecutive. 3. What are the stakes?
- Engagement and efficiency in business conferences: Simultaneous.
- Compliance and accuracy in medical/legal: Consecutive.


4. What resources are available?
- Budget, equipment, and technical support available: Simultaneous.
- Limited budget or informal setting: Consecutive. Consecutive interpretation is generally more affordable because it requires fewer interpreters and no equipment. Simultaneous interpretation is more expensive, but essential for larger or high-stakes events. Yes. For example, a global company might use simultaneous interpretation during its annual keynote, then use consecutive interpretation for smaller breakout sessions or contract negotiations. We’ll ask about your event type, audience size, languages, goals, technical setup, and budget to guide you toward the right fit. Avantpage works only with high-profile professionals who meet certification standards. All interpreters are bound by strict confidentiality agreements, which is critical in healthcare, government, and legal contexts. Simultaneous interpreters train extensively in multitasking, split-second processing, and working in pairs. Consecutive interpreters focus on memory techniques, note-taking, and precise delivery of meaning. Yes. Consecutive interpretation can nearly double the time required since each message is repeated. Simultaneous interpretation doesn’t add time to the agenda, which makes it a better choice for tight schedules. The global language services industry is expected to reach 65.5 billion U.S. dollars by 2026 - with the U.S. playing a central role (Statista). As business, healthcare, and legal systems become increasingly globalized, professional interpretation is no longer optional; it’s a requirement for accessibility, compliance, and trust. Whether it’s delivering multilingual medical correspondence through platforms like AvantSend or ensuring your next global meeting is understood by every participant, interpretation plays a strategic role in achieving your goals. Both methods play essential roles. The key is knowing which one matches your goals. Whether you’re planning a global conference, hosting a webinar, or ensuring patient and client care, Avantpage can help. Contact us today for professional interpretation services and ensure your message is heard, understood, and trusted.

Technology is transforming the way organizations approach translation and localization. At Avantpage, we carefully select and integrate translation technologies that add real value, helping our clients achieve greater accuracy, consistency, and efficiency in every project. One of the most impactful of these is translation memory (TM), which makes past translations work more efficiently for your organization.  In this article, we’ll dive into what translation memory is, explore the key benefits of this technology-driven approach, and show how it can streamline workflows, improve translation quality, and add value to future projects. Table of Contents What Is Translation Memory? How Translation Memory Works Leveraging Translation Memory What Are the Benefits of Translation Memory? How Translation Memory Reduces Costs Frequently Asked Questions About Translation Memory Build Better Workflows with Translation Memory Translation Memory reuses past translations to increase translation efficiency. When your translation project is completed, the language from the original (or source) document is stored along with the language from its translated counterpart in a secure database. This occurs with every project as you begin to build a translation memory. The information from the database is then used for any new translation projects you request. The new source document is run against the database to see if any words, phrases, or sentences match past source documents’ language. If a match is found, the linguist working on your translation can choose to use the match outright, or they can choose to adjust the translation based on the language match. In essence, translation memory allows our linguists to choose text they’ve previously translated if it suits the new document. Learn about machine translation vs. translation memory.  Translation memory software stores previously translated text segments in a database. When a translator works on new content, the software automatically compares it against this database and suggests matches. If a partial or perfect match is found, the translator can reuse or adapt the existing translation instead of starting from scratch. Over time, this process improves both speed and consistency, especially for projects with repeated terminology or recurring content like product manuals, legal documents, or marketing materials. At Avantpage, translation memory is available as an optional add-on to our translation services. While not every project requires it, this translation process can provide advantages for clients whose content involves repeated language or specific terminology. Our professional translators use translation memory to build a secure database of translation units that can be referenced in future translations. Translation memory is especially beneficial for clients such as: - Contract lawyers and legal teams – for documents with repetitive terminology, clauses, or case numbers.
- Healthcare organizations – for patient forms, compliance materials, and instructions that need consistent language across future projects.
- Government agencies – for recurring public notices, policies, and forms in multiple language pairs.
- Corporations with technical manuals – for instructions and product documentation, where consistency and accuracy are critical.
By reusing previously approved translations, translation memory ensures consistency across large volumes of content while creating long-term value for future projects. See how XTM worked with Avantpage to streamline their translation projects. By comparing your text to previous translations, our linguists have the option to use previous translations in the new document (if they fit correctly). This not only reduces the amount of time that our linguists need to put into translating a file, but it also improves the consistency of your translations. If you have words, phrases, or sentences that show up consistently within your translated documents, they’ll be translated in the same manner every time they appear in a file you send us. This reduces the room for error and allows your documents to communicate a consistent message to your clients. In short, translation memory: While setting up a translation memory is not a free service, it will save you money over time. You may not see savings in your first few projects, but as matches become more frequent, you’ll see increased savings from the matches. This will provide you with long-term savings as your translation memory continues to build. Learn more about saving money on specific types of translation projects with translation memory. Yes. Avantpage’s proprietary platform, AvantShield, ensures that all translation memory data is stored securely and handled according to HIPAA regulations. Our professional translators follow strict confidentiality protocols, so any protected health information in source files is fully safeguarded throughout the translation and memory storage process. A translation memory system stores translation units in a database. During the localization process, the system automatically suggests matches when the same or similar text appears in future projects. This not only streamlines workflows but also improves translation quality and consistency across multiple language pairs. A dedicated translation memory database offers lasting value that generic automated translation or standalone AI translation tools can’t match. While automated translation provides quick results, it doesn’t guarantee consistency across future projects. A translation memory termbase, however, stores approved translation units that professional translators can reuse, ensuring accuracy and consistency in every target language. This functionality is powerful in workflows involving repeated segments of text, like product manuals, legal contracts, or website updates. Unlike one-off automation, a translation memory system builds a long-term asset that streamlines translation costs, improves translation quality, and delivers better results for both human translators and language service providers. Learn how to make translations easier for your healthcare organization. A context match occurs when the translation memory finds an identical source text segment in the same structural context, ensuring maximum accuracy. This goes beyond simple word matching, supporting better quality assurance and more natural-sounding translations. Professional translators ensure that the translation memory system is populated with accurate, high-quality translations. While AI-powered and automated translation features can speed up certain tasks, human translators are essential for refining context, ensuring cultural appropriateness, and delivering the best user experience. A CAT tool is a professional translator’s workspace that integrates multiple functionalities, including translation memory, terminology glossary access, terminology management, and quality assurance checks. Unlike automated translation or AI translation, CAT tools rely on human translators who use stored translation units to ensure context match and accuracy. Most modern CAT tools and translation management systems support a wide range of file formats, including source files from Microsoft Office, Adobe, XML, HTML, and content management platforms. This functionality allows translators to work directly with the source file while maintaining formatting integrity in the target language. Absolutely! Each completed project enriches the database with new translation units, which can then be leveraged in future projects. This creates a cumulative benefit as future translations become faster and more consistent, which also reduces translation costs. Learn how to get the most out of your translation budget. While you may be concerned about how a Translation Memory will affect the quality of your translated text, there’s no need to worry. Your document will still go through the Translation, Editing, Proofreading (TEP) process, and all of our quality check processes. Using Translation Memory doesn’t affect the quality or accuracy of your translated text. If you'd like to learn more about translation memory, download our Translation Memory one-pager. If you’re interested in building a translation memory or starting your next translation project, give us a call at 540-750-2040 or request a free quote today.