When arriving at a doctor’s appointment or meeting with a specialist, patients are often expected to fill out several medical forms by hand in the waiting room, and are expected to finish by the time they are escorted to an exam room. Since patients can have anywhere from five minutes to five hours until they are called for their appointment, filling out medical forms with low vision and dysgraphia can be a challenging experience as individuals attempt to document their health history and personal information in a limited period of time and in an unfamiliar environment. Here are my favorite tips for filling out medical forms with low vision that I use at my own appointments.
Get digital copies of forms in advance and use annotation
I have low vision, so I can zoom in on text content and don’t necessarily rely on keyboard input for everything. A lot of the medical forms I fill out with low vision are PDFs or digital copies that I write on top of, using tools like Markup or Notability to annotate the document with my answers. I can use text boxes to type or write with my stylus/finger, and use pinch-to-zoom or magnification to enlarge text. One of the reasons why I prefer this to writing on paper is because I can easily undo/erase mistakes, or zoom in on text boxes or sections as I write so I can fit all of my answers.
To get digital forms in advance, I either search the practice’s website to see if they post forms online or call them and request a copy of forms via email so I can fill them out and bring a printed copy to my appointment— some offices don’t let patients email a completed copy of forms.
RELATED LINKS
- Assistive Technology For Dysgraphia
- Using The iPad Markup Tool With Low Vision
- How I Use The Apple Pencil With Low Vision
Ask for forms in a different file format
In general, most PDF documents are difficult or impossible to read for people with visual impairments. They have a fixed font size and line spacing that is challenging to enlarge, and the text may not be recognized by screen readers or other assistive technologies. Examples of accessible alternatives to PDF include:
- Tagged PDF: Tagged PDFs are designed to be used with assistive technology including keyboard access and screen readers. They also incorporate fillable text boxes and other input options so that users can indicate responses with a keyboard or mouse.
- Word (doc/docx): Word documents can be enlarged with screen magnification or browser zoom, as well as recognized by screen readers. They can also be used with fillable text boxes or text fields as well as other input options, or users can just type their own answers in a document.
- HTML: Users can enlarge HTML content within their web browser or have it read out loud. Structured headings can make it easier to navigate between sections. I usually copy and paste HTML content into another document to write my answers, or write them in a separate document.
- Online forms: Users fill out medical forms within their web browser and submit answers directly to medical staff. These can be hit-or-miss in terms of accessibility, so offices should have an option for filling out digital forms in a separate document as well.
The most common accessible digital file format that I encounter in doctor’s offices other than a PDF is a Word document.
Related links
- Designing Accessible Documents With Microsoft Word
- File Formats For Low Vision and Print Disabilities
- A to Z of Assistive Technology for Reading Digital Text
Complete eCheck-in or digital check-in forms
Patients who complete eCheck-in or fill out forms online before their appointment can minimize the amount of forms they have to fill out at the doctor’s office. I prefer to use my iPad or phone for eCheck-in because I can position the screen at an angle underneath the bifocal in my glasses, or hold the screen closer to my face. Alternatively, I will use screen magnification to enlarge buttons or other areas of the screen.
Some people with neurological visual impairment/cortical visual impairment (CVI) may find eCheck-in forms to be visually complex and difficult or impossible to read, especially if there are multi-column layouts or a lot of text stacked together. For these users, having a paper copy or accessible digital file like a Word document may be easier to navigate.
Related links
- Adapting Page Layouts: Math Problems and Low Vision
- How I Explain My Brain With Chiari Malformation
- How To Make iPad Accessible for Low Vision
- Low Vision Accessibility Settings For Android Phones
Scan physical forms into digital copies and print them off
When I was scheduled to meet with a specialist, they mailed paper copies of the forms in advance that I was expected to bring to my appointment or scan/email to the office manager. Instead of filling these forms out by hand, I scanned a copy of each page using a document scanner or an app like Microsoft Lens to create a digital copy of the form, which I could then annotate with Markup or Notability and write on top of more easily. I then emailed the completed forms to the office manager, and brought a printed copy as a backup to the appointment in case they didn’t receive it.
