Patient room whiteboards are simple tools with an outsized impact. They clarify who is caring for the patient, what will happen today, and how to get help. Better communication directly supports patient experience, safety, and outcomes. Many hospitals now use both traditional whiteboards and glassboards for patient communication; throughout this guide, recommendations apply to either surface unless noted.

HCAHPS publicly reports communication scores, and hospitals use these data to guide quality and reimbursement priorities. The Agency for Healthcare Research and Quality (AHRQ) emphasizes patient experience as a key performance measure across various care settings. Whiteboards are often the most visible communication hub in the room—when designed well, they reduce uncertainty and build trust.

This guide outlines what to include, what to avoid, and how to implement whiteboards that drive measurable improvements.

Why Patient Room Whiteboards Matter for Patient Experience

Effective whiteboards turn passive information into active coordination. Patients and families see the plan, understand priorities, and know who to ask. This reduces anxiety and aligns expectations.

The Link Between Communication and Patient Satisfaction

• Visible, consistent information lowers perceived uncertainty. A Cochrane review found patient education interventions significantly reduce anxiety in clinical settings, reinforcing the value of clear, timely information at the bedside.

• HCAHPS measures communication with nurses, communication with doctors, and communication about medicines—domains that whiteboards directly support by prompting timely, consistent updates.

Regulatory and Accreditation Considerations

Regulators expect patient-centered communication. Whiteboards help operationalize those expectations.

• Joint Commission: clear identification of care team; safe handoffs; language access; patient rights.

• CMS Conditions of Participation: effective communication, informed decision-making, and accessibility.

• HIPAA: Safeguard protected health information (PHI) from public disclosure.

To maintain compliance and streamline updates, many hospitals pair their whiteboard programs with integrated healthcare document management solutions. These systems help ensure staff have quick access to current templates, multilingual versions, and compliance-ready documents across departments.

Quick reference:

Essential Elements Every Patient Room Whiteboard Must Include

Whiteboards should prioritize information that patients value most and that staff can reliably update. Organize sections with clear labels.

Care Team Information

• Today’s care team: attending physician, nurse, charge nurse, therapist(s)

• Roles and shift times (e.g., 7 a.m.–7 p.m.)

• Unit phone/extension for non-urgent needs

• Optional: small photo tiles or icons to aid recognition

Example format:

• Physician: Dr. [Name]

• RN: [Name] (Day Shift)

• PT/OT: [Name]

• Charge RN: [Name] | Ext: ####

Daily Care Plan and Goals

The daily care plan section should clearly outline the most important goals and activities for the day so patients and families understand what to expect. This typically includes functional goals, such as “walk twice with assistance” or “use the incentive spirometer ten times,” as well as any scheduled tests or procedures with their approximate times to help patients prepare mentally and logistically.  It should also indicate the patient’s current diet status and hydration expectations.

Additionally, highlighting medication timing, such as when the next pain dose is available, helps patients anticipate relief and reduces the need for call light requests. When these details are consistently updated and reviewed during bedside rounds, hospitals report smoother workflows, improved rounding efficiency, and fewer repetitive questions from patients and families.

Safety and Comfort Information

• Fall risk status and precautions (bracelet, bed alarm, assistance level)

• Allergies and key restrictions (e.g., NPO after midnight)

• Pain management plan and pain scale

• Call button location and expected response process

Suggested layout (top to bottom priority): Safety alerts, care team, today’s plan, comfort and questions.

Color coding:

• Red = Safety

• Blue = Care team

• Green = Today’s goals

• Purple = Questions for rounds

Design Principles for Maximum Readability and Usability

Whiteboard design should be consistent, legible from bed, and easy to update quickly. Durable, high-contrast print materials ensure longevity and legibility even in high-traffic care environments. Hospitals can customize finishes, dry-erase surfaces, and antimicrobial laminates to match unit needs.

Whiteboards vs. Glassboards: Choosing the Right Patient Room Communication Surface

While traditional patient room whiteboards remain widely used, many hospitals are evaluating glassboards as an alternative due to their hygiene, durability, and visibility advantages. Both surfaces support bedside communication, but their performance differs in ways that matter in clinical environments.

Why Surface Material Matters in Healthcare

Patient room communication tools undergo constant handling, frequent updates, and repeated exposure to hospital-grade disinfectants. The material used affects readability, infection control, lifespan, and maintenance requirements, all of which influence patient experience and staff efficiency.

