Certified translation of medical documentation: Throughout their professional career, a sworn translator may encounter a wide variety of documents. The documents most frequently translated include all kinds of legal and financial texts, copies of civil status records, as well as technical or medical documentation.
Certified translations of some of these texts can be considered relatively repetitive – after all, the form of civil status records, and even more so legal terminology, does not change very often. However, the situation is different when it comes to the certified translation of medical documentation, which is also encountered quite frequently and can pose a considerable challenge for a sworn translator. In this article, we will try to answer the following questions: what are the characteristics of certified translations of medical documentation, in what situations are they required, what standards and procedures apply to certified translations of medical documentation, and how is confidentiality handled in the certified translation of medical documentation.
Certified translations of medical documentation are a type of official translation in which the sworn translator certifies, under their own name, that the translation is consistent with the content of the source document, whether provided in the original or in another form, such as a scan or copy – depending on the form in which the translator received the documentation.
More information on the general principles and differences between certified and sworn translations can also be found in our article on certification of a translation vs sworn translation.
By providing such certification, the sworn translator assumes full responsibility, both criminal and disciplinary, for the correctness of the translation. Therefore, if any serious errors occur in the translation, it is the sworn translator who prepared the translation and signed it who may be held responsible.
Certified translations may only be prepared by translators who have passed the state examination for sworn translators organised by the Ministry of Justice. Passing the examination alone, however, does not allow the translator to prepare such translations. A translator who has passed the examination must also be sworn in by the Minister of Justice to perform their function, and only after this formal oath-taking ceremony may they officially begin preparing certified translations of medical documentation.
We describe the profession of a sworn translator in more detail in our article on the sworn translator of English and the characteristics of the profession.
What are the characteristics of a certified translation of medical documentation?
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The first and most important characteristic of medical documentation is the specialist terminology it contains. Depending on the doctor issuing a particular document, the terminology used in the text may relate to different areas of medicine, such as neurology, cardiology, orthopaedics, oncology, etc.
Therefore, in the case of a certified translation of medical documentation, it is important that the sworn translator, in addition to linguistic proficiency, also has knowledge of the areas of medicine covered by the documents being translated – both in the source and target languages.
Another characteristic of medical documentation is the presence of various types of abbreviations and acronyms, which the sworn translator must correctly interpret and expand in the certified translation of medical documentation in order to accurately convey their meaning. Abbreviations in medical documents most commonly appear, for example, in blood test results, such as WBC or RBC, but they may also occur in hospital discharge summaries or epicrises, where an abbreviation may also be used to indicate a particular medical condition.
In order to correctly interpret, expand and translate abbreviations in medical documentation, it may be necessary to use dictionaries and databases. Contact with the doctor who prepared the medical documentation may also prove very helpful when translating abbreviations. Another characteristic of medical documentation is its very specific syntax, often consisting largely of sentence fragments and infinitive constructions, as well as numerous typing errors made by doctors when entering information quickly on a computer keyboard.
In such cases, familiarity with the style and form of entries used in medical documentation can be very helpful. If there is uncertainty about a word containing a typographical error, the translator may – and should – include an appropriate annotation in the translation. More information about mistakes and their treatment can also be found in our article on errors in sworn translations and how they are handled.
When is a certified translation of medical documentation required?
We already know the characteristic elements found in medical documentation. It is therefore time to consider the situations in which a client may require such a certified translation of medical documentation.
The first situation is suffering an injury or illness during a stay abroad. In such a case, in order to receive medical assistance abroad, it may be necessary to present a translation of medical documentation, for example a vaccination record.
Next, if treatment started abroad needs to be continued in Poland, it will be necessary to translate the medical documentation prepared by a foreign doctor. Another situation may involve the need to carry documentation concerning medications taken on a permanent basis, for example in the case of chronic illnesses. A certified translation of medical documentation in the form of a medical certificate can make it easier to transport medicines during airport security checks. Another example is submitting documents in order to obtain benefits from the Social Insurance Institution (ZUS) or an insurance company when the medical documentation was issued abroad.
Another common situation is the continuation of treatment abroad, where foreign medical facilities require documentation translated by a sworn translator so that it can be included in the patient’s medical records.
Requirements for the certified translation of medical documentation – standards and procedures
In the case of a certified translation of medical documentation, there are strict standards that must be met in order for the translation to have official validity. The first is to ensure that the translator preparing the translation is a sworn translator entered on the official list maintained by the Ministry of Justice. Another standard is maintaining the accuracy and impartiality of the translation in accordance with the Professional Code of the Sworn Translator.
A sworn translator may not correct errors appearing in the source documentation and may only indicate them with an appropriate annotation. This also applies to illegible fragments. It is also important to preserve the original units of measurement, numerical values, reference ranges and names of medicines, which are not translated. The final standard is maintaining the proper form of the certified translation, including the heading, description of the document, translated content, annotations, certification clause, signature and seal of the translator.
Confidentiality in the certified translation of medical documentation
One of the most important principles of professional ethics for a sworn translator is maintaining the confidentiality of information. This issue is regulated in detail by the Professional Code of the Sworn Translator. Confidentiality covers all personal and medical data to which the translator gains access, including information about the client’s state of health, previous illnesses, medical procedures and medications taken.
By entrusting the certified translation of medical documentation to the MS Mostowy Sworn Translator’s Office, the client can be assured that their data will not be disclosed to third parties. If it is necessary to consult the translation with a medical specialist, full confidentiality is also maintained because cooperating specialists are subject to confidentiality clauses.
More information about the protection of sensitive information is available in our article on sworn translators and GDPR – how we protect sensitive data.
How to order a certified translation of medical documentation?
To order a certified translation of medical documentation, simply contact us by email and send a scan of the documentation or deliver the original document to our office. After receiving the documents, we prepare a quotation and inform the client about the possible completion date and costs. In the case of first-time clients, we require a deposit before beginning the translation.
After the formalities have been completed, the translation is accepted for processing and the client is informed when the document is ready for collection. It should be remembered that the cost of a certified translation of medical documentation may be higher than in the case of other documents due to the specialist terminology involved and the need to exercise particular care.
FAQ: Certified Translation of Medical Documentation
A certified translation of medical documentation may be required when continuing treatment abroad or in Poland, submitting foreign medical documents to public institutions or insurers, or presenting medical certificates and other health-related documentation to foreign authorities or medical facilities.
A certified translation of medical documentation can be prepared by a sworn translator who has passed the state examination, has been officially sworn in and is authorised to prepare certified translations under Polish law.
Certified translations may include medical certificates, hospital discharge summaries, epicrises, laboratory test results, vaccination records, medical histories, specialist examination results and other medical documentation.
A sworn translator may not independently correct errors contained in the original document. Typographical errors, illegible fragments or other irregularities in the source document should instead be indicated by an appropriate translator’s annotation.
Yes. Sworn translators are required to maintain confidentiality with regard to personal, medical and other sensitive information contained in the documents entrusted to them. Any specialists consulted during the translation process must also maintain the confidentiality of the information provided.
