Cincinnati Children’s Style Guide

Version History

General

Languages Which Use Latin Script

  1. Keep the names Cincinnati Children’s, Cincinnati Children’s Hospital, Cincinnati Children’s Hospital Medical Center, and GetWellNetwork in English.

    1. If space permits, replace CCHMC with Cincinnati Children’s. Otherwise leave it as CCHMC.

  2. On first mention in the body of each document, medication names, departments, department abbreviations, and divisions are translated, followed by the English name in parentheses. Subsequent mentions use the translation only.

  3. Translate campus names, e.g. Main Campus and Liberty Campus.

    Note that many campus names, e.g. Burnet in Burnet Campus, Mason in Mason Campus, Liberty in Liberty Campus, College Hill in College Hill Campus, and Oak in Oak Campus, refer to neighborhoods or streets and therefore should remain as-is.

  4. When clearly referring to a location, translate Base as Main Campus.

Languages Which Do Not Use Latin Script

  1. On first mention in the body of each document, medication names, Cincinnati Children’s, Cincinnati Children’s Hospital, Cincinnati Children’s Hospital Medical Center, GetWellNetwork, departments, department abbreviations, divisions, building names, names of US states (e.g. Ohio, Kentucky, and Indiana), and campus names are translated, followed by the English name in parentheses. Subsequent mentions use the translation only.

    Note that many campus names, e.g. Burnet in Burnet Campus, Mason in Mason Campus, Liberty in Liberty Campus, College Hill in College Hill Campus, and Oak in Oak Campus, refer to neighborhoods or streets and therefore should be transliterated, not translated.

    1. When clearly referring to a location, translate Base as Main Campus.

    2. If space permits, replace CCHMC with the translation of Cincinnati Children’s. Otherwise leave it in English.

      Note: If this is the first mention of Cincinnati Children’s, also make it bilingual as indicated above.

  2. Replace letters in ordered lists with appropriate letters.

  3. Location letters (e.g. D in Location D) remain in English.

    Note: many Cincinnati Children’s buildings are named with letters such as Location D. Specific floors in those buildings are referred to with the building letter and floor number, e.g. D2.

All Languages

  1. Addresses in the United States remain in English.

  2. Dates: In English source documents, dates will likely be written month/day/year. In translations, when not limited by space, spell out the month, e.g. August 7, 2015 instead of 8/7/2015 or 7/8/2015. Do not write August/7/2015 or 7/August/2015. When limited by space, use the ISO 8601 date format: year (four digits), month (two digits) and day (two digits), e.g. 2015-08-07.

  3. Whenever a form has a signature line labeled Witness, make that label and any additional corresponding labels (e.g. Date) bilingual.

    Note: witnesses usually only speak English but are often asked to sign translated forms to indicate they were present when the form was signed by a limited English proficient person.

    Exception: In cases where the translation and English label are the same (e.g. date in French), the label may remain monolingual.

  4. Whenever something isn’t clear, or sounds potentially inappropriate when translated, ask for clarification.

  5. For book titles in the body of the document where no translation has been published, add a translation of the title in [brackets] after the English title. If a translation has been published, just use the title of the translated book.

  6. For citations on References pages at the end of documents, keep everything as-is, but add a translation of the title in [brackets] after the English title.

  7. Leave sections labeled For office use only in English. Make the label For office use only bilingual.

  8. Only convert measurements when they are used as approximations in prose, e.g. “ten feet away,” “a couple miles,” “a few pounds,” etc.

  9. Except the main Cincinnati Children’s page www.cincinnatichildrens.org, check all URLs, QR codes, or any other link to see if they are available in the target language. If yes, use the appropriate replacement (URL, QR code, or link) for the target language. If no, add (only available in English) after the URL or in the appropriate place in the target sentence. For example, add the translation of (only available in English) after www.cincinnatichildrens.org/experiencesurvey since that page is not available in any other languages.

    Note: You can get the URL from a QR code at zxing.org.

  10. Do not translate text which is not in the source language, e.g. Arabic text in the source document of an English-to-Spanish translation.

  11. Translate “Dr. No PCP” as “[No Primary Care Physician on file]” with “No Primary Care Physician on file” in the target language.

