If you have a disability and you're entering the workforce—or if you're an employer looking to support a new hire—assistive technology (AT) is likely part of the conversation. But "assistive technology" is a broad term that covers everything from a $20 keyboard tray to a $3,000 screen reader. This guide cuts through the noise and focuses on what's actually used in workplaces today, how to get it, and who pays for it.
What Counts as Assistive Technology?
Under the Assistive Technology Act of 1998, assistive technology is defined as "any item, piece of equipment, or product system that is used to increase, maintain, or improve the functional capabilities of individuals with disabilities." In practice, workplace AT falls into several categories:
- Low-tech AT: Simple, inexpensive tools that require no electronics. Examples: document holders, slant boards, grip aids, magnifying sheets, color-coded organizers.
- Mid-tech AT: Battery-powered or basic electronic devices. Examples: talking calculators, digital voice recorders, portable magnifiers, noise-canceling headphones.
- High-tech AT: Computer-based or sophisticated electronic systems. Examples: screen readers, speech recognition software, alternative keyboards, eye-tracking devices, powered wheelchairs with workstation mounts.
The right AT depends entirely on the individual, the job, and the specific barriers they face. There's no universal solution—but there are common patterns worth understanding.
Common Workplace AT by Disability Type
Visual Impairments
- Screen readers (JAWS, NVDA, VoiceOver) — Convert on-screen text to speech or braille output. Essential for computer-based work when vision is significantly impaired.
- Screen magnification software (ZoomText, Windows Magnifier) — Enlarges portions of the screen for people with low vision who can still use visual information.
- Refreshable braille displays — Hardware devices that convert digital text to braille in real time, used alongside screen readers.
- Large-print keyboards and high-contrast settings — Simple, low-cost modifications that can make a significant difference for people with partial vision.
Hearing Impairments
- Captioning services (CART, auto-captioning in Zoom/Teams) — Real-time text transcription of spoken content during meetings and calls.
- Visual alert systems — Replace auditory notifications with visual or vibrating signals for phones, alarms, and computer alerts.
- Amplified phones and hearing loop systems — Enhance audio for people with partial hearing loss.
- Video relay services (VRS) — Enable sign language users to communicate by phone through an interpreter.
Physical/Motor Disabilities
- Ergonomic keyboards and mice (split keyboards, trackballs, vertical mice) — Reduce strain and accommodate limited range of motion.
- Voice recognition software (Dragon NaturallySpeaking, Windows Speech Recognition) — Enables computer control and text input through speech.
- Switch access devices — Allow computer interaction through a single switch or limited physical input for people with severe motor limitations.
- Adjustable workstations — Height-adjustable desks, monitor arms, and wheelchair-accessible workspaces that accommodate different body positions and mobility equipment.
Cognitive and Learning Disabilities
- Text-to-speech software (NaturalReader, Read&Write) — Reads digital text aloud, supporting comprehension for people with dyslexia or reading difficulties.
- Task management apps (with visual schedules, reminders, step-by-step checklists) — Support organization and executive function.
- Noise-canceling headphones — Reduce sensory overload in open-plan offices, particularly helpful for people with autism spectrum disorder or ADHD.
- Color-coding and visual organization systems — Low-tech but effective tools for people who process visual information more easily than text.
Many effective accommodations are surprisingly low-cost and low-tech. A pair of noise-canceling headphones ($30-$100), a task management app (often free), or a simple desk rearrangement can sometimes make as much difference as expensive specialized equipment. Always start by identifying the specific barrier before jumping to a high-tech solution.
How to Request Assistive Technology
If you're an employee (or prospective employee) with a disability, there are several paths to getting the AT you need:
Through Your Employer (ADA Accommodation)
Under the Americans with Disabilities Act, employers with 15 or more employees are required to provide reasonable accommodations for qualified employees with disabilities. Assistive technology is one of the most common types of accommodation. The process typically involves:
- Disclose the need — You don't need to share your full diagnosis. You need to explain that you have a condition that affects [specific job function] and that [specific accommodation] would help.
- Engage in the interactive process — Your employer is legally required to work with you to find an effective accommodation. This is a conversation, not a one-sided demand or denial.
- Provide documentation if requested — Your employer may ask for documentation from a healthcare provider confirming the need. They cannot ask for your complete medical records.
Employers are not required to provide the exact accommodation you request, but they must provide an effective one. If a $3,000 screen reader is needed but there's an equally effective $500 option, the employer can choose the less expensive alternative.
Through Vocational Rehabilitation (ACCES-VR)
If you're working with ACCES-VR or another vocational rehabilitation agency, assistive technology can often be provided as part of your Individualized Plan for Employment (IPE). VR agencies can fund:
- AT assessments to determine what tools you need
- Purchase of equipment and software
- Training on how to use the technology
- Ongoing technical support during the employment transition
This is particularly valuable for people entering the workforce for the first time, where the employer may not yet have AT infrastructure in place.
Through Community Resources
Several organizations provide AT resources independent of employment:
- New York State AT Program (TRAID) — Provides AT demonstrations, short-term loans, and recycled equipment
- Center for Disability Rights — Advocacy and information about AT options
- Assistive Technology Industry Association (ATIA) — National resource for AT information and vendor connections
- Local Independent Living Centers — Often have AT lending libraries for hands-on evaluation
According to the Job Accommodation Network (JAN), nearly 50% of workplace accommodations cost nothing to implement, and the average cost of those that do require spending is approximately $300.
For Employers: Making AT Work
If you're an employer considering assistive technology for a new or existing employee, a few practical points:
- Don't assume what someone needs. Ask the employee what works for them. Many people with disabilities are experts on their own accommodation needs.
- The Job Accommodation Network (askjan.org) is free. JAN provides confidential, one-on-one consultation on workplace accommodations at no cost. They can suggest specific AT solutions for specific job functions and disabilities.
- AT benefits everyone, not just the individual. Ergonomic workstations reduce injury across the workforce. Captioning makes meetings more accessible for everyone. Voice recognition helps employees recovering from repetitive strain injuries.
- Plan for AT during onboarding, not after problems arise. If you know a new hire needs specific technology, have it ready on day one. Starting a new job is stressful enough without waiting weeks for accommodations.
The Disabled Access Credit (IRS Form 8826) provides small businesses with up to $5,000 per year in tax credits for accessibility expenses, including assistive technology purchases. The Architectural Barrier Removal Tax Deduction allows businesses to deduct up to $15,000 per year for accessibility improvements. See our article on tax credits for inclusive hiring for details.
Making Technology Decisions
Choosing the right AT involves matching the technology to the person, the job, and the environment. A few guiding principles:
- Trial before you buy. Many AT vendors offer demo periods. TRAID lending libraries let you try equipment before committing. An expensive tool that doesn't fit the user's workflow is a waste for everyone.
- Training matters as much as the tool. A screen reader without proper training is just software taking up disk space. Budget time and resources for training, not just purchase.
- Reassess regularly. Needs change as job responsibilities evolve, as technology improves, and as the individual's skills develop. An annual check-in about accommodation effectiveness is good practice.
- Consider compatibility. AT needs to work with the employer's existing systems. A specialized keyboard is useless if it's incompatible with the company's security software. IT should be involved in the selection process.
Assistive technology is a practical problem-solving tool, not a special favor or an extraordinary expense. The right AT, properly matched and supported, removes barriers and lets people focus on what they were hired to do: their job. Whether you're an employee looking for solutions or an employer building an inclusive workplace, the resources exist to make it work. Start with the specific barrier, explore the options, and don't be afraid to ask for help along the way.