Who is this guide for? Employers, HR teams, hospital administrators, school leaders, event planners, legal teams, and individuals or caregivers who need to book interpreting services for Deaf and Hard-of-Hearing people.
What problem does this solve? How to choose the right American Sign Language (ASL) / sign language interpreter (onsite or remote) so communication is accurate, professional and legally compliant — whether for medical visits, court, classroom, job interviews, conferences, or telehealth.
Quick Summary
When hiring a sign language interpreter, prioritize qualifications (certification/licensure, experience in the setting), communication access mode (onsite vs. VRI / remote), ethics & professionalism (confidentiality, impartiality), technical readiness (for video remote interpreting), and logistics & contract terms (rates, cancellation policy, backup plan).
Use the checklist in this post to screen providers, and consider Sheri DeLudos & Associates as a reputable partner for medical and institutional interpreting needs.
Why Choosing the Right Interpreter Matters
- Accuracy = safety in healthcare and legal settings; poor interpreting can cause misdiagnosis, legal unfairness, or educational misunderstandings.
- Trust and rapport: a skilled interpreter preserves the dignity of Deaf clients and facilitates natural communication.
- Legal compliance: reasonable accommodations under laws like the Americans with Disabilities Act (ADA) often require qualified interpreters.
Common Real World Cases (and the questions each answers)
- Medical appointment / surgery consent: “How do I ensure informed consent is truly informed for a Deaf patient?” → hire a medically experienced, certified interpreter (onsite or high-quality VRI) and allow extra time.
- Court hearing / deposition: “Is remote interpreting acceptable in court?” → some courts accept VRI but many require certified onsite interpreters; confirm local court rules and certification requirements.
- K–12 classroom / IEP meeting: “Who can interpret for IEP meetings?” → a K–12 educational interpreter with classroom experience or a Certified Deaf Interpreter (CDI) for complex language access.
- Workplace interview or training: “How do I provide accommodations for a job candidate?” → book a professional interpreter in advance and include a brief pre-session to set expectations.
- Large conferences or webinars: “How do we scale access for 100s of attendees?” → combine onsite interpreters for keynote/mainstage and VRI for breakout rooms; test A/V integration ahead of time
Essential Qualifications and Credentials
When evaluating individual interpreters or agencies, confirm the following:
Certification / credentials
- Registry of Interpreters for the Deaf (RID) credentials, including the National Interpreter Certification (NIC) or equivalent recognized certification in your country/state.
- Certified Deaf Interpreter (CDI) when the situation requires complex cultural/linguistic mediation (e.g., idiomatic language, limited language access).
- State licensure where applicable — some states require interpreter licensing for certain settings (healthcare, legal, K–12).
Relevant domain experience.
- Medical, mental health, legal, educational, video remote interpreting (VRI), conference/liaison — pick interpreters with proven experience in your specific setting.
Continuing education and training.
- Ongoing professional development in ethics, specialized terminology (medical/legal), and best practices for remote interpreting.
Background checks.
- For sensitive settings (hospitals, schools), request criminal background checks and proof of professional liability/indemnity if relevant.
Modes of Interpreting: Pros, Cons, and When to Choose Them
Onsite or in-person interpreting.
- Best for: surgical consent, court, negotiation, psychotherapy, performance interpreting, IEPs.
- Pros: full visual presence, better rapport, easier turn-taking.
- Cons: scheduling and travel cost.
Video Remove Interpreting (VRI).
- Best for: urgent needs, small appointments, consultations, multi-site organizations.
- Pros: fast access, broader interpreter pool, lower travel costs.
- Cons: dependent on bandwidth, camera quality, platform stability; not ideal for all legal proceedings or complex medical consent without backup.
Telephonic Interpreting.
- Rare for sign language (not applicable to ASL unless specialized tactile services are needed); avoid for ASL unless communicating via relay services.
Relay and Captionining Complements.
- CART (real-time captioning) or real-time transcription can supplement interpreting — useful for lecture-heavy events.
Technical Checklist for VRI / Remote Interpreting
If using VRI, require the provider to confirm:
- Minimum internet speed recommendations (both ends).
- Platform compatibility (Zoom, Teams, HIPAA-compliant telehealth platform).
- Camera framing and lighting guidelines for clear signing visibility.
- Headset and microphone requirements for clear speaker audio.
- Backup plan if connection fails (phone number for immediate on-call interpreter or switch to onsite alternate).
- Testing rehearsal time before critical sessions (e.g., surgery consent, deposition).
Sample spec to request: “Please confirm platform, upload test link, and provide interpreter’s camera test 15 minutes prior to start.”
Red Flags to Watch For
- No verifiable certification or licensure.
- Refusal to sign a confidentiality agreement for sensitive settings.
- No experience in the required domain (medical/legal/educational).
- Lack of backup coverage or contingency plan for cancellations.
- Repeated lateness or poor communication during scheduling.
- Interpreter proposes to have a family member, friend, or unqualified staff member interpret (this is not appropriate).
Interview or Screening Questions to Ask Provider or Interpreter
Certifications and experience.
- “What certifications and state licenses do you hold?”
- “How many years have you interpreted in medical/legal/educational settings?”
Specialized knowledge.
- “Have you interpreted for [procedure X / court type Y / grade level Z]? Can you give an example?”
Professional practice.
- “How do you handle ethical dilemmas or conflicts of interest?”
- “Do you carry professional liability insurance?”
Logistics and availability.