Translations Into English

For translations into English, add Translated by Cincinnati Children’s to the footer of the translation, right justified, 8 pt. Arial, regular.

Formatting

  1. Ensure no essential elements are closer than one quarter inch to the edge of the page.

  2. Always translate text embedded in images. This may be done by overlaying text boxes or editing the image in Photoshop. When this cannot be done cleanly, contact the project manager for further instructions.

    Exception: Do not translate maps of Cincinnati Children’s locations that are embedded images.

  3. Do not translate Cincinnati Children’s letterhead.

  4. Use the same fonts as the source file. If a source font does not support the target characters, use Noto Sans (except for Arabic (use Frutiger Arabic) and Burmese (use Zawgyi-One)).

  5. For languages which do not use Latin script:

    1. Do not use optical kerning in Adobe InDesign, Adobe Illustrator or any other desktop publishing software.

    2. Replace Microsoft Office form field checkboxes with the Unicode ballot box character: ☐ (U+2610) or ☑ (U+2611).

  6. For InDesign and Illustrator files deliver a package containing:

    1. All native typefaces used in the piece (no outlines)

    2. All linked art/photos

    3. An unsecured “High-Quality Print” PDF without crops/bleeds for our visual reference

    4. A “High-Quality Print” PDF without crops/bleeds for our visual reference secured with a unique password and the following settings: prevent copying and editing

    5. An IDML conversion file (InDesign only)

    6. If your design team has any notes, please have them fill out their contact information and anything of note in the “Instructions” file that normally gets generated when the file is packaged out of InDesign.

Specific Document Types

HIM and HIC barcoded documents

Note: the barcode in the footer is not usually displayed in Word. Instead, something like *DTM1234* is displayed.

  1. Make the titles bilingual.

  2. Add THE ENGLISH VERSION OF THIS DOCUMENT IS FOR REFERENCE PURPOSES AND MUST BE INCLUDED IN THE MEDICAL RECORD above the header on the first page in English only, centered, 8 pt. Times New Roman, regular.

  3. Add the ISO 639-1 Code of the target language and language name in parentheses after the form ID in the left side of the footer, e.g. J1194-AR (Arabic) for the Arabic translation of form J1194.

  4. Ensure the HIC date below the form ID matches the source document, even when using a template with a different date.

Knowing Notes

  1. Keep the following elements of footer in English: number (e.g. KN0123), copyright notice (e.g. ©2016 Cincinnati Children’s Hospital Medical Center) and revision date (e.g 01/16).

  2. When the Knowing Note is for Home Care, add the title in English to the header of the translation on all pages, right justified (left justified for right-to-left languages), 8 pt. Arial, regular.

    Note: This could be indicated by “Home Care” being included in the logo, or by the words “Home Instructions” appearing above the document title on page 1.

Health Topics

Health Topics usually include HT in the file name. If you are unsure if a document is a Health Topic or not, ask.

  1. Add Health Topic: Title - Language in English to the footer of the translation, right justified (left justified for right-to-left languages), 8 pt. Arial, regular, e.g. Health Topic: Hearing Loss - Spanish.

  2. Keep the revision date label exactly as it is written in English, i.e. Last updated 02/20.

Patient Calendars

  1. When patient calendars contain the patient name and/or MRN in the source, include them in English in the target document.

  2. Make the name of the month bilingual with the English in parentheses.

Documents Containing Protected Health Information (PHI)

  1. Always transmit documents through secure channels.

  2. PHI is information, including demographic information, which relates to:

    1. the individual’s past, present, or future physical or mental health or condition,

    2. the provision of health care to the individual, or

    3. the past, present, or future payment for the provision of health care to the individual, and that identifies the individual or for which there is a reasonable basis to believe can be used to identify the individual. Protected health information includes many common identifiers (e.g., name, address, birth date, Social Security Number) when they can be associated with the health information listed above.

