26 March 2026
A four-step approach to effective proofreading and editing in healthcare communications: A medical writer's perspective
Writing well is a central component of effective communication. While the ability to craft language into polished, impactful content seems particularly relevant for medical writers, proofreading and editing are vital skills for any communicator.1
Editing medical communications presents unique challenges due to the nature of scientific or medical content, it must adhere to strict regulatory and ethical guidelines, balance complex jargon with readability, tailor language for diverse target audiences, and cite high-quality scientific research.
Whether you’re emailing a client or preparing a manuscript for journal submission, this article provides actionable insights from an experienced medical writer to effectively guide proofreading and editing, optimising the delivery of your content. It outlines a comprehensive, step-by-step approach for foolproof writing.
Before you begin: Maximising productivity
Editing and proofreading require close attention to detail and, in many cases, meticulous focus. Therefore, it is key to find a workspace that suits you.
For example, ask yourself: “Do I concentrate better with background noise, or do I need complete silence?”
Using functional MRI, researchers at the Princeton University Neuroscience Institute revealed an association between disorganisation and a decline in cognitive processes attributed to the effects of directed attention.2 Although it may seem intuitive, organising your workspace and removing excessive tabs from your browser is valuable for reducing information overload.
Step one: Taking a holistic approach
Start by reading the entire piece, paying attention to its flow. This initial review is essential for two reasons:
To identify what is written well.
To revise any inaccuracies, it is important to identify grammatical or punctuation errors, unclear or ambiguous content, and inconsistencies in language or tone when critiquing your work. Highlight specific words or sentences that do not align with the overall structure or message of your draft for further review.
Overall, step one aims to ensure clarity, correctness, and continuity.
Step two: Shifting your attention to detail
Next, narrow your focus to address individual words or sentences that serve as the building blocks of your writing. In copywriting, this is referred to as line editing.
Revisit any highlighted text from the previous step or any additional text you're unsure of. Paying close attention to detail allows you to craft your writing word-by-word, which accumulates to strengthening sentence structure for greater impact.
Paying attention to the details of your writing also provides a chance to verify any names, statistics, numbers, and references.
Step three: Reconnecting with the whole
Once again, broaden your reach to the full length of your work. Evaluate whether your line edits seamlessly integrate into the piece as a whole, and take a moment for self-reflection. Consider whether your writing delivers its intended purpose and how it will contribute to the field.
This review will elevate the meaning of your writing.
Step four: Leveraging tools and external expertise
After three rounds of self-review, seeking the opinion of an external source, whether through technology or another person, is always advantageous. Even as a medical writer, having another set of eyes review your work is invaluable.
These days, AI-driven writing assistant tools like Grammarly can precisely identify grammatical errors, detect plagiarism, and suggest updates for further improvement, for example, restructuring sentences for simplification and clarity.
Beta readers offer another way to gain feedback on your writing, providing a layer of human understanding and empathy that digital tools may lack. These individuals can contextualise both positive and negative feedback and share personal insights, although their expertise is often directed towards extended texts, such as manuscripts or book drafts. Alternatively, you might consider consulting professional editing services.
Additional tips
Below are some additional tips to maximise the effectiveness of this four-step approach in boosting the quality of your writing:
Take a break. After reviewing the same text repeatedly, it can be challenging to notice areas for improvement.
Track your changes. If you are editing on a laptop, tracking changes or using version history helps you monitor your progress and avoid losing previous drafts. This feature is also beneficial when working on a project collaboratively.
Trust the process and stay flexible. You may need to repeat these four steps several times before you feel satisfied with the final version. Sometimes editing is fast; at other times, it can take hours to find the perfect word.
Start early. To reduce stress, begin editing well ahead of the deadline, especially for time-sensitive submissions, such as congress abstracts.
References:
Medical Writing - Editing. European Medical Writers Association. September 2018. https://journal.emwa.org/media/2783/mew-273-final-published-issue-pdf.pdf
McMains S, Kastner S. Interactions of top-down and bottom-up mechanisms in human visual cortex. J Neurosci. 2011;31(2):587-597. doi:10.1523/JNEUROSCI.3766-10.2011
At Synthesis, we provide meticulous medical writing and communication support across diverse projects. Our specialist writers prioritise upholding the highest standards of scientific rigour and editorial precision throughout content development and dissemination. Contact us at info@synthesishealth.co.uk to learn how we can work together to maximise the impact and reach of your healthcare initiatives and, in turn, catalyse meaningful change for patients and the wider industry.