Navigating Language Access

Disclaimer: We strive to keep the information on this page accurate and up to date. However, programs and requirements can change, and we may not always be aware of those changes immediately. If you notice any outdated or incorrect information, or if you have suggestions for additional resources we should include, please reach out to your community's Resources and Opportunities (R&O) manager to make them aware of the changes needed.

Language access services are important because accurate interpretation can protect people’s lives, rights, and safety. When interpretation is not accurate, serious problems can happen. In healthcare, a small mistake can lead to the wrong medicine or the wrong treatment. In legal or immigration settings, one wrong word can cause people to lose their freedom, their benefits, or their chance to stay with their family. Without accurate interpreters, people may agree to things they do not understand, give wrong information, or feel scared to ask questions. This can lead to unfair decisions, errors, and loss of trust. Accurate language access helps prevent harm, protects people’s rights, and makes sure everyone receives safe and fair services, no matter what language they speak. This guide is intended to help you navigate language access in the community and how you can access language access services.

WHAT IS THE DIFFERENCE BETWEEN TRANSLATION AND INTERPRETATION? 

Interpretation is spoken language while translation refers to the written language.

• Translated documents take time to complete
• Translators can use dictionaries and additional resources to find the perfect phrase.
• Language is often very technical - translators must have high grammatical knowledge
• Interpretation is done in real-time as people are speaking to each other
• Interpreters must be able to understand specific terminology (medical, legal, etc) as well as slang to be able to convey the accurate meaning of the conversation

LEP.gov: LEP.gov generally provides various interpretation resources, including information on who is an interpreter, federal resources, interpreter videos, and the National Language Service Corps. This page is currently inactive/disabled as of July 2025 but language access laws are still in place. 

Office of Justice Programs: The Office of Justice Programs offers guidance and resources for providing meaningful access to programs and services for LEP individuals, including services for oral interpretation and written translation of vital documents

HHS.gov: The U.S. Department of Health and Human Services provides resources for LEP individuals, including the need for interpreters for effective communication in healthcare settings

Reasons People with Limited English Proficiency May Struggle to Advocate for Themselves

• Discomfort/Fear 
• Clients with some proficiency are discouraged from interpretation services and encouraged to try speaking in English
• Cultural considerations - respect for authority figures (doctors, medical providers, etc) 
• Lack of knowledge of rights to interpretation

Laws Around Language Access

The legal requirements for providing interpretation services in healthcare settings are governed by various federal laws and regulations.

• Title VI of the Civil Rights Act of 1964: This law prohibits discrimination based on race, color, or national origin and requires that agencies receiving federal funds provide language assistance to individuals with limited English proficiency (LEP).
• Executive Order 13166: This order reinforces the requirements of Title VI, mandating that federal entities provide interpreter services for LEP individuals.
• Department of Health and Human Services Standards: The National Standards for Culturally and Linguistically Appropriate Services in Health Care, updated in 2014, include provisions related to interpretation services, requiring health organizations to offer language assistance to individuals who have limited proficiency in English.

Who is Required to Provide Interpretation?

• Health care providers participating in CHIP and Medicaid 
• Hospitals and nursing homes (recipients under Medicare Part A) 
• Prescription Drug Plan sponsors and Medicare Advantage Drug Plans (recipients under Medicare Part D)
• Schools must provide interpretation for meetings that involve parents who are English language learners, but are not required to provide interpretation for students.
• Police officers receive federal funding and should have processes in place for calling an interpreter.

Who is NOT Required to Provide Interpretation?

• Private health clinics that do not receive any federal funding (private doctor's offices,
  dental clinics, eye clinics) may not be required to provide interpretation if they do not receive federal funding

Is it Better to Use and In Person or Telephonic Interpretation?

Benefits of In-Person Interpretation: 

• In-person interpreters can read the body language of people speaking and understand visual cues. 
• In person interpreters can build rapport and help clients feel at ease 
• Pauses during Phone interpretation can be awkward. In-person interpreters can help everyone in a conversation feel more engaged and at ease.

Benefits of Telephonic Interpretation:

• Quick phone calls or situations where interpreter is not readily available. 
• Allows anonymity when sensitive information may be discussed (personal medical issues, domestic violence)