  3. Once the translation is completed and delivered to us, remove the PHI from any and all files you retain for record keeping. Ask all vendors contracted for the project to do the same. Specifically, the following identifiers of all our patients, or of relatives, employers, or household members of patients, must be removed1:

    1. Names

    2. All geographic subdivisions smaller than a state, including street address, city, county, precinct, ZIP code, and their equivalent geocodes

    3. All elements of dates (except year) for dates that are directly related to an individual, including birth date, admission date, discharge date, death date, and all ages over 89 and all elements of dates (including year) indicative of such age, except that such ages and elements may be aggregated into a single category of age 90 or older

    4. Telephone numbers

    5. Fax numbers

    6. Email addresses

    7. Social security numbers

    8. Medical record numbers

    9. Health plan beneficiary numbers

    10. Account numbers

    11. Certificate/license numbers

    12. Vehicle identifiers and serial numbers, including license plate numbers

    13. Device identifiers and serial numbers

    14. Web Universal Resource Locators (URLs)

    15. Internet Protocol (IP) addresses

    16. Biometric identifiers, including finger and voice prints

    17. Full-face photographs and any comparable images

    18. Any other unique identifying number, characteristic, or code, except as permitted by 45 C.F.R. 164.514(c).

  4. See our business associate agreement for more details on handling PHI.

Specific Languages

At the moment, there are specific style guidelines for the following languages:

Amharic

Translate Cincinnati Children’s Hospital Medical Center as የሲንሲናቲ የህፃናት ሆስፒታል ህክምና ማዕከል.

Arabic

  1. The following terms must be translated as follows:

    Cancer and Blood Diseases Institute
    ﻣﺮﻛﺰ أﻣﺮاض اﻟﺪم واﻟﺴﺮطﺎن
    Munch & Mingle
    ﺟﻠﺴﺔ إﺟﺘﻤﺎﻋﯿّﺔ
    Cincinnati Children’s Hospital Medical Center
    ﻣﺮﻛﺰ ﻣﺴﺘﺸﻔﻰ ﺳﯿﻨﺴﯿﻨﺎﺗﻲ ﻟﻸطﻔﺎل اﻟﻄﺒﻲ
    Cincinnati Children’s Hospital
    ﻣﺴﺘﺸﻔﻰ ﺳﻨﺴﯿﻨﺎﺗﻲ ﻟﻸطﻔﺎل
    RN
    ﻣﻤﺮﺿﺔ ﻣﺠﺎزة
    APRN
    ﻣﻤﺮﺿﺔ ﻣﻤﺎرﺳﺔ
    Guest Services
    ﻣﻜﺘﺐ اﻟﻀﯿﺎﻓﮫ
    Family Update
    ﻧﺸﺮة اﻷﺧﺒﺎر ﻟﮭﺬا اﻷﺳﺒﻮع
    Best Upon Request
    اﻷﻓﻀﻞ ﻋﻨﺪ اﻟﻄﻠﺐ
    Destination Excellence
    المكتب الدولي
    Family Resource Center
    مركز موارد العائلة
    Location (e.g. Location D)
    ﻣﺒﻨﻰ
    concourse
    اﻟﺒﺎﺣﺔ اﻟﺮﺋﯿﺴﯿﺔ
    Welcome Center
    ﻣﺮﻛﺰ اﻻﺳﺘﻘﺒﺎل
    Bowel Management Program
    برنامج علاج التحكم في الأمعاء
    blood cell
    كرات كريات
    Day Hospital
    المستشفى النهاري
    Spiritual and Grief Care Center
    مركز الخدمات الدينية والمواساة

  2. For times, rather than using only AM (ﺻﺑﺎﺣﺎ) and PM (ًء ﻣﺳﺎ), use ظﮭراً, ﻟﯾﻼً and ﻋﺻرا when appropriate.

  3. Unless instructed otherwise, use Western Arabic (European) numerals instead of Arabic-Indic (Eastern Arabic/Indian) numerals in translations.

  4. When space does not permit translating credentials into Arabic, use the English abbreviations.

  5. When translating the Cancer Program Family Update:

    1. Keep the date range above the Events and Activities list on page 2 in English so staff can easily tell when the document is outdated.

    2. For this list of doctors at the bottom of page 2, use the female version of the title for females.

  6. When translating from Arabic to English, any Hijri dates should be converted to Gregorian dates followed by the Hijri date in parentheses.

