Standard Operating Procedure. CCG SOP04 Display Screen Equipment. Version 1. Implementation Date 01/04/2013. Review Date 30/04/2014.

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1 Northumberland, North Tyneside, Newcastle North and East, Newcastle West, Gateshead, South Tyneside, Sunderland, North Durham, Durham Dales, Easington and Sedgefield, Darlington, Hartlepool and Stockton on Tees and South Tees Clinical Commissioning Groups Standard Operating Procedure CCG SOP04 Display Screen Equipment Version 1 Implementation Date 01/04/2013 Review Date 30/04/2014 Approved By CCGs Approval Date 01/04/2013 Revisions Date Section Reason for Change Approved by Procedure Obsolete Date Reason Approved by CCG SOP04 Display Screen Equipment

2 Display Screen Equipment 1 Purpose The purpose of this procedure is to describe the general duties placed upon CCGs by the Health & Safety (Display Screen Equipment) Regulations 1992 (as amended in 2002), to ensure adequate health and safety provision for all staff working with display screen equipment in so far as is reasonably practicable. The regulations provide a flexible framework within which effective arrangements can be developed to meet the specific needs of CCG staff. 2 Who Will Be Affected By This Procedure? This SOP applies to people employed by the CCGs and to those for whom the CCGs have legal duty of care. It applies to all those who are using Display Screen Equipment (DSE) and any staff who are line managing staff who use DSE. 3 Responsibility The CCG Accountable Officer is responsible for the dissemination and implementation of this procedure. 4 Content/Abbreviation Definitions For the purposes of this procedure, Northumberland, North Tyneside, Newcastle North and East, Newcastle West, Gateshead, South Tyneside, Sunderland, North Durham, Durham Dales, Easington and Sedgefield, Darlington, Hartlepool and Stockton on Tees and South Tees Clinical Commissioning Groups will be referred to as the CCGs. 4.1 Display Screen Equipment The legal definition of display screen equipment (DSE) is any alphanumeric or graphic display screen regardless of the display process involved. The Regulations cover computer and other equipment used for the display of text or graphics. Laptops and hand-held display equipment, such as BlackBerrys, are covered if in frequent and regular use. Screens which show television or film pictures are excluded, as are calculators, cash registers and most scientific and medical devices. For the purposes of this procedure the definition is extended to include keyboards and other equipment used with display screens, and also includes workstation furniture and the work environment for DSE work. CCG SOP04 Display Screen Equipment 2

3 4.2 Users Employees who habitually use display screen equipment as a significant part of their normal work. The questionnaire provided in Appendix 2 should be used by the manager or DSE assessor to determine whether the employee is designated as a user. In order to be designated as a user the individual must either answer yes to the question within Section A OR provide 2 or more positive answers to Section B. 5 Procedure for DSE 5.1 Equipment Specification All I.T. equipment must be ordered through the I.T. Department. The I.T. Department will ensure that the following specification for new equipment is adhered to: a display screen which is adjustable for height, tilt and swivel; a non-reflective screen which shows a clear stable image and has variable contrast and brightness controls; a separate thin keyboard with a matt surround and non-reflective concave keys; and An appropriate software package CCGs must ensure that there is adequate access to appropriate furniture to be used in conjunction with DSE. Including; a work surface of sufficient size and strength to accommodate, in appropriate positions:- the screen, keyboard, other associated items of equipment and working documents; sufficient clearance under the work surface to allow for knee and thigh clearance of all potential users; chairs that are stable, have seats with appropriate back support and are at the right height for all potential users. Where individuals require a portable DSE (i.e. laptop) additional considerations will be required to reduce the risk of adverse effects. If the laptop is to be predominately used from one or two locations, e.g. an employee's own home and/ or the office then a docking station with separate keyboard, mouse and screen must be provided. 5.2 Responsibilities of CCGs The CCGs recognise and accept their responsibility to provide a safe and healthy workplace and environment for their employees, patients/service users and visitors. They are responsible for ensuring that a risk assessment is CCG SOP04 Display Screen Equipment 3

