Medical Report Translation for the USA

Which report, and in which procedure

In the United States a medical report issued in Türkiye may be submitted for continuity of treatment, for insurance claims, for school enrolment or for certain administrative applications. These reports may take the form of a single-doctor report, a medical board report or a hospital discharge summary; which type is wanted has to be established with the recipient. It should not be forgotten that the immigration medical examination (I-693) is a procedure separate from any of these.

Board reports carry the opinions and the signatures of several doctors; the translation carries each section and each signature across separately and in full. Leaving out one opinion breaks the integrity of the decision.

Handwriting, reference ranges and privacy

The information here is a guide; how recent the document has to be and how many copies are wanted vary from institution to institution. The final requirement is set by the authority you are applying to, so check in advance.

Consistency of the codes in an insurance claim file

In the United States a medical report is most often submitted for an insurance claim or for continuity of treatment, and in files of that kind the diagnostic codes and the treatment details form the basis of the payment and approval process. Carrying an ICD code across wrongly, or altering a unit, can lead to a claim being refused or processed incorrectly; codes, laboratory values and drug dosages are therefore preserved exactly. The translation renders the text and alters nothing in the numerical and coded data. The dates in the report, the details of the doctor and the items of treatment are carried across in full as well, because the insurance assessor compares those details against its own records. The signed certificate of accuracy attached to the translation is the assurance that the content has been carried across completely and accurately. Health data is sensitive data, so the document is shared with care; this article is for general information and is not a medical opinion.

A Turkish report is not the immigration medical examination

The medical examination required in a US immigration procedure (I-693) is carried out by an authorised civil surgeon, mostly in the United States; a general medical report issued in Türkiye does not take its place. The translation carries the Turkish report across as it stands, preserving its origin, and does not describe it as a US immigration examination. Distinguishing which document is being asked for from the application guidance prevents the wrong document being submitted; general medical reports are used separately for treatment, insurance or administrative purposes.

ICD codes and medical terms

Diagnostic codes (ICD) are an international standard; whatever diagnosis a code stands for, it stays the same and is not translated. Laboratory units, drug names and dosage notation are likewise preserved exactly. Where what a medical abbreviation stands for cannot be established with certainty from the document, no invented expansion is written; the abbreviation is kept and marked [expansion uncertain]. Medical terms are translated with their established counterpart in the target language.

Where a report is to be read at a US health institution for continuity of treatment, it will most often be assessed together with that institution’s own records and the doctor’s own judgement. In that case a translation that carries the diagnosis, the treatment and the medication details across in full and accurately allows the clinic to understand the history correctly. The translation summarises no item and interprets none; the doctor is expected to reach the clinical decision on the strength of the document. The order of the dates in the report is preserved as well, because the chronology of the treatment history matters in planning care. This article is for general information and is not a medical opinion.

The signed certificate of accuracy and the structure of the report

Because the United States has no sworn translator regime, the assurance behind a medical report translation is the signed certificate of accuracy attached to it; the declaration carries the translator’s name, contact details and signature. Where the report is made up of patient history, findings, diagnosis and treatment sections – the structure of a discharge summary – the translation preserves those sections and their order; summarising damages clinical readability. The doctor’s stamp and signature are marked in square brackets; the hospital letterhead and the date are carried across exactly.

Certification, and common mistakes

Watch the following steps to keep the document intact:

• Verify that the certificate of accuracy has been attached to the translation.
• Do not alter the ICD codes or the units.
• Do not confuse the report with the immigration medical examination (I-693); obtain the apostille before the translation where one is needed.

The United States is a party to the Hague Apostille Convention; confirm the apostille position on the official HCCH list. You can see the level of certification required for other document types on our document types page, upload your document for a quote, and review the cost on our pricing page. This page is for general information and is no substitute for medical or legal advice; confirm current requirements with the institution concerned.