This blog post is based, in part, on an AMWA Journal article by Monica Nicosia, PhD, CMPP, that shares the results of the Freelance Medical Communicators Tools of the Trade (FMCTT) survey on digital tool use.
Freelance medical writers need efficient, secure digital tools to deliver high-quality client work and run their businesses effectively. Identifying the most useful technology can be challenging, but insights from other freelance medical writers and editors can help guide those decisions.
What are the most useful digital resources for freelance medical communicators? This blog post explores key types of digital tools, why they matter, and highlights from the survey data on which tools freelancers use most.
What Are Key Freelance Medical Writer Tools?
Freelance medical writers rely on a range of digital tools to support both content development and business operations. While preferences vary, most tools for freelance medical communicators support three core areas: writing and research, project management and collaboration, and business operations.
The specific resources that freelance medical writers need vary according to their niche. For example, regulatory writers will need slightly different tools and software than medical writers who focus on creating or editing scientific manuscripts.
Writing, Editing, and Research Tools
Despite these differences, most medical writers rely on a core set of tools for drafting, revising, and accessing accurate information.
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Writing and editing resources: Word processing platforms are critical for writing and editing content. Key features should support version control, tracked changes, commenting, and formatting. Many writers also use specialized editing tools to ensure clarity, correct grammar, and consistency.
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Reference management software: These tools can significantly streamline the process of organizing sources and formatting citations. This is an essential part of freelance medical writing, particularly when developing manuscripts or regulatory documents. Popular tools include EndNote (available at a discount for AMWA members), Zotero, and Mendeley.
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Research tools: Freelancers typically rely on online databases like PubMed and internet search engines to locate relevant information, including journal articles, clinical trial data, and other resources. Tools like Unpaywall can help locate legally available, full-text versions of scholarly articles.
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Proofreading software: Consistency and adherence to grammar, punctuation, and style guidelines are important for accuracy and credibility in medical writing. Tools like PerfectIt (available at a discount for AMWA members) and Editor’s Toolkit Plus can help check consistency, abbreviations, and style, while structured checklists, such as AMWA’s Medical Editing Checklist, support systematic review.
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AI-assisted writing and productivity tools: Artificial intelligence (AI) tools such as ChatGPT, Claude, and Grammarly can support research, drafting, and editing. These tools should be used thoughtfully, with careful review, to ensure accuracy, maintain confidentiality, and align with client expectations and professional standards.
Project Management and Collaboration Tools
Freelance medical writers rely on these resources to stay organized and maintain clear communication across projects.
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File storage and sharing solutions: Reliable file organization and the ability to keep files private and share them appropriately are critical for managing projects for multiple clients, particularly when working with confidential or proprietary materials. These systems make it easier to find and share documents, maintain version control, and back up work to prevent data loss.
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Project management systems: Freelancers often juggle multiple deadlines, deliverables, and priorities. Project management tools such as Trello, Asana, or even spreadsheets help organize tasks, track progress, and keep projects on schedule.
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Communication and collaboration platforms: Successful projects depend on clear, timely communication with clients and collaborators. Email, Zoom, Slack, and similar tools facilitate communication, whether in writing or via video conferencing.
Business and Administrative Tools
Running a freelance business also requires systems to manage finances, workflows, and data security.
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Time tracking and invoicing: Tracking billable hours and managing invoices are key parts of running a freelance business. Time-tracking tools such as Toggl help monitor hours and productivity, while platforms like Harvest combine time tracking with invoicing to streamline billing.
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Accounting and bookkeeping: Staying on top of business finances requires organized tracking of income and expenses. Some software supports invoicing, payment tracking, and expense management, helping freelancers maintain accurate records and simplify tax preparation.
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Transcribing: Converting audio recordings into text can save time and improve accuracy when working with audio from interviews or meetings. Transcription software like Rev or Otter.ai converts audio to text.
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Security tools: Antivirus software, password managers, and secure file-sharing platforms help protect sensitive information and maintain confidentiality.
Why Digital Tools Matter
Digital tools help streamline both client work and business operations, reducing time spent on administrative tasks and improving overall efficiency. By handling routine tasks more effectively, these resources allow freelance medical writers to focus more time on writing, editing, communication, and other high-value aspects of their work.
Which Tools Do Freelance Medical Writers Actually Use?
But which tools are freelancers actually using in practice?
Results of a 2024 comprehensive survey by Monica Nicosia, PhD, CMPP provide insights into how freelance medical writers and editors use digital tools. The survey included 291 respondents and offers useful perspectives for medical communicators evaluating software and apps to improve their workflows and support their business. Some highlights from the report include:
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More than half (56%) of respondents reported having a business website, with 58% creating it themselves.
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Nearly two-thirds of respondents (65%) use reference management software to format citations and organize sources. EndNote was the most commonly used tool, at 74%.
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58% reported not using AI in their work. Use of AI varied widely with age; 90% of those ages 20–29 reported using AI technology compared with 27% of those over 60.
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Adobe Acrobat was the most frequently recommended tool, selected by 80% of respondents.
Conclusion: Your Customized Toolkit
All this underscores that there is no single “perfect” toolkit—only the one that works best for each freelancer’s workflow.
The digital world is evolving quickly, especially in the area of artificial intelligence (AI). Some tools medical communicators have been using continue to be useful, while other technologies have emerged that may require reevaluation of the digital workplace.
The right technology can enhance the work lives of freelance medical writers and editors. AMWA offers a network of freelance medical writers with more tips on digital tools and other career guidance as well as professional development and educational opportunities.
AMWA acknowledges Jodie Rothschild for review in the development of this AMWA resource.