While scanning pens like ScanMarker Air are helpful for reading text, I don’t recommend them for creating or scanning copies of digital forms as they can distort formatting. However, they can be used to read text out loud on a page.
Related links
- How I Use Microsoft Lens With Low Vision
- How I Access Historical Documents With Low Vision
- ScanMarker Air: OCR Scanner Pen for Low Vision
Use a magnifying glass or video magnifier
Handheld video magnifiers and magnifying glasses can be brought to doctor’s offices to enlarge forms, and many handheld magnifiers come with a stand that can be used to position the magnifier. Another option is to enlarge paper forms on a desktop video magnifier before the appointment.
For iPhone and iPad users, iOS Magnifier is a built-in video magnifier that can be used to enlarge visual information like medical forms. I’ve also used my phone camera as a makeshift video magnifier to fill out forms multiple times, zooming in to read text or look at images.
Related links
- iOS Magnifier and Low Vision Accessibility
- All About The Eschenbach SmartLux Digital Video Magnifier
- Magnifying Glasses For Low Vision
- How To Use Invert Colors With Low Vision
A note on using visual assistance apps with medical forms
Visual assistance applications can be used to recognize text and describe images or other information, but they should be used with caution when filling out medical forms, especially forms with sensitive information. I do not recommend using volunteer interpreting services like Be My Eyes as they can expose personal identifying information, and instead users should consider AI-powered services such as Seeing AI, Google Lookout, or Envision AI.
For users that benefit from remote visual assistance from a human, Aira is a paid service with HIPPA-compliant visual interpreters that can read information and provide descriptions in real time.
Related links
- All About Visual Assistance Apps For Visually Impaired
- Using Aira With Low Vision
- Using The Envision App With Low Vision
Using a scribe for filling out medical forms
If I am going to appointments with one of my parents, I will often ask them to read forms or dictate my answers on the page if I don’t know how long I will be waiting for an appointment— my handwriting isn’t very legible when I try to write quickly. I’ve also had nurses and other office staff offer to serve as a scribe when filling out medical forms, writing down information as I dictate it.
One of my blind friends will usually call doctor’s offices before their appointment and ask if someone on the phone can help them complete any forms they might need in advance over the phone. Sometimes they get assistance from someone in the office, while other times they get assistance from another employee that assists patients with communication needs when filling out forms.
Copy information from a medical alert app
I have a lot of allergies and take medications with hard to pronounce names, so I have all of this information documented in an emergency alert/Medical ID app on my phone, which I can easily display while at a medical appointment without unlocking my phone. This can help make check-in easier as I can copy the information from the list or hand my phone to the nurse or other staff member to review instead of reciting everything from memory or trying to guess what is written on a screen. Another option is to bring a printed copy of medication lists, surgery history, and/or allergy lists that can be attached to medical forms at the doctor’s office.
For patients filling out digital forms, having this information documented can make filling out medical forms as easy as copy/paste.
Related links
- How To Store Emergency Medical Information For Android and iOS
- Assistive Technology For Medication Labels
- Disability and Classroom Accommodations For POTS
Highlight or circle where to sign
Even though I already read the financial consent form or hospital privacy policy online, I might be prompted to sign it again when I get to my appointment. Something that really helps is having someone highlight or draw a symbol for where I need to sign, so that I am not trying to figure out where the line is on my own or signing in an incorrect place. Having someone point and hold their finger in place on the line until I find it with the pen is also helpful.
Related links
More tips for filling out medical forms with low vision
- I find it challenging to fill in diagrams on where pain is located, since the templates are often small and low resolution. Instead, I write something like “back of left shoulder” next to the diagram.
- Low contrast pens that blend into tables or other common surfaces can be difficult to locate with low vision, so it’s easier for me to bring my own pens. Learn more in High Contrast and Low Vision
- Want more tips for navigating doctor’s offices with low vision? Read Supporting Patients With Low Vision In Medical Environments
Published June 26, 2020. Updated January 2025