Open enrollment materials often need to be produced quickly, but speed can’t come at the expense of compliance. Every document, notice, and translated file must meet federal and state requirements to avoid confusion and maintain trust.
This post outlines the core compliance areas to keep in mind while preparing multilingual content for open enrollment.
Follow Section 1557 Requirements
Section 1557 of the Affordable Care Act prohibits discrimination based on language access. For open enrollment, this means providing qualified interpreters and translated materials for individuals with limited English proficiency.
Taglines in the top non-English languages spoken in your service area are also required. These are short notices that let individuals know how to request language assistance and who to contact. Population data should guide which languages are included.
Use Approved Terminology and Templates
Consistency matters across open enrollment materials. Using approved terminology in plan documents, notices, and forms helps avoid confusion and keeps messaging aligned with regulatory expectations.
Many states and CMS provide templates or language guides that outline preferred phrasing. Skipping these resources or changing wording without review can result in errors or misinterpretation, especially in translated versions. Stick to the approved language whenever possible to keep things compliant and easy to understand.
Make Sure Translations Are Accurate and Culturally Appropriate
Translations for open enrollment should be handled by professionals who understand both the language and the subject matter. Certified translators and reviewers bring the accuracy and consistency needed for forms, instructions, and benefit explanations.
Errors can lead to confusion, missed enrollment, or legal exposure. Tone, phrasing, and formatting should also reflect cultural norms so the information feels familiar and clear to the people reading it.
Consider Alternate Formats and Accessibility
Language access isn’t the only consideration during open enrollment. Some individuals may need materials in large print, braille, audio, or screen-reader–friendly formats.
Requirements under Section 504 and the ADA apply to how information is shared with people who have disabilities. Coordinating language access and accessibility planning at the same time helps prevent missed steps and supports a wider range of needs.
Keep Records of Language Support
Documentation is an important part of compliance. Keep track of which materials were translated, which languages were used, and when notices were delivered.
Good records can make audits and reporting easier and also help with planning for future enrollment periods. Having this information on hand shows consistency and helps teams identify what worked well and what needs adjustment.
Stay Ahead of Compliance with the Right Language Support
Reviewing compliance requirements early in the open enrollment process gives teams more time to get materials right and avoid last-minute changes. When language access and accessibility are part of the planning phase, communication is more accurate, consistent, and easier to manage.
Working with a partner who understands healthcare regulations helps keep your materials aligned with state and federal standards.
Propio supports healthcare organizations with translation, review, and formatting services that meet CMS requirements and help you serve every member of your community.
