Creating Patient Education Resources

Before you get started:

1. Check the current Nova Scotia Health patient education pamphlets collection (by searching Patient Education Resources) for similar pamphlets, or email pamphlets@nshealth.ca to see if anything already exists in the archived (deleted) collection. You may find it easier to revise something that already exists, or adapt something from another zone or site, than to create something brand new.
   • If you'd like to adapt something from the collection, we can send you a Word version of the pamphlet to edit.
   • If you'd like to adapt something from an external organization, contact copyright@nshealth.ca for help with any copyright permissions or attribution questions you may have.
2. Review sample pamphlet content to help guide which sections to include in your pamphlet.
3. Form a working group. Consult with colleagues to make sure your content is in line with unit/department practice.
   • If possible, collaborate with a Patient Family Advisor (PFA) to ensure your content meets the needs of the intended audience and to keep the material people-centreed. 
   • Final approval of the content should come from a division head, clinical leader, or Nova Scotia Health staff member in an appropriate clinical role, so they should be aware of your project as it gets underway.
4. Choose free-to-use images and illustrations that add to the reader's understanding of the material.
   • Images added for esthetics will not be included.
   • All images should be greater than 300 pixels per inch or a jpeg with a file size of around 1 to 1.5 MB.
   • Send your images as separate files (not within a Word or PDF document, as this compresses their size and quality). 

5. Forget the formatting (this includes font, bullet styles, tables, text boxes, layout, etc.). Create your draft using a standard 8.5" x 11" Microsoft Word document - regardless of how the final version will look. 

Tips for creating better pamphlets

• Be prepared to go through several drafts. The Patient Education Team will keep track of your project and check in with you every 2 weeks to keep projects moving. Let us know if you do not want to receive these reminder emails.
• Nova Scotia Health pamphlets ordered from Dalhousie Printing Services are printed on branded templates (shells) using black type on a blank white background for high contrast and easy legibility. Printing rates have been negotiated via Procurement based on these templates. Off-template items may incur additional costs. 
• If you are printing your own pamphlets, make sure the text is printed using black ink on a white or cream background. Avoid glossy paper, as it can be harder to read.
• Create and maintain a bibliography of sources used in the development of the pamphlet. Although the Patient Education Team does not require this or add it to the pamphlet content, it can help when updating material.
• Create your own content. Materials developed outside of Nova Scotia Health should only be used as a guide, or adaptation permissions may be required. Working with the Copyright Team, the Patient Education Team can answer any questions you may have about this process.

Ready to get started?

1. Develop a draft using a standard 8.5" x 11" Microsoft Word document. The Patient Education Team uses standard formatting within design software to align with Nova Scotia Health branding and style. Most formatting added in MS Word is removed during our review so that we can easily edit and manipulate the content. For this reason, it is not recommended to add formatting to your draft.

2. Circulate your draft among your colleagues for review. Have a Patient Family Advisor review your draft and provide feedback. 

3. Send your draft to pamphlets@nshealth.ca or use this form:

    

    Pamphlet Request Form

    

   The Patient Education Team will review for plain language, flow, and more. Our goal is a 6th grade reading level. 

4. Answer questions and review edits. We will return a version of your draft for you and your team to review (let us know if you have a deadline). We will try to incorporate any feedback or edits you suggest and will continue to communicate with you as needed. Now is the time to let us know which template you'd like us to use:
   • Booklet style (5.5" x 8.5") -- our most common format
     • Booklet style example
   • Tri-fold style (8.5" x 3.6") -- will fit in a standard business envelope for mailing
     • Tri-fold style example
   • Letter-size single page handout (8.5" x 11") -- can be single or double-sided; can be produced as a tear-off pad, if requested
     • Letter-size single page handout example
   • Large size guide [ledger] (8.5" x 11") -- for lengthy and complex documents; usually includes a Table of Contents
     • Large size guide example
5. Approve the final document. Once you are happy with the final product, you will be asked to approve the document using the online Patient Pamphlet Approval Form. A Nova Scotia Health staff member or physician with appropriate clinical expertise must review the content before approval. If you are approving on behalf of someone, please note this within the form. 

Once your pamphlet is ready, we will let you know and send you everything you need to access the pamphlet online and to order print copies. 

Images, illustrations, or diagrams may be added to a patient education pamphlet when they contribute to the understanding of the content.

For example:

• Demonstrating how to perform an action or exercise
• Demonstrating parts of anatomy
• Highlighting location details (such as a map)

Images included for aesthetics should be avoided. Remember, added page length and the use of colour images will increase printing costs. 

Choosing the right images

• Images should be diverse, inclusive, and representative. Choose images that represent various groups and a balance of genders. Do not include images only showing stereotypical occupational roles.
• Pamphlet content creators are responsible for locating appropriate images. Only use images for which you possess the copyright permissions to do so. Copyright permissions for images created outside of Nova Scotia Health are required by Canadian law. 
  • For more information about copyright, visit the Copyright guide.

Drawing diagrams or taking photos
Nova Scotia Health staff can choose to draw diagrams or take photos of staff members to use in patient education pamphlets. 

• If you take photos of individuals who are not staff members, you must obtain their permission via a media release form (found below).
• When using line drawings of anatomy, include major body parts. 
• Label diagrams with familiar words. 

Tips for adding images and diagrams:

• Adding Visual Elements to Patient Education Pamphlets

All patient education pamphlets exist in two formats (with a few exceptions): 

• Print versions are ordered from Dalhousie Printing Services to be distributed by Nova Scotia Health team members in-person or by mail.
• Digital versions are available on the Nova Scotia Health website.

Links
In digital versions, all web addresses (URLs) are hyperlinked. This brings the reader directly to the resource when the link is selected. If the web address is lengthy (goes over two or more lines), we also add a QR code. 

QR codes
A QR code makes it easier for individuals reading the print version to access an online resource. Instead of needing to type out the mentioned web address into their device, they can scan the QR code using a smartphone or tablet, and be taken directly to the mentioned resource. If they do not have access to a smartphone or tablet, or to the internet/data when reading the print version, the web address to the resource is also included, so they can find the resource later, wherever or however they connect.