Key Differences Between Whiteboards and Glassboards

Both surfaces support effective patient-provider communication, but glassboards offer superior durability, cleanability, and hygiene benefits, making them well-suited for high-acuity areas or facilities with stringent infection control protocols. Traditional whiteboards remain a cost-effective option, particularly in units with lower turnover or lighter cleaning demands.

Size, Placement, and Visibility Standards

• Size: 24"x36" minimum for single rooms; 36"x48" for larger spaces

• Placement: centerline ~54–60" from floor; visible from bed and seating

• Lighting: avoid glare from windows/overhead lights; use matte surface

• Accessibility: ensure clear sightlines for seated and supine positions; include space for large-print text

Typography and Color Coding Best Practices

• Font size: 1" letter height (≈72 pt) for headers; ≥0.5" (≈36 pt) for body text

• Contrast: dark text on white or off-white background; avoid low-contrast colors

• Labels: use standardized icons/colors across units

• Language access: pre-printed bilingual labels where needed; interpreter line posted

What to Avoid: Common Patient Whiteboard Mistakes

• Overcrowding information: too much text reduces readability; prioritize what changes daily

• Using medical jargon: replace terms like “PRN” with “as needed”

• Inconsistent updates: stale dates or “TBD” erode trust and create safety risks

• Poor handwriting: use printed labels and block letters; assign updated ownership

• HIPAA violations: do not list diagnoses, test results, room numbers of other patients, or full SSNs/MRNs

• Generic templates: adapt for unit needs (ICU vs. pediatrics)

• Neglecting family input: include a family questions section and visitation notes

Do’s and Don’ts:

Customizing Whiteboards for Different Healthcare Settings

Whiteboards should reflect patient population, length of stay, and clinical goals.

Acute Care vs. Long-Term Care Considerations

In acute care, the emphasis is typically on the immediate plan for the day, upcoming tests or procedures, discharge readiness indicators, and key safety considerations that may change rapidly as the patient’s condition evolves. 

In contrast, long-term care settings benefit from a focus on therapy milestones, daily routines, and personal preferences that support comfort and continuity over time. 

Including family contact information or communication notes can also strengthen engagement and ensure care remains aligned with the patient’s long-term goals.

Specialty Unit Requirements

• ICU/Critical Care: sedation goals, ventilator weaning progress, family update times

• Pediatrics: age-appropriate language, “today’s helpers,” comfort items, activity calendar

• Maternity: feeding schedule, lactation support times, safe sleep reminders, visitor policies

• Behavioral Health: therapeutic goals, coping strategies, community meeting times, safety protocols

Implementing an Effective Whiteboard Program

A good board fails without a good process. Success requires standard work, accountability, and feedback. Hygrade supports these goals through patient care communication solutions that integrate print, signage, and process design to create consistent experiences across units.

Staff Training and Accountability

• Define what gets updated, by whom, and when (e.g., at admission and each shift)

• Use scripting during bedside rounds to review the board with the patient

• Audit weekly for completeness and legibility; share unit-level compliance scores

Patient and Family Engagement Strategies

• Prompt patients to write questions for the next rounding time

• Include a “What matters to me today” space

• Provide a quick guide card at admission explaining sections and update times

Technology Integration Options

• Digital whiteboards can sync with EHR for auto-updates (e.g., tests, provider names)

• Hybrid model: pre-printed boards with QR codes for education links

• Evaluate cost, IT integration, downtime protocols, and staff usability before scaling

Measuring Impact: How Whiteboards Improve Patient Experience Metrics

Whiteboards should show measurable value within 60–90 days.

• HCAHPS improvements in communication domains

• Fewer call light requests for routine questions; faster nurse response times

• Lower reported anxiety and higher satisfaction in post-stay surveys

• Fewer communication-related safety events and clearer handoffs

Track these KPIs:

Whiteboards work best when combined with other visual tools that reinforce communication and discharge readiness. For instance, patient folders can improve follow-through after discharge—see 4 Ways to Prevent Readmission with Patient Folders for complementary strategies. 

Elevating Patient Experience Through Better Communication

Well-designed patient room whiteboards make care visible, understandable, and safer. They support patient-centered care and reinforce a culture of communication excellence.

Hygrade Business Group brings over a century of print and communication expertise to healthcare. Our team designs standardized, multilingual whiteboards, unit-specific templates, and durable materials that scale across systems.