Display Screen Equipment (DSE) Eye Care Voucher Scheme Reference Number:

Transcription

1 This is an official Northern Trust policy and should not be edited in any way Display Screen Equipment (DSE) Eye Care Voucher Scheme Reference Number: NHSCT/08/48 Target audience: All staff who use Display Screen Equipment (DSE) and their managers. Sources of advice in relation to this document: Craig Green, Health & Safety Advisor Alex Lynch, Corporate Risk Manager Replaces (if appropriate): Legacy Homefirst Procedure Type of Document: Trust Wide Approved by: Northern Trust Senior Management Team Date Approved: 3 June 2008 Date Issued by Policy Unit: 31 July 2008 (Mandatory policy content added Apr 11 at review stage) NHSCT Mission Statement To provide for all, the quality of service we expect for our families, and ourselves.

2 Procedure for the Management of the Display Screen Equipment (DSE) Eye Care Voucher Scheme Dr P Flanagan Director of Medical and Governance Version 1 June

3 Target Audience All staff who use Display Screen Equipment (DSE) and their managers. Introduction The Trust recognises its duties and accepts its responsibilities for the health, safety and welfare of its employees and of other people who may be effected by Trust activities so far as reasonably practicable. Purpose and scope In the discharge of those duties and responsibilities as determined by the Health and Safety (Display Screen Equipment) Regulations (NI) 1992 this procedure describes the arrangements by which the Trust will make available eye sight tests for members of its staff identified as being Display Screen Equipment (DSE) users. Those staff also being entitled to corrective appliances where, after eyesight testing, it has been confirmed that they are specifically required to enable them to use DSE in the course of their employment with the Trust. Those members of staff who already wear corrective lenses and who are identified as requiring further corrective lenses specifically for using DSE will also be entitled to their provision. These arrangements are diagrammatically displayed at Annexes A and B. Objectives As well as detailing responsibilities this procedure is intended to demonstrate the Trust s commitment to ensuring the health, safety and welfare of its employees through the provision of free eye care for DSE users. Identification of staff who are entitled to an eyesight test DSE is any alphanumeric or graphic display screen, regardless of the display process involved. Whilst the vast majority of DSE in use within the Trust is IT equipment, graphic display screens can be found in other areas of the Trust such as X-Ray Departments. s are responsible for identifying those members of staff who are entitled to an eyesight test at the Trust s expense. Only staff designated as DSE users are entitled to eyesight testing at the Trust s expense; a DSE user being a person who fulfils most or all of the following criteria: uses DSE for continuous spells of an hour or more at a time; uses DSE in this way more or less daily; depends on the use of DSE to do their job as alternative means are not readily available for achieving the same results; has no discretion as to the use or non-use of the DSE; needs significant training and/or particular skills in the use of DSE to do their job; fast transfer of information between the user and the screen is an important requirement of their job; and the performance requirements of the system demand high levels of attention and concentration by the user, for example, where the consequences of error may be critical. Temporary, including agency, staff who meet the requirements as detailed above will be entitled to eyesight testing if it is expected that their employment with the Trust will exceed 3 months. 2

4 Request for eyesight test voucher and subsequent management action When a member of staff has been identified by their as requiring, and entitled to, an eyesight test, the will request a voucher from the Finance Department by ensuring that Part A of the form (sample attached) at Annex C is completed. A record of the request will be maintained by the. When completing the Request Form the member of staff must select from one of two options described below. Following receipt of the voucher from the Finance Department it will be issued to the member of staff. s must ensure that Part B of the request form is completed and returned to the Finance Department. A copy of the request form will be maintained as a record by the. All staff, irrespective of whether they need corrective lenses, must return their certificate of recommendation (Option 1) or used voucher (Option 2) to their Line manager once their eye test is completed. The opticians recommended date for retest should be noted at this time. Option 1 Accor Services By choosing Option 1 the member of staff can exchange their voucher for a free eye test at almost any Opticians in Northern Ireland. When the eyesight test has been completed the member of staff will be issued with two copies of the certificate of recommendation, one of which is to be forwarded to his/her and the recommended date for retest noted. If the certificate of recommendation indicates that corrective spectacles are required specifically for DSE use or there has been a change to the DSE part of the prescription, the second copy of the certificate is to be forwarded to the Finance Department. The member of staff will then be issued with a voucher which can be exchanged for a pair of glasses. Option 2 Specsavers Opticians By choosing Option 2 the member of staff can exchange their voucher for a free eye test at Specsavers Opticians only. However, members of staff choosing this option will automatically receive Premium Club membership entitling them to 20 off a pair of glasses from the 99 or above range. In addition, they will automatically receive three further Premium Club vouchers which can be used by family members. If following an eye test the member of staff requires corrective lenses specifically for DSE use they will receive their glasses without having to return any paperwork to the Finance Department. Information for staff a DSE user may request consideration for an eyesight test; once an application is processed, staff will not be allowed change the option which has been chosen; a voucher must be obtained before attending the Optician s for an eyesight test, reimbursements will not be given to staff attending their Optician without a voucher; the voucher will act as full repayment for the eyesight test; the voucher is to be used before the indicated expiry date; the top copy of the certificate of recommendation following an eyesight test is to be forwarded to the ; 3

