Organizations that serve individuals with limited English proficiency (LEP) and the Deaf or Hard of hearing (D/HoH) see measurable benefits through effective Language Access Plans (LAP). In the healthcare sector, for example, hospitals can save over $1,200 per LEP patient encounter by reducing unnecessary tests and communication-related errors, according to the American Journal of Public Health. With 25.5 million people in the U.S. having limited English proficiency; implementing a robust LAP is critical for ensuring federal compliance, reducing costs, and improving patient outcomes.
This guide outlines the best practices for creating and implementing a successful LAP, helping you with federal compliance, and ultimately providing seamless communication for all your clients and service users.
Why You Need a Language Access Plan
A Language Access Plan (LAP) equips your organization to communicate effectively with limited English proficient (LEP) individuals and those with hearing loss. In regulated sectors such as healthcare, the justice system, and education, LAPs are mandated under Federal law to ensure equal access to needed services. The Section 1557 Ruling of the Affordable Care Act (ACA) reinforces this by mandating that healthcare providers offer meaningful language access to LEP individuals, ensuring compliance with nondiscrimination laws.
As for benefits, implementing a LAP can lead to significant cost savings for healthcare organizations. For example, if an organization sees 1,000 LEP patients annually, with the average cost per LEP encounter at $1,200, the total annual cost would be $1,200,000. Without effective communication, these encounters can result in misunderstandings, misdiagnoses, and unnecessary follow-up visits.
Whether you’re in healthcare, education, government, or legal services, language barriers can hinder your ability to deliver quality service and meet regulatory requirements. By effectively serving LEP individuals and the Deaf or Hard of hearing, organizations can connect with a wider audience, including diverse communities that may otherwise feel excluded. This inclusivity not only enhances service delivery but also strengthens community ties.
Benefits of A Language Access Plan
- Positive Client Experience: Clear communication improves the experience for LEP individuals and deaf and hard of hearing, leading to higher satisfaction and loyalty.
- Improved Outcomes: In sectors like healthcare, effective communication can lead to better understanding and adherence to care options, resulting in improved patient outcomes.
- Risk Management: Proactively addressing language barriers, including the needs of deaf and hard of hearing clients, helps minimize legal risks associated with non-compliance and potential discrimination claims.
- Cultural Competency: Implementing a LAP encourages staff to develop cultural awareness and sensitivity, fostering a more inclusive environment.
- Data Collection and Improvement: A LAP can include mechanisms for collecting data on language needs, allowing organizations to continually assess and improve their services based on community needs.
Learn how to ensure language accessibility in our complete guide to language access.
How to Implement a Language Access Plan
Understand Your Audience
To create an effective LAP, the first step is to understand the needs of your LEP population and the deaf and hard of hearing (D/HoH) community. Conduct a language needs assessment to identify the most spoken languages in your service area and determine the frequency of encounters with LEP individuals. This information will guide your resource allocation and language assistance efforts.
Discover how many languages are spoken in the US and why we need language access.
Develop Policies and Procedures
Establish guidelines for identifying LEP individuals and the D/HoH—create protocols for requesting language assistance. It’s important to clearly define roles and responsibilities within your organization, ensuring that staff knows when and how to access interpretation and translation services.
Provide Quality Language Assistance Services
Offering professional interpretation and translation services that meet competency requirements, whether on-site, via video, or over the phone, is key to accurate communication. Make sure you translate vital documents and review the cultural appropriateness of translations to meet the needs of diverse communities.
Train Staff on Language Access
A strong LAP includes comprehensive staff training on language access policies and best practices. Educate employees on working with interpreters, complying with language access laws, and developing cultural competency skills.
Notify LEP Individuals of Available Services
Once your language services are in place, make sure LEP individuals are aware of them. This can be done through multilingual signage, translated outreach materials, and community partnerships that help spread the word.
Monitor and Evaluate the LAP
Regularly review and update your LAP to ensure it remains effective. Establish metrics to measure your plan’s success, such as tracking how many LEP individuals receive services and collecting feedback from clients and staff.
Leveraging Technology for Language Access
With advancements in AI and machine learning, technology is playing a significant role in expanding language access. AI-powered interpretation tools and real-time translation services are enhancing the speed and accuracy of communication for organizations that serve multilingual populations. These solutions can complement traditional interpreting services, ensuring your organization meets the language needs of its clients more efficiently.
Download our webinar AI is Here: How it Can Help, Not Harm to learn more.
Ensuring Compliance and Documentation
Maintaining detailed records of language assistance provided and staff training is crucial for compliance with federal and state laws. Be prepared for potential audits or reviews by keeping thorough documentation and ensuring that all employees understand the importance of compliance.
Best Practices for Language Access Programs
To ensure the success of your Language Access Program (LAP), it’s important to implement best practices that go beyond basic compliance. Remember this list to help break down language barriers, enabling your organization to serve LEP individuals with accuracy, cultural sensitivity, and efficiency:
Pick a Partner in Language Access
Building and maintaining a strong Language Access Plan is an ongoing effort. Partnering with Boostlingo can help your organization meet the needs of LEP individuals and the deaf and hard of hearing, while staying compliant with regulations.
Boostlingo’s comprehensive solutions—ranging from on-demand interpretation to AI-powered translation tools—strengthen your LAP and offer 24/7 language support across your organization. Our dedicated account management team offers personalized support and with our 24/7 customer service, you’ll have peace of mind knowing help is always available.
Looking for a language access partner? Explore our available interpretation and translation solutions or book a demo to see how Boostlingo can help you create a more accessible and equitable environment—breaking language barriers.
