Confidentiality and HIPAA-aware practice
AMS supplies interpreters and translators to attorneys, hospitals, IME companies, insurance carriers, and government agencies. Every assignment involves confidential information. This page documents how AMS handles confidentiality, attorney-client privilege, HIPAA-protected health information, and the procurement-level requirements that follow from working with sensitive content.
The framework
AMS supplies certified interpreters and translators to attorneys, hospitals, IME companies, insurance carriers, and government agencies. Every assignment involves confidential information: attorney-client communication, protected health information (PHI), claim files, immigration filings, or proprietary business documents. AMS's confidentiality framework treats all of this with the same standard: confidentiality is the working assumption, documented in writing, and trained on at intake.
Interpreter and translator NDAs
Every AMS interpreter and translator works under a written confidentiality agreement covering assignment content, party identities, case details, and any documents shared in preparation. The NDA prohibits use, disclosure, or retention of confidential information outside the scope of the assignment. Breach is grounds for immediate removal from the AMS roster and civil liability.
HIPAA-aware practice for healthcare assignments
For healthcare assignments, AMS interpreters operate under HIPAA-aware procedures. Interpreters do not record, photograph, copy, or retain patient information beyond the immediate encounter. Where AMS handles translated medical records, the same standards apply to the translator and the AMS scheduling coordinator handling the assignment. AMS is willing to execute a Business Associate Agreement (BAA) with healthcare clients where the engagement scope makes one appropriate.
Attorney-client privilege
For legal assignments where the interpreter is acting as an agent of counsel (attorney-client meetings, jail visits, witness prep), the interpreter's involvement is covered by attorney-client privilege under California Evidence Code § 952 and equivalent federal authority. AMS interpreters are trained on the boundaries of this privilege and on the importance of maintaining it through and after the assignment.
Data handling
Case documents and records shared with AMS for preparation are stored on secure infrastructure, accessible only to the AMS scheduling coordinator and the assigned linguist for that case. Documents are retained for the duration of the case lifecycle and destroyed on request after case closure. AMS does not use client documents for training AI models, marketing, or any purpose other than the assigned work.
Audio recordings and transcriptions
For audio transcription work involving sensitive content (depositions, recorded statements, surveillance audio, jail calls), AMS treats the source audio with the same confidentiality discipline as live interpretation. Source audio is not duplicated beyond what the transcription requires, is encrypted in transit and at rest, and is destroyed on client request after delivery of the final transcript.
Conflicts of interest
The AMS scheduling team maintains conflict logs and screens each assignment for conflicts before assigning a linguist. For matters with adversarial parties (plaintiff/defense; insurer/insured), the same linguist is never assigned to both sides of an active matter. Prior contact with a party, witness, case, or related matter is disclosed proactively.
Confidentiality after the assignment
Confidentiality obligations survive the assignment. Interpreters and translators are bound to the same standards after the case closes as during the assignment itself. AMS retains case communications for record-keeping but the substantive content of the assignment is treated as confidential indefinitely unless and until the client authorizes disclosure.
Subpoenas and compelled disclosure
AMS interprets and translates under engagement. We do not voluntarily disclose case content. In the event that AMS or an AMS interpreter receives a subpoena or court order to disclose case information, AMS will notify the client at the earliest legally permissible moment and cooperate with any motion to quash or limit the disclosure. AMS will comply with valid legal process, but only after notice to the client and only to the extent compelled.
Reporting concerns
If a client has a confidentiality concern about a specific assignment or interpreter, the AMS scheduling team should be the first point of contact. For unresolved concerns, contact AMS leadership at scheduling@accessmultilingual.com or call (800) 919-2029. AMS investigates all confidentiality complaints.
Need specific documentation?
AMS provides procurement teams with whatever documentation is needed to onboard us as a vendor:
- Business Associate Agreement (BAA) execution for HIPAA-covered engagements
- W-9 and EIN documentation for vendor onboarding
- Interpreter / translator credential summaries for specific assignments
- Specific contractual or compliance language to satisfy unique procurement requirements
Email scheduling@accessmultilingual.com or call (800) 919-2029 with your procurement requirement and we will respond promptly.
Engage AMS with confidence
Confidentiality is foundational. Every AMS assignment is conducted under written confidentiality with the discipline our clients require.