VRI Best Practices & Guidelines
A practical guide to setting up and running Video Remote Interpreting so Deaf and hard of hearing people get clear, reliable communication access every time.
Effective communication is the law, and your VRI setup decides whether it is met
The Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act require healthcare providers, schools, and public institutions to provide effective communication for people who are deaf or hard of hearing. When an on-site ASL interpreter is not available, Video Remote Interpreting (VRI) can provide that access, but only when the network, equipment, and people running it are ready.
This guide draws on federal standards under 28 CFR 35.160 and 36.303, along with recommendations from the National Association of the Deaf (NAD) and Deaf Seniors of America (DSA). It is written for the people who manage VRI in real settings: hospital and clinic administrators, school coordinators, court staff, and front-desk teams.
Four federal standards every VRI setup must meet
28 CFR 35.160(d) · Title II | 28 CFR 36.303(f) · Title IIIIf your organization chooses VRI instead of an on-site ASL interpreter, federal regulations require all four of the following. Falling short on any one of them puts both the communication and your compliance at risk.
Real-time, full-motion video and audio
Delivered over a dedicated high-speed, wide-bandwidth connection, with no lag, choppy or blurry images, grainy video, or irregular pauses.
A sharply delineated, large enough image
Big enough to show the face, arms, hands, and fingers of both the ASL interpreter and the person signing, no matter how either is positioned.
Clear, audible transmission of voices
Audio strong enough that every spoken word comes through cleanly for the ASL interpreter and the hearing participants.
Adequate training for users
Everyone involved can set up and operate the VRI quickly and efficiently, so a session is never delayed by a confused or untrained operator.
What good VRI video quality looks like
American Sign Language lives in the hands, face, and the small movements between them. A connection that lags or blurs does not just look worse, it drops meaning. Here is the difference your VRI setup needs to deliver.
Good VRI
- High resolution and clear focus
- Good, even lighting
- Solid color background with no distractions
- ASL interpreter is easy to see and understand
- Facial expressions and hand movements are clear
- Smooth, natural signing with good frame rate
- Stable connection with no freezing or lag
Poor VRI
- Low resolution and blurry image
- Poor lighting with glare and shadows
- Cluttered or distracting background
- ASL interpreter is hard to see and understand
- Facial expressions and hand movements are unclear
- Choppy, delayed, or unnatural signing
- Unstable connection with freezing or lag
VRI network and equipment setup
Network
The connection is the single biggest factor in VRI quality. Build for headroom, not the bare minimum.
- Use a dedicated, wired connection where possible. Ethernet beats WiFi by reducing lag, packet loss, and dropped calls.
- Aim for at least 5 Mbps upload and download for reliable HD video, with 10 Mbps or more preferred in busy facilities. Treat the old 1.5 Mbps floor as a minimum, not a target.
- Enable Quality of Service (QoS) so the network prioritizes VRI over background tasks like updates and large downloads.
- Keep every VRI system HIPAA compliant, with encryption end to end.
- Confirm firewalls and security settings allow VRI connections without blocking or degrading the video.
- Keep a backup connection ready, such as a mobile hotspot, in case the primary network fails.
- Test in advance, in the actual room where VRI will be used.
Equipment
ASL is visual. The picture has to be sharp enough to read fingerspelling and facial grammar.
- Use a laptop, desktop, or tablet running the current operating system and capable of HD video.
- Use a camera capable of 1080p where possible, 720p at minimum, at 30 frames per second for clear signing.
- Position the screen so both people have a clear, unobstructed view, with the camera capturing face, arms, hands, and fingers.
- Use an external microphone or headset with echo cancellation. Built-in mics tend to pick up room noise.
- Close other applications so the video connection has priority.
- Set up even, front-facing lighting, a plain background, and a quiet room.
- Keep backup equipment or an alternate device on hand.
- In healthcare, a dedicated cart or tablet that moves between rooms keeps VRI ready on demand.
Best practices for every VRI session
These reflect NAD standards for VRI in medical settings and apply broadly across healthcare, education, and public services.
Honor the patient's or companion's preference for the ASL interpreter's gender whenever possible.
Make a Certified Deaf Interpreter available on request from the ASL interpreter, patient, or companion.
Have VRI set up and ready to operate on schedule, not after the appointment has already started.
Keep trained staff available to set up and troubleshoot VRI, with technical support reachable during every session.
Obtain consent for VRI from the patient or companion. VRI is not the right fit for everyone.
Switch to an on-site ASL interpreter if the patient or companion becomes stressed or struggles with VRI.
Use an on-site ASL interpreter whenever there is no reliable internet access.
Give the ASL interpreter a moment to confirm they can see and hear clearly before the conversation begins.
When to use VRI and when to use an on-site ASL interpreter
VRI works well for
- Routine appointments and scheduled meetings
- Fast access when no on-site ASL interpreter is available
- Brief or straightforward exchanges
- Multiple short interactions across a facility
An on-site ASL interpreter is better for
- High-stakes or emotionally heavy conversations
- Complex medical, legal, or mental health matters
- People with low vision, limited mobility, or who cannot see a screen well
- Young children, or anyone sedated or moving between rooms
- Any time VRI is not delivering effective communication
The ADA lets institutions choose VRI or an on-site ASL interpreter where either provides effective communication. In-person ASL interpreting remains the industry best practice for complex or sensitive interactions, and the law still requires switching to an on-site ASL interpreter when VRI falls short.
Quick setup checklist
Run through this before any scheduled VRI session.
- Test the internet connection in the room and confirm a wired or strong, dedicated signal.
- Confirm the device, camera, and microphone are working and updated.
- Check lighting, background, and screen position so signing reads clearly.
- Close other applications and silence notifications.
- Confirm the participant consents to VRI, and have an on-site backup plan ready.
- Connect early, and let the ASL interpreter verify the picture and audio before starting.
VRI standards and official guidance
The standards and recommendations in this guide come from these authoritative sources.
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