Corporate services for clinics, insurers, bureaus and law firms: translation, a lawyer, courier and archive under one contract
A clinic with twenty international patients a month juggles twenty separate translators, couriers and legal questions; at an insurance company, foreign invoices sit in the claims department for months waiting for a Georgian version. This page is about turning all of that into one contract, one manager and one invoice: translation with the company's glossary, Advocat.Ge lawyer hours, fixed courier windows, DHL in the company's name and an archive with a separate space, with turnaround times the contract answers for.
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A dedicated managerall requests from a single address, a reply within 2 working hours
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An SLA in the contractturnaround by document type and what happens if it is missed
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A data processing annexthe company is the controller, we are the processor, as the law requires
Which combination works for whom
The package is built from five components, and each type of company gets a different combination. Below is what is most often put together in practice.
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Clinic with international patients
Translation of discharge summaries and prescriptions into the patient's language using the clinic's template, notary and apostille by courier, DHL to foreign clinics and insurers, a lawyer for contracts and claims with patients, an archive for the international department.
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Insurance company
Translation of foreign bills, discharge summaries and invoices for the claims department, keeping the structure of the line items, verification of document authenticity with the issuing clinic, an evacuation document package for a quick decision.
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Translation bureau and notary
A courier between the client and the bureau in the bureau's name, DHL for the bureau's clients, an archive under the bureau's brand, medical terminology support on difficult texts. The bureau's client does not see our name.
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Law firm and employer
Translation and legalisation of court and notarial documents, a courier with a handover record that can serve as evidence, shipments to embassies; for employers, staff medical and qualification documents for travel abroad.
SLA: what turnaround we commit to and what happens if we miss it
Turnaround times are part of the contract, not a promise. The table shows standard values; each company will have its own figures depending on volume and languages.
| Service | Standard time | Urgent | If missed |
|---|---|---|---|
| Reply to a request | 2 working hours | 30 minutes via the agreed channel | Escalation to the manager's supervisor the same day |
| Medical document translation, up to 5 pages | 2-3 working days | 24 hours | A discount on the invoice at the percentage set in the contract |
| Notary and apostille by courier | The agency's time plus 1 day | Expedited procedure where the agency allows it | Notice as soon as there is a delay, not at the deadline |
| Courier window | Within 15 minutes of the agreed time | An extra run within 2 hours | The run is free if the window is missed |
| Lawyer consultation | 1-2 working days | Same day by phone | Hours carry over to the next month |
| Monthly register and invoice | 3 working days after month end | Interim register on request | The invoice payment term starts from delivery of the register |
Translation is done by the partner bureau and medical translators, legal services by Advocat.Ge lawyers; we are responsible for turnaround, coordination and the single invoice. We do not provide medical services and do not make insurance decisions.
From signing to the first invoice
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Quote and annexes
A package sized to the company's volume, the SLA, the data processing annex and a confidentiality annex with the list of named persons. The company's legal counsel reads everything before signing.
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First week
A dedicated manager, a glossary and templates in the company's format, an archive space with staff roles, courier windows and a DHL account in the company's details.
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Trial month
The service at full volume, and at the end of the month a register listing every page, hour and shipment. Both sides see the real figures, and the package is adjusted from the second month or the contract ends without penalty.
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Monthly cycle
One invoice with a register, a quarterly meeting on turnaround and quality, glossary updates with new terms, an SLA review when volume changes.
Frequently asked questions about corporate services
What is included in the corporate package and how is the price calculated?
The package is built from five components, and the company takes only what it needs: a monthly translation volume in pages, with consistent terminology and the company's glossary; legal support hours from an Advocat.Ge lawyer on contracts, claims and disputes with patients; fixed courier windows each day; DHL shipments in the company's name at an agreed rate; and a digital archive with a separate space. The price is fixed according to monthly volume, every unit above the package is charged at the contract rate, and at the end of the month a single invoice arrives with a register showing every page, hour and shipment. The first month is a trial: both sides see the real volume and the package is adjusted from the second month.
How does translation of foreign invoices and discharge summaries work for an insurance company?
When a policyholder is treated abroad, the insurer receives the clinic's bill, discharge summary and invoice in a foreign language, and the claims department needs a Georgian version to decide on reimbursement. In the package it works like this: the documents arrive by secure link or courier, are translated with medical terminology while keeping the structure of the bill's line items so that the claims manager can compare every line against the policy, and are returned within the agreed time, as standard in 2-3 working days and in urgent cases within 24 hours. Where needed, the translation is notarised and the authenticity of the foreign document is verified with the issuing clinic. The reimbursement decision is made by the insurer; we translate and verify the document, we do not assess it.
Who is responsible for patient data, the company or us?
The company that provides us with patient or client documents is the data controller: it is responsible for the lawful basis, the patient's consent and informing the patient. We are the processor, handling the data only on the company's instructions, only for the agreed purpose and only for the agreed period. This is set out in a separate annex to the contract: purpose and duration, security measures, the list of sub-processors (translators, lawyer, carrier), the procedure and deadline for notifying incidents, and the return or deletion of data when the contract ends. Translators and couriers have individual confidentiality obligations, and on request we give the company the list of named persons. The annex template has been reviewed by an Advocat.Ge lawyer and is completed together with the company's legal counsel.
How soon does the service start after signing and how does the first month go?
In the first week after signing three things happen: the company is assigned a dedicated manager who takes all requests from a single address; the company's glossary and document templates are created so that translations come back in the company's format; and the archive space is opened with staff roles, while the courier windows and the DHL account are set up in the company's details. From the second week the service runs at full volume. The first month is a trial: at the end of the month the register shows us the real volume and turnaround times, and the package, SLA and price are adjusted from the second month. If either side is not satisfied with the first month, the contract ends without penalty and the data is returned or deleted under the annex.
The package components on their own
- Medical and legal translation Form 100, discharge summaries, bills and contracts with consistent terminology.
- Courier service with fixed windows A courier to the clinic, the notary and the bureau at an agreed time each day.
- Digital archive with a company space Encrypted cases with staff roles and a data processing agreement.
One contract instead of those twenty calls
Tell us the type of company and the volume. Within 2-3 working days you will receive a package quote, the SLA and the data processing annex for your legal counsel to read before signing.