Translating your Evidence of Coverage document can be a big undertaking due to its length and word count. At Avantpage, we’ve translated dozens of EOC documents for many health insurance companies over the years, and we’ve learned a few tips, tricks and secrets along the way. Here are 4 EOC Translation Project Secrets you won’t want to miss!

The 4 EOC Translation Project Secrets

Secret #1: Get your Language Services Provider involved ASAP

The sooner you can bring your LSP into the project, the better. Your LSP can help set up the deadlines for your project, review documents in advance and really understand your expectations so that they can meet them. Your LSP is your partner in your EOC translation, use them to your advantage!

Secret #2: Send The Source File

A source file (also called a source document, native document or native file), is a file that can be edited by your translator. Think of it as a file where you can insert a cursor and start typing. When a language provider needs to recreate a file from a PDF document, fax or scan, it can add time and expense to your project. If you can track down the source file, your project will be finished faster.

Secret #3: Provide Final Files, Not In Progress Work

If you’re in a rush to complete an EOC translation, it’s tempting to send your LSP a draft of the document while you finalize the English version. However, this almost always backfires and makes the process more difficult. It is best to begin the translation process after you’ve finalized and approved the source file. In the long run, you’ll save time and reduce the probability of mistakes.

Secret #4: Submit Style Guides and Glossaries

Your project will get done faster with a style guide and glossary, which are two documents that Avantpage can help you create. Many customers might not have style guides to submit so we can help them create these resources.

Style guides provide translators with a list of standardized elements that must be handled the same way every time. These can include capitalization, grammar, measurements, acronyms, dates and numerals, what text should never to be translated, company trademarks, formatting (bold, italic, font use, etc.) currencies, and formal versus informal “voice” and tone of language. Style guides are unique for each target language, and larger organizations may maintain style guides in numerous languages.

A translation glossary is a list of terms to be used throughout the EOC. A glossary might contain items such as agency names, health plan names, program names, job titles, and keywords. All of these items need to be translated the same way no matter where in the document they are.

Both these documents should outline your health insurance organization’s preferences and common terms. With these tools, you can eliminate a lot of back-and-forth communication and speed up the translation process.

By employing these four secrets at the beginning of your EOC translation project, you’ll set yourself and your organization up for success! If you want more to know how to save more time and money on your EOC translation, check out this article from my colleague Monika for even more great ideas.

At Avantpage our experienced team can help guide you through the translation process and make it fast and easy. To find out more about our services call us at 530-750-2040 x11, or request a free quote.