1. Use an Easy Read Appointment Guide for Staff

 

Create a simple step-by-step guide staff can follow when helping someone book an appointment.

Example: Easy Read Steps for Staff

1️⃣ Ask how the person prefers to communicate

• Phone

• Email

• Text

• In person

2️⃣ Use clear language

• Avoid jargon

• Use short sentences

3️⃣ Check accessibility needs
Ask simple questions such as:

• Do you need a quiet waiting area?

• Do you need extra time?

• Do you need a support person?

4️⃣ Confirm the appointment clearly
Give information in simple words:

• Date

• Time

• Location

• Who they will see

5️⃣ Provide reminders
Send reminders by:

• Text

• Email

• Easy Read letter

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2. Use Easy Read Appointment Forms

Staff can give people a visual appointment form that is easier to understand.

Example structure:

My Appointment

📅 Date: __________

⏰ Time: __________

📍 Place: __________

👩‍⚕️ Person I will see: __________

🧑 Support person: Yes / No

Using icons or symbols helps people understand quickly.

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3. Provide Staff Training on Accessible Communication

Training should include:

• speaking slowly

• allowing extra time

• checking understanding

• using visual supports

• avoiding information overload

Staff can practice using role-play scenarios, such as helping someone with:

• autism

• dyslexia

• anxiety

• learning disabilities

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4. Create Easy Read Appointment Letters

Many people struggle with standard appointment letters.

An Easy Read letter might include:

• simple sentences

• large text

• pictures or symbols

• clear sections

Example:

Your Appointment

📅 Date: Monday 10 June
⏰ Time: 2:00 PM
📍 Place: Dental Clinic

Please arrive 10 minutes early.

You can bring a support person if you want.

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5. Use Visual Appointment Cards

These are very helpful for people with:

• autism

• learning disabilities

• memory difficulties

• anxiety

Example card:

Next Appointment

📅 Tuesday
⏰ 11:00 AM
📍 Health Centre

Staff can hand this to the person before they leave.

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6. Offer Multiple Booking Methods

Accessible services allow people to book appointments by:

• phone

• text message

• email

• online form

• through a support worker

Some people cannot use the phone easily, so options are important.

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7. Ask “What helps you?”

The most important step is simply asking:

“Is there anything that would make this appointment easier for you?”

People may request:

• longer appointments

• quiet waiting rooms

• written instructions

• reminders

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✅ Good practice rule:
Accessible appointment systems help everyone, not just people with disabilities.