The operational decision
Make ordinary office instructions understandable without assuming familiarity with practice terminology. Accessibility review starts with the actual task a visitor needs to complete: finding an entrance, reading hours or contacting staff. A polished appearance alone does not show that the information can be used.
Prepare the workflow
Replace unexplained abbreviations and staff shorthand with everyday descriptions; keep the official contact name when callers need it for routing.
Example wording for approval
“For directions to the public reception desk, use the visitor entrance on the example map. Please contact office staff if you need more information.”
Worked example
An internal sheet says ambulatory reception access via east vestibule, but the public sign says East Entrance. Use the visible sign and a plain description of the reception route. Ask someone outside the practice to explain where they would go after hearing the answer. If they still need staff vocabulary translated, revise it. The purpose is usable public information; simplifying the words must not introduce new access features or make a statement about the visitor's care.
Handoff record
Record these task-specific fields: jargon phrase, plain-language replacement, routing label, editor.
Acceptance check
Ask someone outside the practice to explain the answer. Revise any phrase they cannot translate into a concrete next action.
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