5 the monetary value of the voucher can be added to by the member of staff in order to purchase a pair of spectacles that are not in the range provided under this scheme; and there is no entitlement to a further free eyesight test within two years unless otherwise stated on the certificate of recommendation. Finance Department responsibilities and procedures The Special Payments Section of the Finance Department is responsible for holding a stock of vouchers for both eye sight tests and corrective lenses. The section will order new vouchers from the supplier as and when required and will be responsible for accounting for all vouchers, which will necessitate the use of a Voucher Stock Record Sheet. All vouchers and the Voucher Stock Record Sheet must be securely stored in a locked safe at all times. The Special Payments Section will issue vouchers as follows: Eye Test Vouchers Upon the receipt from an employee s of written authority to issue a voucher. This authorisation must include the employee s name and staff number, and be signed by the Line Manager. Spectacle Vouchers Upon receipt of a copy of a Certificate of Recommendation following an eye test in accordance with option 1. The Special Payments Section will record the employee s name and staff number and type of voucher issued on a monthly record sheet. At end of each month the Special Payments Section will charge issued vouchers to relevant cost centres using a journal schedule. Copies of s Certificates of Recommendation should be used as supporting documentation for this journal. Equality, Human Rights and DDA This policy has been drawn up and reviewed in the light of Section 75 of the Northern Ireland Act (1998) which requires the Trust to have due regard to the need to promote equality of opportunity. It has been screened to identify any adverse impact on the 9 equality categories and no significant differential impacts were identified, therefore, an Equality Impact Assessment is not required. Alternative formats This document can be made available on request on disc, larger font, Braille, audio-cassette and in other minority languages to meet the needs of those who are not fluent in English. Sources of Advice in relation to this document The Policy Author, responsible Assistant Director or Director as detailed on the policy title page should be contacted with regard to any queries on the content of this policy. 4

6 DSE Eyesight Testing Flowchart (Option 1 Accor Services) Annex A Trust YES employee requests eyesight test Employee meets criteria of a DSE user? YES requests voucher from Special Payments Section, Finance Dept using request form Record of request maintained NO Request rejected by Request processed and voucher and request form to be forwarded to making the request Record of voucher issue recorded Voucher issued to individual along with Part B of request form Record maintained by Eyesight test completed. Certificate of recommendation to be forwarded to Line Manager No further action. Record only NO Certificate indicates need for corrective spectacles? YES Certificate forwarded to Special Payments Section, Finance Dept for issue of corrective spectacles voucher to individual Records maintained by and Finance Dept Voucher exchanged for spectacles In the event of a query or dispute the Health and Safety Advisor is to be contacted. 5

7 Annex B DSE Eyesight Testing Flowchart (Option 2 Specsavers Opticians) Trust YES employee requests eyesight test Employee meets criteria of a DSE user? YES requests voucher from Special Payments Section, Finance Dept using request form Record of request maintained NO Request rejected by Request processed and voucher and request form to be forwarded to making the request Record of voucher issue recorded Voucher issued to individual along with Part B of request form Record maintained by Eyesight test completed. Voucher to be returned to Line Manager Record maintained by Where corrective lenses are required specifically for DSE use they will be issued by the Optician In the event of a query or dispute the Health and Safety Advisor is to be contacted. 6

8 Display Screen Equipment (DSE) Eyesight Testing Request Form Part A to be completed by and user. I confirm that: Name. Department Staff number... Option1(Accor) Option2(Specsavers) (please tick as appropriate) Annex C has requested and is entitled to a DSE eyesight test as required under the terms of the Trust Display Screen Equipment Policy: Manager s name. Department Manager s workbase address Contact telephone number.. Signature.. Cost Centre Date... Part B to be completed by member of staff on receipt of voucher. I confirm that I: Name... Department. Signature. Date.. Voucher expiry date.. have received a voucher entitling me to a DSE eyesight test and agree to return a copy of the optician s certificate of recommendation to my. To: Special Payments Section Finance Department Northern Health and Social Care Trust Braid Valley Hospital Site Cushendall Road Ballymena 7