Guidelines for Patient Education Resources

Choose a lead to manage the process of creating a new resource. This person will coordinate the process of developing content, collecting feedback and managing revisions.

Identify 3-5 key messages for this resource based on what patients want and need to know

Try to limit content to what is most important for patients to know and provide links to further information for when patients are ready to learn more.

Make sure your key messages are clear right from the beginning of the document.

• Consider which format would be most effective at conveying messages to your patients
• The most common formats include:  brochures, videos and online content
• Also consider other options in such as:
  • Posters, checklists, story/cartoon, podcasts, apps or other interactive online learning

Samples and Templates

Using templates can be helpful for planning and getting feedback on material but this step is optional. The final formatting will be done by Medical Media.

The templates below are designed with set styles based on patient education best practices. They also include plain language tips. If you use the set styles in the template, the material will look very similar to the final product, once formatted by Medical Media. Click on the template icon and then on the download arrow.

Bifold (4.25x5.5")	Letter-sized paper, folded once Often most readable format
Full page (8.5x11")	Letter-sized paper, double sided 400 words max without pictures May use for documents with more pages when no cover page is used
Large booklet (8.5x11")	11x17" paper, folded once Best for longer documents with a table of contents If using, try to keep documents to 12 pages or less

Note: Tri-fold pamphlets are no longer recommended. They do not meet accessibility standards for online use. They can also be confusing to use for some readers.

• Information should be written at a Grade 6 reading level. This means using:
  • Short words (limit the number of words with 3+ syllables)
  • Short sentences (10 to 15 words)
  • Short paragraphs (3 to 5 sentences)
  • Common words and avoiding medical terminology (Useful tools: Plain Language Medical Dictionary, Everyday Words for Public Health Communications)
• Use a conversational tone
  • Write directly to your reader using "you" and "we"
• Organize content in a way that is easy to use
  • For example, use common patient questions as headings and include a brief answer below. Use headings to help break up content into small chunks.
• Use active language and engage the reader

  Before: Common side effects of this medicine include dizziness After: You may feel dizzy when taking this medicine

• Avoid the passive voice and don't change verbs into nouns

  Passive: An examination will be conducted..... Active: Your doctor will examine you...

• Use bullet points to break up long lists or draw attention to important content. Images and headings can also help to break up the text and create more white space on the page. This helps to give readers breathing space.
• Limit the content to what patients need to know. You can provide links to other resources or websites for more information. Too much content can overwhelm readers and make the resource ineffective.

• Here are some examples of how to change your message using plain language:

  Instead of:	Use plain language, such as:
  Patients are encouraged to contact their health provider if further information is required.	If you have questions, call your doctor.
  Patients frequently experience a number of side effects as the anesthetic wears off, including difficulties with nausea, confusion and urination among others.	After surgery you will feel drowsy. You may also: Feel nauseous (sick to your stomach) Be confused Have trouble peeing
  Access to quality and timely health care is critical for everyone.	Everyone must be able to get good quality health care services when they need them.
  Environmental Services is the housekeeping services team that will clean your room daily. Daily cleaning will include waste removal, mopping of floors, washroom cleaning, and replenishing supplies. If you require housekeeping services, please notify your care provider.	Your room is cleaned every day by our housekeeping services team. They remove waste, mop floors, clean the washroom and restock supplies. If you need housekeeping services, please talk to a member of your health care team.
  Immunization procedures will be performed twice a year.	We will immunize children each January and June.

  For more tips to help you write content, see the samples and templates in the previous section. The templates include tips for plain language and design. To learn more, join a plain language education session or contact Patient Education for further assistance.

Pictures and illustration can be helpful to enhance understanding. If you want to use a picture in your written materials, make sure that you have permission to use it. Assume that internet images are copyrighted unless they are labeled for re-use.

Sources of images:

• Medical Media can take photos or create images for a fee
• Other sources that allow for re-use. To request permission to use a copyrighted image, see this sample email

How to use illustrations:

• Use only relevant images or graphics that enhance the meaning of the text
• Keep source information regarding the illustrations you have chosen
• Test images with patients and family members to make sure they are helpful. Get feedback and make sure they are culturally appropriate
• If you are using an illustration of a small part of the body, show it alongside another illustration of the whole body, for context
• Include simple labels using plain language (limit medical terms to those patients must know)

Simple image with labels

Images to enhance meaning