4 undertaken prior to the individual commencing Display Screen equipment work and reviewed at least annually (or sooner if there has been a significant change to their workstation or work routine, or if the individual has expressed any discomfort that is thought to be related to the use of the DSE) with the DSE user. In the case of a person who is to become a user training shall be provided before they become a user. Where it is identified that a worker with special DSE needs has been appointed, the CCG should inform the Senior Governance Officer H&S (NECS), prior to the person s start date. CCGs must ensure that any issues raised are dealt with, equipment sourced and provided where necessary and monitored. CCGs must ensure that individuals have suitable and sufficient information, instruction and training, this includes any mandatory training requirements, awareness of this procedure and access to a trained DSE risk assessor. When an individual user has a health concern that they feel may be attributed to DSE use, the CCG will inform both the Human Resources Department and the Senior Governance Officer H&S (NECS) and complete the relevant incident reporting form. The CCG will also attach a copy of the workstation assessment and where available, a medical adviser s report. 5.3 Staff responsibilities All staff within the CCGs have a responsibility for ensuring that they are familiar with this procedure, attend mandatory training and have a DSE Risk Assessment undertaken. This should include members of staff who work from home or from other organisations offices, and those members of staff who use laptop computers. It is each user s responsibility to follow any advice or training they are given in relation to the safe use of DSE. It is an entitlement of all habitual DSE users (see appendix 2) to have an eyesight test. It is the responsibility of the individual to arrange for the eye test with their optician and provide a receipt for their manager. If an individual is experiencing health problems (such as aches, pains or eyestrain) that may be attributed to or exacerbated by DSE work, the user involved must inform their manager immediately. 5.4 DSE Risk Assessments The DSE workstation must be risk assessed using the DSE risk assessment form (Appendix A). CCG SOP04 Display Screen Equipment 4

5 The risk assessment form has been developed to enable user to assess their own workstation, however where the user does not feel confident, has identified risks that cannot be eliminated locally, or if the user has a developing or pre-existing medical condition that could potentially be aggravated by the use of DSE and the workstation environment, they must consult a trained risk assessor or a member of the Governance team within NECS who may advise a referral to Occupational Health. Where solutions can be implemented at service or site level, these should be immediately actioned. Where this is not possible, assistance should be sought from appropriate support services such as IT and the Governance Team NECS. On completion of the DSE risk assessment the form should be signed by the line manager, filed in the individual s personal file and a copy forwarded to the Governance Department at NECS. When a risk assessment is reviewed previous risk assessments should be retained by the manager in the user s personal file, to demonstrate the effective safety management of the DSE throughout the employment. The DSE risk assessment must be reviewed at least annually or: if there are any significant changes to the work environment e.g. rearrangement of the office; any significant changes to the way in which the DSE is to be used e.g. change from data input to scanning; any additional equipment is added or equipment is altered e.g. screen replaced; an individual is experiencing discomfort that they suspect may be related to their DSE use 5.5 Hot Desking In areas where hot-desking takes place, a risk assessment should be completed for each workstation. Each worker to use the workstation should be encouraged to take some time to adjust the workstation to suit them, prior to each use. Each workstation should therefore be capable of being adjusted to meet the needs of the range of users concerned. Where an individual has been provided with a specialist item of equipment on health grounds, such as a lumbar support chair or an ergonomic keyboard, their Manager should ensure that it is available for them to use at all times. Where an individual is required to work from home they must consider home working policy arrangements. 5.6 Eye Sight Testing CCG SOP04 Display Screen Equipment 5

