Medical Editor Checklist Download

Medical Editing
Checklist
Thorough editing is essential for
effective medical communication.
Medical Editing Checklist
Thorough editing is essential for effective medical communication.
Much is at stake when one is submitting a piece of writing for publication. Mistakes,
inconsistencies, and typos could cause a journal to reject a paper. What if the references don’t
align with the in-text citations, or the terminology is not consistent throughout the document?
These types of errors harm authors’ reputations and erode trust in the data. How do you ensure
that your documents are error free?
Every document improves with editing. In fact, most texts benefit from undergoing three stages
of editing: macroediting, microediting, and proofreading.
Having a checklist handy can help you avoid unnecessary errors. It also helps to sharpen the
writing and the message to ensure that the author conveys the information with authority and
accuracy.
Whether you are editing the work of a colleague or a client, here are some general guidelines for
macroediting and microediting, followed by a checklist for getting started.
Every document improves with editing. In fact, most

texts benefit from undergoing three stages of editing:
macroediting, microediting, and proofreading.
www.amwa.org | Medical Editing Checklist | PG 1

First Things First: Cover the Basics
Before diving into the stages of editing a document, it is important to check the guidelines for the
text. Medical journals and other publications have specific instructions for submission, including
word counts, format, and style. You should always know which style guide to consult.
The go-to style guide for medical writing and editing is the AMA Manual of Style (11th edition).
However, many organizations have customized in-house style guides, as well.
Macroediting (Big-picture Questions)

Macroediting is sometimes called substantive editing because the editor’s goal is to shape the
broad focus, or the architecture, of a scientific document. It could also be described as
big-picture editing, or providing a bird’s-eye view. The goal of macroediting is to focus on the
unity, congruence, and coherence of a document to ensure that the authors are conveying what
they intend to convey.
Microediting (Ground-level Questions)

At the microediting stage, the editor is examining the function of the language to determine
whether it supports the author’s intention. Microediting takes place below the paragraph level,
providing a ground-level view of the document. The goal of microediting is to increase the value
of the document by improving grammar, syntax, style, tone, clarity, and credibility.
Whether you are macroediting, microediting, or proofreading,

the following checklist will help keep you on track.

Medical Editor’s Checklist
Macroediting Microediting
Check the publication guidelines for length Thoroughly check grammar and spelling.
▢ limit, style, and formatting instructions.
▢ Running every document through an
automated spelling and grammar checker is
Strive for a consistent tone in the document
▢ (consult the style guide, the author, and
useful, but not sufficient. These applications
will not catch some types of errors.
examples from previous publications).
Check the spelling of all names and
Is the format of the document appropriate for
▢
▢ its intended function?
organizations, including abbreviations and
titles.
Check for unity. Does each part of the paper

▢ communicate the author’s message?
▢ Check the page numbering and the numbering
of figures, tables, and graphs.
Do the parts of the paper work together? Is the

▢ information logically developed and
▢ Does the document provide comparisons that
will enhance reader comprehension?
well-organized across all sections?
Check for subject/verb agreement and
Are there any gaps in information, logic, or
▢
▢ perspective?
placement of verbs.
Check punctuation, including adhering

Will the target audience understand the
▢
▢ paper?
consistently to the US English or UK English
style of punctuation.
Ensure that the title accurately reflects the

▢ message of the paper.
▢ Ensure that acronyms are spelled out at first
use.
Is the abstract an accurate summary of the

▢ material presented in the main text?
▢ Prune or condense the following:
▢ Nominalizations: verbs turned into nouns
Does the introduction identify the research (eg, replace “A need exists for further
▢ question the study was designed to answer? research.” with “Further research is
needed.”)
▢ Is the materials and methods section in ▢ “It is…” and “There are...” constructions.
harmony with the results section? They slow readers down.
▢ Useless or redundant words, and jargon.
Check for patient-sensitive language. Don’t

▢ dehumanize patients by referring to them in
terms of their medical condition (eg,
“diabetics,” “hypertensives”).
Make sure references and citations comply

▢ with the style guide. Cross-check footnotes
and endnotes to make sure they all appear in
the right place.
Check the placement, titles, and captions of all

▢ tables and graphs.
Ensure that all figures, tables, and references

▢ are cited in the text.
Proofread to Move Forward
with Confidence
After completing the editing checklist, you will want to proofread the entire document,
making sure you have not missed anything or introduced any errors. This last look will give
you confidence that the document is ready for the world. Be alert to misspellings;
grammar and punctuation errors; errors in the numbering of tables, figures, and
references; and deviations from the requested style and format.
Every editor has their own preferred method of proofreading. Some people read
aloud—or have an app read the text aloud to them—because it makes you notice every
word. Some editors are also responsible for reviewing typeset proofs before publication.
To thoroughly check a proof, you should both read it on its own and compare it with the
original text.
One final pro tip: Step away from the project between editing sessions to give your brain
and eyes a break.
If you are looking for further insight into the editing process, AMWA offers resources and
online training for medical communicators, including macroediting and microediting
courses.
And finally, we leave you with this Stephen King quote:

“To write is human, to edit is divine.”

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Medical Editing

Every document improves with editing. In fact, most

www.amwa.org | Medical Editing Checklist | PG 1

Macroediting (Big-picture Questions)

Microediting (Ground-level Questions)

Whether you are macroediting, microediting, or proofreading,

www.amwa.org | Medical Editing Checklist | PG 2

Check for unity. Does each part of the paper

Do the parts of the paper work together? Is the

Check punctuation, including adhering

Ensure that the title accurately reflects the

Is the abstract an accurate summary of the

Check for patient-sensitive language. Don’t

Make sure references and citations comply

Check the placement, titles, and captions of all

Ensure that all figures, tables, and references

And finally, we leave you with this Stephen King quote:

www.amwa.org | Medical Editing Checklist | PG 4

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