Burmese

  1. Translate Cincinnati Children’s Hospital Medical Center as စင်စီနတီ ကလေးဆေးရုံ ၏ ဆေးပညာစင်တာ သည်.

Chinese (Simplified)

  1. Translate Cincinnati Children’s Hospital Medical Center as 辛辛那提儿童医院医疗中心.

  2. Write language code as ZHS.

Chinese (Traditional)

  1. Translate Cincinnati Children’s Hospital Medical Center as 辛辛那提兒童醫院醫療中心.

  2. Write language code as ZHT.

French

The following terms must be translated as follows:

email
courriel
fax
fax

Greek

Translate Cincinnati Children’s Hospital Medical Center as Ιατρικό Κέντρο του Νοσοκομείου Παίδων του Σινσινάτι.

Gujarati

Translate Cincinnati Children’s Hospital Medical Center as સિનસિનાટી ચિલ્ડ્રન્સ હૉસ્પિટલ મેડિકલ સેન્ટર.

Hebrew

Translate Cincinnati Children’s Hospital Medical Center as החולים בית של הרפואי המרכז בסינסינטי לילדים.

Hindi

Translate Cincinnati Children’s Hospital Medical Center as सिनसिनाटी चिल्ड्रन्स हास्पिटल मेडिकल सेंटर.

Italian

Use angular quotation marks («\ »), reserving double (“\ ”) quotation marks for nested quotes and single (‘\ ’) quotation marks for twice-nested quotes.

Japanese

Translate Cincinnati Children’s Hospital Medical Center as シンシナティ小児病院医療センター.

Korean

Translate Cincinnati Children’s Hospital Medical Center as 신시내티 아동병원 메디컬 센터.

Nepali

Translate Cincinnati Children’s Hospital Medical Center as सिन्सिनाटि बाल अस्पताल मेडिकल सेन्टर.

Punjabi

Translate Cincinnati Children’s Hospital Medical Center as ਸਿਨਸਿਨਾਟੀ ਬੱਚਿਆਂ ਦਾ ਹਸਪਤਾਲ ਚਿਕਿਤਸਕ ਕੇਂਦਰ.

Russian

Translate Cincinnati Children’s Hospital Medical Center as Медицинский центр детской больницы Цинциннати.

Spanish

  1. Our electronic medical record system does not support spaces, hyphens or diacritics in names. To account for this:

    1. Add missing diacritics to common names.

    2. When it’s clear that a surname on a source document is actually a paternal surname and maternal surname joined without a space, separate and capitalize the surnames in the translation, e.g García Rodríguez as the translation of Garciarodriguez.

  2. The following terms must be translated as follows:

    Concourse
    Pasillo principal
    Location (e.g. Location D)
    Área
    Emergency Room
    Sala de Emergencia
    Emergency Department
    Sala de Emergencia
    Destination Excellence
    Programa para Pacientes Internacionales
    Child Life Specialist
    Especialista en Vida Infantil
    Child Life
    Vida Infantil
    DDBP (Division of Developmental and Behavioral Pediatrics)
    División de Pediatría del Desarrollo y Comportamiento
    BMCP (Division of Behavioral Medicine and Clinical Psychology)
    División de Medicina del Comportamiento y Psicología Clinica
    Day Hospital
    Hospital de Día
    referral
    remisión
    Center for Breastfeeding Medicine
    Centro de Medicina de Lactancia Materna
    Breastfeeding Medicine Clinic
    Clínica de Medicina de Lactancia Materna
    COVID-19
    el COVID-19
    covid, Covid
    el COVID
    Concierge Services
    Servicios de Concierge
    Urgent Care
    Urgencias Menores

  3. Use usted except where the text is clearly addressed to a child. If you think tú would be more appropriate, for example in marketing materials, ask if we’d like to make an exception.

  4. Use double (“ ”) and single (‘ ’) quotation marks only, never angular quotation marks (« »).

  5. When times are written in the 12-hour format, use the abbreviations “a. m.” and “p. m.”

  6. Translate “nurse” as “enfermero(a)” and “nurses” as “enfermeros” unless the gender is known.

Tigrinya

Translate Cincinnati Children’s Hospital Medical Center as ሕክምናዊ ማእከል ናይ ሆስፒታል ህጻናት ሲንሲናቲ.

Footnotes

1: 45 C.F.R. § 164.514