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Creating Inclusive Sex and Gender Demographic Forms for Medical Offices

A trans flag waves in front of an urban park.

Inclusive demographic forms are also more medically accurate. They help create trust in GNC clients and keep your providers better informed.


Keep reading to learn how to create inclusive demographic forms for your office, or use the button to jump to my downloadable samples:

The Importance of Inclusive Data Collection

There are a lot of statistics about how many trans people go without proper medical care, but I’ll give you a small case study instead. Now, I’ll lead with the fact that I’m privileged to have access to trans-affirming medical care in Chicago. My doctors even have transmasculine options for me to mark as my gender on their forms. 


However, like a lot of medical offices, they don’t delineate between sex and gender on their intake forms. After several years of going there, I was reminded through a friend’s cancer scare that I was long overdue for a Pap test. When I brought it up to my doctor, I could see that it took him a moment to remember why it was necessary for me, and he confessed that my account was missing the auto-reminders that his cis female patients would normally have received. 


This is just one of many ways that trans and GNC clients can slip through the cracks and miss out on important aspects of their healthcare. Gender inclusivity is often thought of as a purely social aspect, but due to the bias that our healthcare system is built around, a lack of detail on a form can have real consequences for your trans clients. 


Example Question & Response for Sex Inclusive Demographic Polling

While gender inclusivity gets talked about more often, your forms may also not be inclusive of sex. Intersex people are up to 1.7% of average populations, so right off the bat, this change makes your records almost 2% more accurate. 


It’s also important to construct your demographic questions in a way that reduces confusion around sex and gender for your patients. Research shows that changing the language of your questionnaire can help them easily make these distinctions. 


Recommended language for sex-inclusive demographic polls: 

Please specify your sex assigned at birth:

  • Female

  • Male 

  • Intersex 


Example Question & Response for Gender-Inclusive Demographic Polling

Beyond the gender binary is a wide variety of less common genders. The list truly can be endless, but yours doesn’t have to be. 


Recent surveys of industry experts have given us excellent data on the most effective polling and response options. My recommendations here are built upon their suggestions, as well as my own experience within the trans community. 


Recommended language for gender-inclusive demographic polls:

I identify as…

  • Agender

  • Genderfluid

  • Genderqueer

  • Man \ Boy

  • Nonbinary

  • Other

  • Prefer Not to Say

  • Third Gender

  • Trans man

  • Transsexual 

  • Trans woman

  • Two spirit

  • Questioning 

  • Woman \ Girl


 If space is at a premium, the response list could be simplified to: 

  • Woman 

  • Man

  • Nonbinary 

  • Other


Important Context: The term “transsexual” has a controversial history, and in many cases is considered a slur. However, it’s also an important label for older generations of the trans community. It’s an industry best practice to still count it among lists of different genders to make space for members of the community who still claim it. 


It should never be applied to a trans or GNC patient who has not specifically requested it. 


Example Question & Response for Pronoun Demographic Polling

It’s also a good idea to ask about your client’s pronouns on intake forms. Most, but not all, people consider their pronouns to be an important part of how other people interact with their gender. So using the right pronouns is a simple and easy way for your practitioners to establish trust early on. 


While any polite way of asking about someone’s pronouns is always appreciated, the exact wording you use can reveal how familiar you are with the trans community. For example, the term "preferred pronouns” has become out of date and could indicate to prospective clients that other aspects of your practice may also not be up to current standards for trans healthcare. 


Recommended language for pronouns demographic polls: 

What pronouns do you use?

  • She / Her / Hers

  • He / Him / Him

  • They / Them / Theirs

  • Zee / Zim / Zirs

  • Other

  • Ask Me About My Pronouns 

  • Use My Name Only (No Pronouns) 


Example Question & Response for Gender Expression Demographic Polling

Unless you’re working in a field that specifically deals with gender studies or psychology, it’s unlikely that you’ll need to ask about gender expression; however, this can be a helpful additional layer of demographics in queer-centric communities and studies. 


For most of your clients their gender identity and gender expression will be the same or similar, but this is not the case for the queer community. You can learn more about the differences here.


Gender expression is highly varied and seldom studied in clinical settings, so there is currently no consensus on the best polling strategy. My recommendations here are based on the most common options seen in the latest research. 


Recommended language for gender expression demographic polls:  

How would you describe your gender expression? 

  • Mostly Feminine

  • Somewhat Feminine 

  • Mostly Androgynous

  • Somewhat Androgynous

  • Mostly Masculine

  • Somewhat Masculine 

  • Changes from Day-to-Day

  • Unique to My Cultural Background 

  • Other 


Don’t forget to follow up on this aspect of allyship. If your practitioners aren’t familiar with some of these minority gender labels, provide them with an easy-to-access definition list or look into gender-sensitivity training to help them better connect with patients.


How to Make Forms Gender Inclusive

If you’re in the middle of updating your office’s forms, you can use this downloadable sample that recaps all of my recommended language for sex and gender demographic polls. 



If you are looking to purchase new intake or demographic forms that are intersectionality inclusive and customized to your office’s branding — I encourage you to reach out today for more information! 


I also offer sensitivity editing and content marketing strategies that will prove your commitment to your GNC patients while securing you a spot on the front page of your local search results within 6-8 months. Book a free 15-minute consultation now to start your journey to the front page. 


An image of a scenic mountain path with the text, "Where do you want your business to be in six months?".

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Disclaimer: The information in this blog and on www.rbwhitington.com is presented for educational purposes. No contract or promise of results is promised therein, and it does not legally represent a consultation or marketing advice. Any statistics or other information presented are researched in good faith, but no warranty is made to the completeness nor accuracy of the source. All written and multi-media content is copyrighted by Rayne Whitington and is not for reproduction or sale by third parties. By accessing this site and all its materials you agree to and acknowledge these terms.  



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