Localizing healthcare software is about safeguarding accuracy, protecting patient safety, and adapting technology for real-world use. At the heart of every project is a carefully coordinated process that involves technical expertise, linguistic precision, and continuous collaboration.
Here, our project manager Ximena Trejo offers a detailed look at how these complex workflows are managed at Terra. Drawing from her experience overseeing healthcare localization projects, she shares how each step, from initial setup to final delivery, is handled with care and attention to detail.
Step 1: Defining Scope, Timeline, and Workflow
Software localization projects often begin with a secure file handoff and a conversation with the client about which patient-care content will be localized, such as notifications, automated messages, and particular instructions. As Ximema notes, the first phase also involves procedural planning. “During this stage, the team also defines goals, timelines, and platform access,” she says. “Laying the groundwork for a smooth, flexible workflow is essential, and clear alignment with the client from the start ensures the project can scale and adapt as content evolves.”
Step 2: Building the Right Linguistic Team
Once the project scope is clear, it’s time to assemble the team in charge of localization. In healthcare projects, this means selecting linguists with strong experience in medical localization and solid knowledge of HIPAA regulations. “As PMs, part of our role is outlining each linguist’s responsibilities, setting clear boundaries, and aligning schedules with project requirements,” says Ximena.
There are also logistical elements to consider. “We’re mindful of time zone differences when setting delivery schedules, especially when projects involve global teams,” she says. “Aligning timelines and client expectations early on makes day-to-day communication and file handoffs much smoother.” Ximena also notes that team member experience with a variety of technical file formats can be an advantage when working on this kind of project. “It isn’t a strict requirement, but it’s something we take into account when we’re building a team because it improves efficiency.”
Step 3: Preparing Software Files for Localization
Before localization begins, client files must be prepared to support multiple languages. In software localization, file formats can vary widely. As our PM explains, they often arrive in complex formats like JSON or HTML, while some updates come in simpler formats such as Excel sheets.
Preparing these files properly is essential to avoiding code disruption or formatting issues during localization. The preparation process may involve externalizing content, configuring encoding settings, and adjusting UI components to support things like text expansion or regional formatting. As Ximena explains, engineering is a key component at this stage. “Much of this technical work is done in close collaboration with our solutions engineers,” she says. “This early coordination helps us flag any potential formatting risks and define exactly where we need to focus our attention to maintain consistency and performance.”
Step 4: Localization and Editing
With the files ready, the linguistic work now begins. “If the client provides a style guide, it becomes a guiding light for tone, terminology, and formatting throughout the localization process,” Ximena says. But in this regard, the team is equipped with its own assets, too. “We also rely on a talented group of translators who pay close attention to stylistic details.”
Throughout the localization and editing stage, project managers facilitate constant communication within the team. “We maintain secure communication channels to keep everyone on the same page and we’re always available to answer any questions that may arise,” Ximena says. “It’s also our responsibility to make sure translators and editors are connected and can take part in linguistic discussions.” With teams often working across time zones, these shared channels ensure quick, consistent support and efficient problem-solving.
And when localization and editing are complete, Ximena adds, “One of our trusted translators gives approval before the final pre-delivery review.”
Step 5: Quality Assurance (QA)
With localizing and editing complete, the process moves to quality assurance, where the team checks both linguistic accuracy and technical integrity. “In these projects, we’ve already defined from the start which parts of the content should remain untranslated, and that ensures the QA team has clear, concise instructions,” says Ximena.
She also notes that the QA workflow is adapted according to file type. “For more complex files, like JSON and HTML, linguists perform thorough reviews in memoQ to make sure, for example, that tags are correctly placed,” she explains. “For simpler formats like Excel, QA is done on the final exported version, usually by the same linguist who reviewed it in the CAT tool.”
Step 6: Functional Review and Testing
Testing adds another layer of assurance by checking how localized content functions within the software. This stage can be challenging when file structures contain code or programming expressions that don’t easily show how the localized text will display in the final product. “The toughest part is visualizing the final look of a website or app from raw files,” Ximena says. “A strong technical foundation helps me guide the team through these complexities and ensure everything functions as expected.”
Language-specific factors must also be considered, such as text expansion in Spanish and French, as well as right-to-left scripts like Arabic. To anticipate these challenges, the team works with two possible approaches: direct access to the software environment for testing, or support from the client’s technical team. “In both cases, having visibility, whether through screenshots or hands-on access, makes it much easier to picture the final product and adjust accordingly,” Ximena explains.
Once testing is complete, any feedback is shared with the linguistic team, and as Ximena says, all of it is welcome. “Every comment helps us refine the quality we aim for. As PMs, we’re also constantly adjusting our processes; nothing stays static. There’s always ongoing discussion within the team on how to optimize our work.”
Step 7: Final Delivery
With localization, QA, and testing completed, the final files undergo one last review by the operations team. This includes a detailed comparison of the source and target content to verify formatting and structure. Once confirmed, the localized assets are delivered to the client, along with any notes or clarifications from the linguistic team to ensure the project’s success after handoff.
Conclusion
Software localization in healthcare is a detailed, high-stakes process that blends technical precision, medical accuracy, and real-time collaboration across global teams. Each step, from secure file handling to linguistic QA and testing, supports a larger goal: helping healthcare technology work for everyone, in every language. When managed thoughtfully, localization becomes a key part of making healthcare more accessible, inclusive, and safe.
