When you offer a service, especially if it’s a vital one such as education or healthcare, then communication is part of the work. While choosing the right words and tone is an excellent start, in our multicultural society it’s better to provide multiple communication options. That’s where language access comes in: it makes it possible for organizations and individuals to communicate when they don’t speak the same language.
This article answers the question: what is language access? Plus, we explore the legal requirements and benefits of making it a priority. Additionally, you’ll discover the different ways to incorporate language access to improve your services and customer experience.
What Is Language Access?
Language access is a way to address accessibility. It involves looking at information and services, finding different routes to communicate, and providing opportunities. Just as you would provide an elevator for those who have difficulty with stairs, these services address communication barriers.
It’s an essential aspect of making services accessible to people with limited English proficiency (LEP). For those with LEP, it means providing information in different languages. It also focuses on people who are deaf or hard-of-hearing, where American Sign Language (ASL) is required for communication. Translation, interpretation and providing easy ways for people to explain their needs are essential.
Reasons to pay attention to language access
When considering the importance of language access, several compelling reasons come to mind. Here are a few key factors to keep in mind:
- It removes barriers
- It promotes inclusivity
- It allows you to meet obligations to provide equal access
But it doesn't stop there.The focus is on improving your services and staying on the right side of the law. There are two key federal language access laws and several others that apply in different contexts. Let’s take a closer look at what they mean, the benefits and the consequences.
1. Removing Barriers
Not everyone who encounters or needs your services will speak English, or they might have a limited capacity to speak, read or write. In this case, language becomes a barrier. It’s critical to remove it, especially in contexts where understanding every detail is vital.
Some examples include legal assistance and healthcare. Inadequate communication can lead to confusion. It can prevent access to learning, treatment or proper representation.
Language access services, such as translators and interpreters, allow everyone to fully participate and receive what they need. They mean making the process as easy for LEP, deaf or hard-of-hearing people as for anyone else accessing the website, facility or service.
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2. Promoting Inclusivity
Beyond removing barriers, language accessibility is about welcoming and including everyone. Seeing everything written in a language you don’t understand is daunting. Not being able to communicate due to being deaf is frustrating. Both experiences make completing tasks challenging.
The answer is language access, but it’s also about communicating those options. It’s best practice to provide an early opportunity for people to state their needs so that they can be met without delay.
For example, the Americans with Disabilities Act (ADA) advises organizations, such as hospitals. It recommends signs that state that access services are available and how to obtain them.
3. Providing equal access
Federal law requires organizations, especially public services, to provide equal access. Title VI of the Civil Rights Act of 1964 prohibits discrimination on the basis of national origin. Executive Order 13166 sets out requirements for federal agencies to provide meaningful access and includes some other key stipulations.
For example, organizations that receive direct or indirect federal assistance have an obligation to meet the needs of LEP persons.
The ADA and the Affordable Care Act (ACA) also apply under certain circumstances. It’s worth understanding language access laws by state, as each state has specific statutes identifying circumstances when services must be provided.
The consequences for not complying can include termination of federal funding, sanctions and civil penalties. The kinds of organizations requiring a language access program include:
- State and local governments
- Schools
- Law enforcement agencies
- Financial institutions
- Hospitals, health facilities and healthcare providers
- Businesses and non-profit organizations providing public services
The Tools for Guaranteeing Language Access
Breaking down language barriers and fostering inclusivity is achievable through a variety of services. Two major areas pivotal for ensuring effective communication are:
One of the best ways to anticipate LEP needs is through document translation. Collaborating with professional translation services is crucial, not only to comply with relevant laws but also to ensure high-quality and professional outcomes.
Examples include translating driver’s license forms and student education plans. Website localization is another key target area. How? Offering your site content in multiple languages is a swift and efficient strategy to eliminate communication barriers and enhance user experience.
In other circumstances, real-time interpretation could also be necessary. Working with a trusted provider means organizations can access interpreting services, including onsite, over-the-phone, and video remote interpreting (VIR).
In many cases, it’s necessary to work with specialists. The terminology for law, healthcare, and business, in particular, is complex and requires sufficient understanding for real-time interpretation.
Best Practices and Next Steps
Organizations must take reasonable steps to provide access. Although not mandatory, having a language access plan is an excellent starting point. This plan helps assess needs and identify multiple strategies to address them effectively.
There are plenty of resources to make this task more manageable. You can use the Department of Justice self-assessment and planning tool to review service needs.
Partnering with a responsive language solutions company is also paramount when implementing your plan. We can help you supply the required language access services, including translators and interpreters fluent in ASL and multiple languages.
Language Network: Your partner for Language Access solutions
We are passionate about helping organizations provide equal access to information and services in any language. How? Language Network offer an array of language services services, tailored to meet your unique needs:
- Experience Since 1991: Over three decades of delivering top-notch language services.
- Comprehensive Solutions: Scalable and adaptable to meet your organization's unique needs.
- Cross-Cultural Communication: Expertise in ensuring effective interactions across languages and cultures.
- Wide Range of Services: Specializing in translation, interpretation, and localization. Learn more about all services here.
- Nationwide Reach: Serving organizations across the entire United States.
- Extensive Language Support: Enabling communication in over 200 languages.
Ready to enhance your organization's language access? Contact us for a free consultation and quote! 📞📧