6 A person who is identified as a user may request an eyesight test and/or a full eye examination from a competent person. The test/examination will be repeated at regular intervals, usually every 2 years or as advised by a competent person. The employee should complete an eye-test request form, identifying which optician they wish to see, and the cost of the test. (Appendix B). The manager must then authorise the request, ensuring the cost of the test is reasonable. The employee should pay for the eye test, obtain a receipt and then present the receipt and authorisation form for reimbursement using a relevant expenses claim form. Where routine appointments are taken during core hours it is expected that staff will make the time up. Routine appointments should be made at times which will cause minimum disruption to the service. 5.7 Special Corrective Appliances If special corrective appliances (e.g. spectacles) specifically for use whilst working at DSE are prescribed, then the user must ask for written confirmation from the examining Optician before any order is made out for the spectacles. Users have to pay for spectacles only if special ones (for example, prescribed for the distance at which the screen is viewed) are needed and normal ones cannot be used. 6 References The Health & Safety (Display Screen Equipment) Regulations 1992 (as amended in 2002) 7 Consultation This SOP has been developed with reference to the DSE Policy in NHS Tees. CCG SOP04 Display Screen Equipment 6

7 Appendix A DSE WORKSTATION RISK ASSESSMENT Workstation set number: Workstation location: User: Assessor: Date of Assessment Date of review: Manager s signature CCG SOP04 Display Screen Equipment 7

8 This document has been developed to assist individuals in completing a DSE risk assessment. Wherever possible the assessment should be undertaken with the DSE user. Work through the form considering each risk factor and placing a tick in the yes or no column as appropriate. Yes answers require no further action. No answers will require investigation and/or remedial action. The possible control measures column provides guidance on the type of remedial action that may be taken but the assessor must record what decisions they have made within the action required column. A reasonable timescale (commensurate with the risk) for completion and a named person to complete the action must also be recorded. Assessors should check (within 3 months) that all actions have been taken and have resolved the problem. A copy of the completed form should be retained in the employee s personal file. CCG SOP04 Display Screen Equipment 8

9 YES NO DISPLAY SCREEN EQUIPMENT RISK ASSESSMENT RISK FACTORS TICK POSSIBLE CONTROL MEASURES ACTION REQUIRED BY WHOM / WHEN GENERAL 1.Have you attended mandatory training and read the DSE procedure? Attend mandatory training. 2.Are you free from aches and pains in the fingers, hands, wrists, arms, shoulder, neck or back or any other problems you associate with DSE use? Read the DSE procedure Provide further details at the end of the form, discuss any concerns with your manager and visit your GP if necessary 3.Are you aware of DSE users entitlement to free eye sight tests? Information can be found within the DSE procedure Complete DSE user questionnaire to establish whether designated as a user 4.Are you able to take breaks and organise changes of activity away from the DSE Take regular micro breaks away from DSE work The frequency of these should be increased if you are suffering from any discomfort 5. Do you use a laptop? Go to Q6 Go to Q7 6. Do you use a laptop with a docking station? Use specific aids to raise the screen to the correct height, use a separate keyboard and mouse. Use suitable furniture and consider environmental factors when setting up your working environment. CCG SOP04 Display Screen Equipment 9 As a user of a laptop, your workstation may alter on a daily basis. Therefore all parts of this risk assessment should be completed to ensure: a) you have access to suitable equipment at your normal work base

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11 RISK FACTORS TICK POSSIBLE CONTROL MEASURES ACTION REQUIRED YES NO BY WHOM / WHEN 14. Is the screen free from glare and reflections? Move the screen / desk and/or shield the screen from the source of reflections, Screens that use dark characters on a light background are less prone to glare and reflection 15. Is the screen an adequate distance away from you? (An indication of an adequate distance can be obtained by holding out your arm in front of you, palm towards the screen). Move the screen back/forward if necessary If it cannot be moved back then consider altering the workstation setup or contacting IT for alternative equipment KEYBOARD 16. Is the keyboard separate from the screen? A separate keyboard is required when using laptops for extended periods 17. Does the keyboard tilt? 18 Is the keyboard correctly positioned? i.e. comfortable keying position & space in front of keyboard to rest your hands when not typing. Keyboard tilt can be adjusted by opening or closing the risers on the bottom of the keyboard, however you should position yourself so that your forearm is parallel to the ground and the tilt is not required. If you have a thick, raised keyboard you may need a wrist rest Adjust the chair correctly CCG SOP04 Display Screen Equipment 11

