From source to target: The medical translation process

Medical devices and equipment, medicine and drug information, clinical trials, questionnaires and other patient-facing materials, regulatory standards, marketing material, and learning resources – there are some of the areas that require a high-quality translation with safety and compliance in mind.

To achieve that, translation should be a three-step process – translation, editing, and proofreading:

1. ?Translation – the translator produces the translation
2. Editing – the editor reviews the translation against the source text
3. Proofreading – the proofreader checks the target text alone

Step 1 – TRANSLATION

The translation step is not just about drafting the target text. It is during this stage – or before it – that the translator and the client discuss the specifics of the task:

• Target audience: healthcare professionals, patients, or the general population.
• Type of document: clinical trial protocol, product information, brochure, etc.
• Style guide: to make sure the translation meets the client’s needs and standards (the translator can draft one in collaboration with the client, if necessary.
• ?Glossary:?to ensure the proper use of standard terminology or client’s preferred terms (the translator can compile and validate a term list in collaboration with the client)
• Reference materials and previously translated documents: to ensure consistency throughout all communications

After this, the translator begins to work on the text.

One thing that is important during this step is to maintain open communication with the client. Sometimes, you may need to ask for clarification about an ambiguous sentence, you may also find errors or inconsistencies in the original text and, even make suggestions for improvement when appropriate.

Step 2 – EDITING

When the translation is complete, the editor checks it against the original and makes sure that it uses the correct terminology and style, if it is consistent throughout the text and with the references provided.

The translator then validates the edited version by either accepting or rejecting the changes.

Again, communication should remain open between the editor, the translator, and the client.

Step 3 – PROOFREADING

Once the translation and editing steps are over, the proofreader makes sure that the translated text sounds natural and reads smoothly in the target language, in addition to detecting any issues related to punctuation, capitalization, formatting (e.g., fonts and images), and typos.

This is a monolingual review.

Once more, the translator validates the proofread version by either accepting or rejecting the changes.

Each of these steps is essential to reduce the error potential to the minimum and obtain a final translated product of the highest quality.

Speaking of quality, a proper Quality Assurance system should be in place throughout the whole process.

A well-defined three-step process is, in itself, a way to ensure quality. Additionally, the translator and editor will use specific software to prevent and detect potential errors and inconsistencies.

Computer-Assisted Translation (CAT) tools allow you to use translation memories, glossaries, and QA checkers. These technologies ensure consistency with cross-references and style and terminology compliance base with the predefined terms and definitions. Quality Control tools detect errors, inconsistencies, and even formatting issues at the end of each step.

The medical translation process may also include other steps.

CLIENT REVIEW

In collaboration with the translator, the client's in-country expert will focus on the industry terminology and, benefiting from their inside knowledge and subject matter expertise, confirm that the organizational tone is present.

BACK-TRANSLATION

Here, an independent translator (without access to the original text) translates the target version into the original language. This step allows you to compare both source and target texts to ensure conceptual equivalence.

In clinical trials, there are instances where back-translation is necessary as a legal and regulatory requirement. It is an additional Quality and Safety Assurance step when you have sensitive or high-risk content, namely clinical trial documents, marketing materials, medical and informed consent forms, questionnaires, and other patient-facing materials.

As a final remark, collaboration is a crucial element in medical translation – collaboration between the translator, editor, and proofreader, collaboration with other experts, and above all, collaboration with the client.

Ana Sofia Correia is an English to Portuguese medical translator and writer based in Portugal. For the past fourteen years, she has worked with Life Sciences companies, Contract Research Organizations, Language Service Providers, and Medical Communication agencies translating and writing content for clinical trials, medical devices, regulatory submissions, education materials, and marketing campaigns. After 12 years working as an in-house translator at the Center for Social Studies of the University of Coimbra and the Nursing School of Coimbra, she became a full-time freelancer in 2019. She is a member of the Board of Directors of APTRAD (where she also is a Mentor) and TREMéDICA. Whether she is translating or writing, her goal is to support her clients as they make treatments and information available to Portuguese-speaking patients, caregivers, healthcare professionals, and the general population.?