Document Translation and Revision

Document Translation and Revision

Faculty and Staff: Check Vanderbilt's e-docs to see if your document has already been translated. If you would like to have something translated, please attach the documents to an email to Please write the language you need the documents translated into in the subject line.

Subject Line Example:  Translation Request - Spanish

If the document you need translated has Protected Health Information (PHI), Research Health Information (RHI) or Personal Information that may contain individually identifiable information about patients, employees, students, or research participants, please send it using the secure File Transfer Application tool.  If you do not have an account, click on “Get Started” on the bottom right-hand side of the window that opens when you click on the link in this paragraph.

If you have any questions, please call (615) 322-7378 or (2-SERV).

The Interpreter Services Office coordinates translation of any forms for the Medical Center which must be presented in languages other than English in order to fulfill the medical center's responsibilities to its patients and to comply with all applicable laws. Such forms and other documents include but are not limited to the following: consent forms, statements of patient rights and responsibilities, forms recording the patient’s diagnosis, prognosis, treatment, and/or discharge plans. New translation requests and documents needing revisions falling into these categories will be referred to the Patient Education team for editing and updating of the English version before translation.

Translated text must be approved by the Interpreter Services Office and the Patient Education team if the text is a repetitively used document, a form filled out by patients, to be read by families at home or patient educational materials.  Both the English version and the translated version of these types of documents will be placed into Vanderbilt’s e-docs and available for downloading from there. 

Translations will be filed and may be ordered according to MC or HC number if applicable (this system is currently maintained by the Patient Education team.)  Once translation has occurred and the translated version of a document is filed electronically in Vanderbilt’s e-docs, the translation will share the same MC number as its English-language counterpart. It will be distinguished by a three-letter extension on the end of the number indicating the language used. Some examples of these extensions are ARB (Arabic) and SPA (Spanish.)