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13 RISK FACTORS TICK POSSIBLE CONTROL MEASURES ACTION REQUIRED YES NO BY WHOM / WHEN 19. Do you use a good keyboard technique i.e:-do not bend hands up at your wrist, Do not hit the keys too hard, Do not overstretch your fingers Ask someone to watch you using your keyboard and comment on how you could improve your technique. Regularly stop to re-assess your position and technique Try to develop your touch typing skills 20. Are the characters on the keys easily readable? Keyboards should be kept clean, If characters still can t be read, the keyboard may need replacing Use a keyboard with a matt finish to reduce glare/reflection 21. Is the device suitable for the tasks it is used for and comfortable to use? Mouse and trackball are general purpose devices, there are many varieties available you may need to try a different one Ensure a relaxed arm, straight wrist. Move the mouse using the whole of the arm, not just the wrist Don t leave your hand on the mouse when it s not being used Mouse should be close to the keyboard to prevent overreaching Do not rest all the weight onto your arm 22. Does the mouse run freely over the mouse mat? Check the device is clean Ensure an adequately large and padded mouse mat SOFTWARE 23.Can you comfortably use the software? Ensure you have had appropriate training on any software you may use CCG SOP04 Display Screen Equipment 13 Ensure you know where to get assistance or help from if you experience problems with software

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15 RISK FACTORS TICK POSSIBLE CONTROL MEASURES ACTION REQUIRED YES NO BY WHOM / WHEN FURNITURE 24. Is the work surface large enough for all necessary equipment, papers etc? Create more room by moving items and/or re-arranging the office (ensure that there are no trailing cables that could present a tripping hazard) 25. Can you comfortably reach all the equipment and papers you need to use? Rearrange equipment, papers to bring frequently used things within easy reach A document holder may be needed, positioned to minimise uncomfortable head and eye movements 26. Are surfaces free from glare and reflection? Consider mats or blotters to reduce reflections and glare 27. Is your chair comfortable, stable and have a working: Seat back height and tilt adjustment? The chair may need repairing or replacing if you think it is uncomfortable or cannot use the adjustments Seat height adjustments? Swivel mechanism? Castors or glides? 28. Have you adjusted your chair correctly so that; your forearms are horizontal (i.e. the angle at the elbow is approximately 90 degrees) the small of your back is supported by the chairs lumbar backrest the backrest is in the upright position You should have a straight back, supported by the chair, with relaxed shoulders Adjust the chair height to get your arms in the right position, then consider whether a foot rest is needed and adjust screen height using screen raisers if necessary CCG SOP04 Display Screen Equipment Remove arm rests as these may prevent you getting close enough to the equipment

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17 DSE USER QUESTIONNAIRE. Name: Department: Date of Assessment: Name of Assessor:. Section A Is active use of the DSE more or less continuous throughout the working day, with little or no interruption by other activities? YES NO Section B Is the DSE normally used for continuous spells of an hour or more at a time, daily? YES NO Is fast transfer of information to or from the screen an important requirement of the job YES NO CCG SOP04 Display Screen Equipment 17

18 Are high levels of attention and concentration needed? YES NO Section C Is the individual identified as a User (see section 3.2 of the policy)? YES NO CCG SOP04 Display Screen Equipment 18

19 Eye Test Authorisation Form Name of Employee:. Dept./Workplace: Designation: Preferred Optician:. Cost of eye test: Date of last eye test:.. The above employee has been assessed as eligible for an eye test appointment in accordance with the Trusts policy on the Health and Safety (Display Screen Equipment Regulations 1992). I understand that they will reclaim the cost of the eye test using an expense claim form. The Trust will also reimburse staff up to a maximum of for special corrective appliances providing they are required as a result of DSE use. Signed Line Manager Date. Print name Procedure No. Procedure for Display Screen Equipment Page 19 of 19