CQ fluency offers 5 tips for streamlining the translation process for Medicare Advantage plans

1. The CQ fluency Prescription for a Healthy AEP
5 tips for streamlining the translation process for Medicare Advantage plans
#healthyAEP

2. 60% of our revenue comes from work with
Medicare Advantage and Medicaid plans
health plans have chosen CQ fluency
as their language services partner
90%
of our revenue comes from work with
hospitals, pharmaceutical companies
and managed care organizations
commitment to healthcare
40+

3. We have extensive knowledge of CMS guidelines, the Affordable
Care Act, the 45 day call letter, Medicaid expansion, health
insurance exchanges, and other issues that are affecting health
plans today.
Our services for health plans:
• Phone Interpretation
• Document Translation
• Website Localization
• Multicultural Communications Support
• 508 Compliance Remediation
• Alternate Formats
commitment to healthcare

4. Endless
rounds of
reviews and
inconsistent
materials
insight
one
Translation
Partner
MA Plan
Internal
Reviewer
Translation
Partner
Linguistic
Team

5. poll number one

6. Develop a glossary and style
guide to streamline the review
process and maintain brand
consistency in plan documents,
marketing pieces and websites
tip number one:

7. Work with your translation
partner to determine what
your terminology preferences
are and capture them in a
glossary
approach one: create a glossary

8. Consider the reading level of
your intended audience
Do you require different
reading levels for various
types of documents?
approach two: reading level

9. Use a style guide and
checklist to maintain brand
and design consistency
approach three: style guide

10. Create a quality control
process for updating the
glossary and style guide and
communicating updates to
your translation partner
approach four: quality control

11. insight
two
Translating
PDFs
without
access to
native files?

12. poll number two

13. Understand what document
formats are best suited for
various types of documents
tip number two:

14. Use InDesign for image
based and larger documents
such as marketing pieces
and EOCs
approach one – document formats

15. PDFs are not translation
friendly and conversion
technology isn’t advanced
enough yet
approach two - PDFs

16. Create a Master InDesign
template for large Word docs
such as the Evidence of
Coverage
approach three - templates

17. insight
three
Not enough time
for translation,
508, printing and
fulfillment?

18. poll number three

19. Understand version control
and how to effectively
manage the revision process
and rolling delivery dates
tip number three:

20. Send large groups of similar
documents to be translated
prior to finalizing the English
versions
approach one – group files

21. Work with your translation
partner to create a quality
control process to track and
manage versions and
revisions
approach two – quality control

22. insight
four
Where do you find
the time for 508
compliance?

23. poll number four

24. Don’t forget about 508
compliance remediation and
make sure you plan for it in
your production schedule
tip number four:

25. Incorporate 508 compliance
into your translation process
and include it in your production
schedule
approach one: plan for 508

26. insight
five
Translation doesn’t
have to be costly,
messy and difficult
to manage!

27. poll number five

28. Build a partnership with your
translation provider!
tip number five:

29. Meet with your translation
partner to discuss your
anticipated timeline and
create a production schedule
approach one - meetings

30. If possible bring your
translation partner into your
office and show them how
your production process works
approach two - demonstrate

31. Utilize translation as an
opportunity to engage with
the multicultural community
approach three - engage

33. Thank You
Alan Vernon
VP – Healthcare
CQ fluency
2 University Plaza, Suite 406
Hackensack, NJ 07601
alan.vernon@cqfluency.com
201-487-8007
800-598-7957
Twitter: @CQfluency