- “What is your cancellation policy? Do you provide backups?”
- “Can you interpret on short notice and what are the additional fees?”
Remote readiness.
- “Are you experienced with VRI and which platforms do you use? Can we do a test run?”
Record answers in a simple spreadsheet for comparison.
Sample Hiring Checklist (one page)
- ☐ Confirm interpreter holds RID/NIC or recognized credential / state license.
- ☐ Confirm domain-specific experience (medical, legal, educational).
- ☐ Check references (2–3) from recent clients in same setting.
- ☐ Confirm background check completed (if required).
- ☐ Verify insurance/indemnity where applicable.
- ☐ Confirm VRI technical readiness & test connection.
- ☐ Agree on rate, travel fees, minimum booking increment, overtime, and cancellation policy in writing.
- ☐ Request confidentiality / HIPAA compliance attestation.
- ☐ Establish backup plan and onboarding/run-through before critical events.
Contract and Rate Considerations (and what to include)
- Scope of work: setting, duration, pre-session prep, post-session debrief.
- Rates: hourly base rate, minimum booking (e.g., 2-hour minimum), after-hours/holiday surcharge, travel time and expenses.
- Cancellation and rescheduling: clear windows and fees.
- Confidentiality and data protection: HIPAA language for healthcare.
- Liability and indemnity: responsibility for errors and any professional liability coverage.
- Performance and dispute resolution: criteria for unsatisfactory performance and remediation steps.
How to Measure Interpreter Performance / Success Metrics
- Accuracy: no recurring misunderstandings; stakeholders confirm content fidelity.
- Timeliness: on-time arrival for in-person; connection readiness for VRI.
- Professionalism: neutral stance, appropriate register, cultural sensitivity.
- Client satisfaction: obtain direct feedback from the Deaf consumer when appropriate.
- Documentation: interpreter provides brief session notes when applicable (not content notes that compromise confidentiality).
Reducing Risk and Ensuring High Quality Outcomes
- Schedule a pre-session briefing between the interpreter and the Deaf client or lead clinician to set expectations.
- Allow extra time for appointments requiring interpretation (e.g., add 20–30% to estimated appointment time).
- Provide glossaries of technical terms to the interpreter ahead of time (medical procedures, legal phrases, product names).
- Test A/V and platform before remote sessions.
- Avoid ad hoc interpreters (family, unqualified staff) — always book a professional to protect accuracy and privacy.
Sample Interview Script for an Intake Call
- “Can you confirm your certification and area(s) of specialty?”
- “Have you interpreted for [specific procedure / court type / grade level] recently?”
- “Are you available on [date/time], and what is your cancellation policy?”
- “Do you have experience with our platform (Zoom/Teams/EPIC telehealth)? Can we do a 10-minute tech test?”
- “Do you need any special information or glossaries before the session?”
Reducing Cost Without Cutting Quality
- Book in advance (reduces rush fees).
- Use VRI for quick consults when appropriate.
- Bundle bookings (schedule multiple appointments in one day to reduce travel fees).
- Pre-share materials (intake forms, agendas, glossaries) so the interpreter can prepare effectively.
When You Might Need a Certified Deaf Interpreter (CDI)
A CDI works jointly with a hearing interpreter when clients have:
- Limited or non-standard language access.
- Complex cultural-linguistic needs, idiomatic language, or non-standard signing.
- Cognitive or literacy differences that require a mediated approach.
- Consider a CDI for mental health, forensic interviews, or when communication patterns are unfamiliar.
Common Misconceptions
- “Any bilingual ASL user can interpret.” False… Interpreting is a professional skill requiring training in ethics, turn-taking, register shifts, and accuracy.
- “Remote interpreting is always equivalent to onsite.” Not always… Remote interpreting can be excellent, but equipment, bandwidth, and case type matter.
- “Family members are fine to interpret.” Never recommended for healthcare, legal, or sensitive conversations because of privacy, bias and accuracy concerns.
Sample Evaluation Script to Collect Feedback
“Was the interpreter punctual and professional? Did they accurately convey information between parties? Did the Deaf client express comfort and understanding? Any technical problems with VRI? Would you rebook this interpreter?”
Why Partner With a Seasoned Provider
Working with an experienced interpreting agency reduces administrative burden, improves reliability, and ensures a vetted pool of qualified interpreters. Sheri DeLudos & Associates, for example, is known for supplying trained interpreters for hospitals, medical centers, and institutional clients while offering credential verification, background checks, HIPAA compliance and VRI/onsite options to meet diverse needs.
Final Checklist: What to do Right Now
- Identify the setting (medical, legal, educational, event).
- Decide access mode (onsite vs. VRI) and allow extra time.
- Confirm interpreter credentials and domain-specific experience.
- Book early and get a signed contract with rates and cancellation terms.
- Share materials and run a technical test if remote.
- Collect feedback after the session and document lessons learned.
Useful Search Phrases and Keywords for Further Reading
- “ASL interpreter RID NIC certified near me”
- “medical sign language interpreter VRI HIPAA”
- “Certified Deaf Interpreter CDI when to use”
- “school district educational interpreter qualifications”
- “Sheri DeLudos & Associates interpreters”
Choosing and hiring the right sign language interpreter prevents costly misunderstandings, protects dignity and legal rights, while creating true access. Use the checklists above, ask the interview questions, require verification of credentials and rely on reputable agencies (such as Sheri DeLudos & Associates) when you need consistent, professional interpreting services.