How to Use Plain English in Health and Social Care

Plain English is clear, straightforward, and free from jargon. In health and social care, using plain English helps professionals communicate effectively with patients, service users, and colleagues. It removes barriers that technical language or complex terminology can create, ensuring everyone understands vital information.

Health and social care often deal with sensitive subjects like health conditions, treatments, or support plans. Communication must be simple, accurate, and empathetic. Using plain English improves understanding, builds trust, and allows people to make informed decisions about their care.

Why Plain English Matters

Effective communication is a key part of health and social care services. Whether you’re speaking to patients, writing care plans, or giving instructions to colleagues, your message needs to be clear. Using overly complicated language or medical jargon can confuse people or make them feel excluded.

Plain English:

• Makes information accessible to everyone, including those with low literacy skills or learning difficulties.
• Builds trust because people feel you’re honest and transparent.
• Reduces misunderstandings and errors in care delivery.
• Improves patient and service user satisfaction.

Legal and Professional Obligations

In the UK, health and social care providers must comply with laws like the Equality Act 2010. This law requires services to be accessible for people with disabilities, including those who may struggle with complex language. The NHS Constitution also emphasises the need for clear communication with patients.

Regulatory organisations such as the Care Quality Commission expect providers to communicate clearly. Poor communication can lead to regulatory action or complaints. Plain English helps avoid these issues and ensures people can understand their rights, responsibilities, and care options.

Who Benefits from Plain English?

Plain English benefits everyone involved in health and social care. This includes:

• Patients and Service Users: People need to understand their health conditions, treatments, or support plans. Plain English helps them make informed choices and participate in their care.
• Families and Carers: Families often play a vital role in supporting patients. Plain language helps them understand how best to provide support.
• Staff and Colleagues: Clear language reduces the risk of misunderstandings between team members, which can lead to mistakes in patient care.
• Non-Native English Speakers: People who speak English as a second language often find plain English easier to follow.

Principles of Plain English

Writing and speaking in plain English involves more than just simplifying words. It’s about making information clear and logical. Follow these principles for effective communication:

• Use short sentences. Aim for 15-20 words per sentence.
• Avoid jargon, technical terms, and acronyms unless you explain them.
• Use everyday words. For example, say “take” instead of “administer” or “help” instead of “assist.”
• Write in active voice. Active voice is direct and easy to read.
• Break information into small chunks. Use bullet points or numbered lists when possible.
• Use headings and subheadings to organise content clearly.
• Avoid long paragraphs. Keep your message concise.

Examples of Clear Communication

Poor communication can cause unnecessary stress or confusion. Below are examples of unclear versus plain English communication.

Unclear: “Administer the oral anticoagulant on an as-needed basis and provide the requisite monitoring for coagulation markers according to protocol.”

Plain English: “Give the blood-thinning medicine if needed and check blood levels regularly as instructed.”

Unclear: “A referral will be initiated to the geriatric psychiatry service following cognitive decline indicative of potential early-onset Alzheimer’s.”

Plain English: “We will ask a specialist to see you because we’re worried about your memory problems.”

Writing for Different Audiences

In health and social care, audiences can vary widely. The way you use plain English may depend on whether you’re speaking to a patient, their family, or another professional.

Patients and Families: Use everyday language. Explain medical terms clearly, e.g., “Physiotherapy is a type of therapy that helps you move better after an injury.”

Colleagues: If you’re writing for other healthcare professionals, you may need to include technical language. Explain terms clearly so colleagues can understand specific details.

Children: When communicating with children, use simple language and avoid phrases they might not understand. Provide reassurance and break information into smaller steps.

Tips for Clear Writing

Writing in plain English should aim to reduce confusion. Follow these tips for clear written communication:

• Use simple headlines and titles. For example, instead of “Guidance for Minimising Nosocomial Transmission,” write “How to Prevent Infection Spread in Hospitals.”
• Avoid long or complicated words. Choose words like “use” instead of “utilise.”
• Use active voice instead of passive. For example, write “We will help you” instead of “Help will be provided.”
• Keep paragraphs short. Most paragraphs should focus on one idea.
• Check your spelling and grammar carefully. Mistakes can cause confusion.
• Use visuals like charts or diagrams where needed. These can help explain processes or procedures.

Tips for Clear Speaking

When speaking, plain English is just as important. Patients and service users are more likely to understand you when you speak clearly.

Here are some speaking tips:

• Speak slowly and pause between sentences.
• Check if people understand. Ask questions like “Does that make sense?” or “Do you need me to explain that again?”
• Avoid rushing. Give people time to think or ask questions.
• Be mindful of tone. Speak empathetically, especially when discussing sensitive topics.
• Repeat key points to help people remember.

Avoiding Jargon and Acronyms

Health and social care are filled with technical terms, abbreviations, and acronyms. These can confuse patients and their families. Always explain or replace these types of language with plain English.

For example:

• Instead of “NPO,” write “Nothing by mouth.”
• Instead of “TIA,” write “Mini-stroke.”
• Instead of “COPD,” write “A lung condition that makes breathing difficult.”

If you must use jargon, explain it in simple terms right away. Don’t assume people already know what it means.

Checking for Understanding

Plain English doesn’t help unless your audience understands what you mean. It’s important to ask questions or clarify points to make sure information has been understood.

Here are simple ways to check understanding:

• Use open-ended questions like: “Can you explain that back to me?” or “How will you carry out the task we talked about?”
• Ask for feedback: “Do you understand why we’re doing this test?” or “Are these instructions clear?”
• Write down or print verbal instructions. This lets people refer back to them later.

Potential Challenges in Using Plain English

Using plain English in health and social care isn’t always straightforward. Some challenges include:

• Explaining highly technical or scientific information. Break this down as much as possible, without losing accuracy.
• Avoiding assumptions about people’s understanding. Always explain terms clearly, even if they seem simple.
• Communicating with people who speak little or no English. In these cases, interpreters or translated materials can help.

Benefits of Training

Training improves the ability of health and social care staff to use plain English effectively. Many organisations offer workshops or courses on communication skills.

Training covers areas like:

• Explaining medical terms clearly.
• Writing accessible care plans and reports.
• Speaking in an empathetic way.

Trained staff are better able to communicate with all groups, including vulnerable individuals or those with special needs.

Final Thoughts

Plain English is key to clear, effective communication in health and social care. It benefits everyone by reducing confusion and building trust. Whether you’re writing a care plan or speaking to a patient, using plain language improves understanding and makes services accessible to all.

By breaking information into simple steps, avoiding jargon, and checking for understanding, health and social care professionals can improve outcomes and foster positive experiences for everyone they support.