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HIPAA Compliance in Access Services
According to the CDC, “the Health Insurance Portability and Accountability Act (HIPAA) of 1996 establishes federal standards protecting sensitive health information from disclosure without patient’s consent.” The Department of Health and Human Services defines this protected information as PHI (protected health information). They clarify what it includes stating, “’individually identifiable health information’ is information, including demographic data, that relates to:
- the individual’s past, present or future physical or mental health or condition,
- the provision of health care to the individual, or
- the past, present, or future payment for the provision of health care to the individual”
With the use of disability related accommodations relevant to all communication access services, understanding HIPAA compliance is critical for any organization. At Deaf Services Unlimited (DSU), protecting the privacy and security of every individual we serve is a top priority. We are deeply committed to maintaining confidentiality, safeguarding data, and ensuring full HIPAA compliance across all interpreting and captioning formats—from in-person and video remote services to CART and post-production work. Whether communication happens face-to-face, on screen, or through recorded media, DSU upholds the same high standards of security and professionalism to keep every interaction confidential and compliant. The following will outline HIPAA considerations and best practices across all DSU offered services as well as offer compliance tips for a variety of industries.
In-Person Interpreting
For on-site interpreting, confidentiality and privacy are critical responsibilities that extend beyond professional ethics—they’re also part of HIPAA compliance. Interpreters must protect all personal and medical information shared during in-person assignments and ensure that conversations remain private, both during and after the encounter. At DSU, our intake and scheduling processes are structured to provide interpreters with only the information necessary to prepare for an assignment, limiting the sharing of sensitive details. Interpreters are trained to remain discreet in every environment, whether they’re interpreting in a medical setting, a federal office, or a community event.
Maintaining confidentiality in person requires intentional practice. DSU interpreters follow strict guidelines, including avoiding discussions about clients or case details in public spaces, confirming the identities of individuals involved before the session begins, and positioning themselves in a way that supports privacy for all parties. In addition, all interpreters working through DSU are vetted, trained on HIPAA standards, and required to sign confidentiality agreements. These measures ensure that every on-site interpreting interaction is conducted with professionalism, discretion, and full compliance with both federal and ethical standards.
Video Remote Interpreting (VRI)
In Video Remote Interpreting (VRI) settings, HIPAA compliance is just as essential as it is in face-to-face communication. Because interpreting occurs through a virtual platform, additional safeguards are needed to protect the confidentiality of every interaction. DSU ensures that all VRI sessions take place on secure, encrypted platforms that meet federal privacy standards. Access to sessions is password-protected, and links are shared only with authorized participants. These measures ensure that sensitive conversations remain private and that personal or medical information is never exposed during the interpreting process.
While virtual environments can introduce unique risks—such as unstable internet connections, accidental screen sharing, or unauthorized access—DSU takes proactive steps to minimize these challenges. Our technology partners are fully HIPAA-compliant, and our internal systems are designed with strict data handling and storage protocols. Interpreters are trained to recognize and report potential security concerns and are bound by HIPAA regulations and DSU’s confidentiality policies, no matter the medium. With these combined protections, DSU provides the same level of trust and professionalism online as we do in every in-person setting.
CART Captioning
In CART captioning, confidentiality and data security are key, as real-time captioners may have access to protected health information (PHI) during live events or meetings. DSU ensures that all captioning sessions—whether onsite or remote—are conducted through secure, encrypted connections that protect speech data as it’s converted into text. Only authorized participants are given access to view the captions, and every captioner working through DSU follows strict privacy protocols to safeguard any sensitive content that may appear during the session.
To maintain compliance and protect participant information, DSU employs multiple layers of data security. Session files and transcripts are stored temporarily, if at all, and are deleted according to DSU’s secure data retention policies. Access to captioning content is tightly controlled, and all captioners sign confidentiality and HIPAA agreements as part of their onboarding process. These measures ensure that every word captured through CART remains protected, private, and handled with the highest professional and legal standards.
