Why Relying on Translation Tools in Care Management Can Put Compliance at Risk

Some care management platforms have introduced features that allow care staff to record notes in their native languages, which are then automatically translated into English. While this may seem like a great solution for a diverse workforce, I believe it poses a potential compliance risk rather than being a shortcut to best practices. Having worked in care for many years and being well-versed in regulations, I see this as a concern that needs to be addressed.

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There are several reasons for concern:

1. Competence in English is a Legal and Regulatory Requirement

Under the Health and Safety at Work Act and other relevant care regulations, care staff are required to be proficient in both spoken and written English. Since care is a regulated activity, Registered Managers and their team members are responsible for both their actions and the accuracy of care records. If staff are unable to communicate confidently in English without the assistance of a translator, it raises concerns about their competency.

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2. Accountability Becomes Blurred

Care notes are not just “logs”. They are vital documents used to:

• Monitor the health and well-being of clients

• Support care and clinical decision-making

• Evidence the quality of care during inspections

If a carer uses a translation tool to record notes, who is ultimately accountable for the accuracy of those notes?

• The Carer who wrote them?

• The Registered Manager who reads them?

• The AI translation tool?

• Or the care management platform itself?

This creates a grey area that could compromise accountability, a core principle in regulated care.

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3. Risks to Person-Centred and Dignified Care

The language used in care notes reflects the values and dignity of the individuals we support. Translation tools may not always convey the subtlety of meaning, and some words in one language may translate poorly into English, sounding undignified or disrespectful. This can undermine person-centred care and may damage the trust between families, providers, and inspectors.

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4. Accuracy and Safety Could Be Compromised

Even the best AI translation tools have their limitations. If critical information, such as changes in medication, mood, or health observations, is mistranslated, it could result in poor decision-making and potentially harm clients. Unlike professional medical translation services, AI cannot ensure 100% accuracy, and this risk of error is unacceptable in the delivery of care.

The Safer Way Forward

Technology should support carers and care managers. But it cannot replace core skills. Instead of relying on translation tools, care providers should:

• Recruit and train staff with strong English communication skills

• Use care management software like Careberry, designed to make digital care planning and electronic care notes simple, accurate, and compliant

• Provide ongoing training in documentation, safeguarding, and compliance

By doing so, providers safeguard compliance, safety, and dignity while ensuring better outcomes for clients.

Final Thought: In social care, technology should enhance compliance and the quality of care. Relying solely on translation tools can compromise accountability, dignity, and person-centred practice. The safest approach is to empower staff to accurately and confidently record care in English, supported by robust digital care management systems.