Post-Production Services (ASL Overlay & Captioning)
In post-production services, HIPAA compliance extends to every stage of handling recorded materials that may contain protected health information (PHI). Since DSU often receives pre-recorded content for ASL overlay or captioning, all files are transferred through secure, encrypted channels to prevent unauthorized access. Once received, materials are stored in encrypted environments with limited internal access—only the editors, interpreters, and project managers assigned to the job can view the content.
To ensure long-term data protection, DSU follows strict policies for file retention and deletion, removing materials from storage once deliverables are complete and approved. Every team member involved in post-production—whether they are editors, interpreters, or captioners—receives HIPAA training and signs confidentiality agreements as part of their onboarding process. This safeguards sensitive information from the moment a video is uploaded to the moment the final accessible version is delivered.
Vetting Your Providers
When selecting an accessibility provider, it’s important to look beyond service quality and ensure your partner upholds the highest standards of privacy and data security. Here are five key questions you can ask to gauge a provider’s HIPAA compliance and safety measures.
- How do you ensure interpreters, captioners, and staff are trained in HIPAA compliance?
→ Look for providers who offer ongoing compliance training, confidentiality agreements, and documented policies.
- What secure systems or platforms do you use to transmit and store client information or recordings?
→ A strong provider should mention encryption, password protection, and secure file transfer or cloud storage protocols.
- How do you limit access to confidential materials during and after a project?
→ Ensure only authorized personnel (e.g., assigned interpreters or editors) can access session or file data.
- What is your process for retaining and deleting session files, transcripts, or recordings?
→ Providers should have a clear data retention policy that aligns with HIPAA standards and deletes files within a specific timeframe.
- How do you handle incidents or breaches of confidentiality if they occur?
→ A compliant provider will have a documented response plan outlining how they identify, report, and mitigate data breaches.
In today’s accessibility landscape, protecting sensitive information is more than a legal requirement—it’s a reflection of integrity, professionalism, and respect for every individual served. At DSU, our commitment to HIPAA compliance extends across every service format, from live interpreting and captioning to post-production accessibility work. Through secure technologies, vetted professionals, and clearly defined privacy procedures, we ensure that every interaction—whether spoken, signed, or written—remains confidential and compliant.
By partnering with a provider who prioritizes both accessibility and security, organizations can confidently offer inclusive communication without compromising data protection. DSU’s ongoing investment in training, technology, and transparency ensures that all interpreting, captioning, and media projects meet the highest federal and ethical standards. Protecting privacy isn’t just part of our process—it’s part of who we are.
Q&A
1. What is HIPAA compliance in interpreting and captioning services?
HIPAA compliance in accessibility services ensures that all protected health information (PHI) is handled securely and confidentially. This includes maintaining privacy during in-person, virtual, and post-production services and following strict protocols for data access, storage, and transmission.
2. How do accessibility service providers protect sensitive health information?
Providers use secure communication platforms, encrypted file transfers, password-protected sessions, and strict internal access controls. Staff are trained in confidentiality and HIPAA regulations, ensuring that all information remains private throughout an assignment or project.
3. Are virtual interpreting or remote captioning services HIPAA compliant?
Yes, virtual interpreting and remote captioning can be HIPAA compliant when conducted over secure, encrypted platforms with controlled access. All participants and staff are bound by privacy policies and confidentiality agreements to maintain the security of PHI.
4. What measures are taken to secure recorded or post-production content containing PHI?
Recorded materials are transferred via encrypted channels and stored securely with limited internal access. Files are retained only as long as necessary for the project and are deleted according to data retention policies to protect sensitive health information.
5. Why is HIPAA compliance critical for accessibility services?
HIPAA compliance protects individuals’ private health information and ensures that interpreting, captioning, and other accessibility services are provided ethically and securely. It builds trust, reduces risk, and supports inclusive communication while safeguarding sensitive data.
Sources:
https://www.hhs.gov/hipaa/for-professionals/privacy/laws-regulations/index.html