Working with Display Screen Equipment (DSE) Policy

Transcription

1 Working with Display Screen Equipment (DSE) Policy Version Author Date Comments Approved by No V1.0 Lynne Sharp First draft To discuss at Health and Safety Sub-Group V Amendments from H&S Group V APPROVED subject to advice from GEM HR on eye test and glasses contributions V Amendments from GEM HR V V Amendment from H&S Group (app 2, page 9) Extension of Review period to two years APPROVED Quality and Risk Committee Ratified at Health and Safety Group Quality and Risk Committee 1

2 Reader information Reference Version Title Authors/Nominated Lead Approval Date Approving Committee Review Date Groups/Staff Consulted Target audience Circulation list Associated documents Superseded documents Sponsoring Director HS002 V2.0 Working with Display Screen Equipment (DSE) Policy Head of Governance and Integration NHS Rushcliffe CCG 3 February 2016 Quality and Risk Committee January 2018 CCG Health and Safety Leads NNE, NW All CCGs Staff All CCGs Staff Health and Safety Policy Nottinghamshire County PCT - DSE Procedure V2.0 Director Quality and Patient Safety 2

3 CONTENTS Page 1.0 Introduction Statement of Intent Definitions DSE Objectives Responsibilities Monitoring & Audit Review Review Reference Documents 7 Appendices Appendix 1 Appendix 2 Health and Safety Executive Display Screen Equipment (DSE) Workstation Checklist Working with DSE Guidance for staff 3

4 1.0 INTRODUCTION 1.1 This policy covers the three south Nottinghamshire CCGs NHS Nottingham North and East, NHS Nottingham West and NHS Rushcliffe CCGs subsequently known as the CCGs. 1.2 Relevant legislation is covered by the Health and Safety (Display Screen Equipment) Regulations 1992 as amended by the Health and Safety (Miscellaneous Amendments) Regulations The Display Screen Equipment Regulations (as amended) require employers to assess and evaluate health and safety risks associated with work on display screen equipment and seek to minimise those risks. Members of staff have the right to information and training on health and safety matters relating to their workstations and to regular rest breaks. Staff classified as regular users are also entitled to vision or sight tests and employees are also eligible for payment towards visual aids to correct vision defects connected with display screen work. 1.4 This policy applies to all CCG staff and also includes temporary staff. 2.0 STATEMENT OF INTENT 2.1 The CCGs recognise their duty of care to ensure, as far as is reasonably practicable, the health, safety and welfare of all employees. To this effect the CCGs will ensure compliance with the Regulations for all employees who are classified as Display Screen (DSE) Users, (see section 3.3). 2.2 The aim of this Policy is to prevent health problems, encourage effective design of equipment, the environment and the job. The CCGs will therefore endeavour to ensure a proactive system for DSE Users Workstation Assessments to identify any risks and to control those risks. 3.0 DEFINTIONS 3.1 What is DSE? DSE are devices or equipment that have an alphanumeric or graphic display screen and includes display screens, laptops, touch screens and other similar devices. 3.2 What are the health risks with DSE? Some workers may experience fatigue, eye strain, upper limb problems and backache from overuse or improper use of DSE. These problems can also be experienced from poorly designed workstations or work environments. The causes may not always be obvious and can be due to a combination of factors. 3.3 Who is a DSE user? The definition of a DSE User is a worker who regularly uses DSE as a significant part of their normal work (daily for continuous periods of an hour or more). 3.4 What is a workstation? A workstation is all the equipment and furniture required for the purpose of the job and includes environmental factors: 4

5 Desk/work surface Computer and accessories (i.e. Mouse, Keyboard, Monitor) Chair Telephone Area around workstation Lighting Temperature Humidity A shared workstation is one used by more than one person If a DSE User is employed to work at home or at other locations away from their main base, the DSE Regulations apply. A DSE self-assessment should be undertaken (as per section 5.2) using information and guidance available to control risks (for example poor posture). Where actions cannot be undertaken by the Line Manager, a more in depth assessment of the user may be required. The CCG s Health and Safety lead should be contacted in the first instance for advice. 4.0 DSE OBJECTIVES The CCGs have identified the following objectives in relation to DSE management: To prevent health problems and to encourage effective design of equipment, the environment and the job To outline the self-assessment process for DSE within the CCGs To detail the role and responsibilities of different staff groups under the procedure To detail the management arrangements for identifying users and for providing special corrective equipment To set out how the compliance and effectiveness of this policy will be monitored 5.0 RESPONSIBILITIES 5.1 Chief Officer The Chief Officer (Accountable Officer) for each CCG accepts overall responsibility for all matters relating to health and safety, security and fire as stated in the CCGs Health and Safety Policy. 5.2 Line Managers Line Managers have responsibility for ensuring full compliance with DSE legislation and any associated legislation. Identify DSE Users as per section 3.3. Ensure that each User completes a DSE Assessment using the HSE Display Screen Equipment (DSE) Workstation Checklist 5

6 Review the findings with the DSE User and take all necessary action to remedy any risks found as a result of the assessment, making a record of significant findings and the controls put in place. The checklist should be signed off by both the staff member and line manager. Set a date for review 1 month post assessment to review effectiveness of controls put in place Retain checklist in personal/hr file and review at annual Performance Review meeting or earlier if circumstances change, for example: Major changes are made to the equipment, furniture, work environment or software Users change workstations The nature of work tasks changes considerably It is thought that the controls in place may be causing other problems Take account of an individual s special needs, such as users with a disability Encourage staff to raise any issues of concern relating to DSE Ensure that staff are promptly referred to Occupational Health as required or where there are specific problems identified that an ergonomic assessment is required Ensure that eye tests are made available to identified users as required and at appropriate intervals Take steps to organise activities to prevent intensive periods of on-screen activity; effectively design work to encourage changes in posture and alternating between screen based or non-screen based tasks Advise staff where to obtain further advice where necessary 5.3 All staff Work places where employees are involved in taking decisions about health and safety are safer and healthier. Staff should ensure that they: Help to identify the risks Make sure that controls are practical Raise concerns in a timely way Commit to working in a healthy way 6.0 MONITORING AND AUDIT This policy will be monitored for compliance and effectiveness at regular intervals by the Health and Safety Sub-Group of the Quality and Risk Committee. Monitoring will include areas such as completed DSE assessments, controls, and eye test requests. 6

7 7.0 REVIEW The Display Screen Equipment (DSE) Policy will be reviewed every two years by the Health and Safety Sub-group and approved by the Quality and Risk Committee. 8.0 REFERENCE DOCUMENTS The following documents have been considered in the production of this policy: Health and Safety (Display Screen Equipment) Regulations 1992 as amended by the Health and Safety (Miscellaneous Amendments) Regulations 2002 CCGs Health and Safety Policy Appendix 1 - Health and Safety Executive Display Screen Equipment (DSE) Workstation Checklist Appendix 2 Working with Display Screen Equipment Guidance for Staff Working with Display Screen Equipment (DSE) A Brief Guide Health and Safety Executive Work with Display Screen Equipment (DSE) Guidance on Regulations Health and Safety Executive Managing Upper Limb Disorders in the Workplace 7

8 Appendix 1 - HSE DSE Checklist 8

9 Working with Display Screen Equipment Guidance for Staff Appendix EYESIGHT TEST For regular users, all agreed costs of a vision or sight test will be met by the CCG provided that the testing has been arranged through the Line Manager and the necessary documentation completed (Annex 1). Where a member of staff obtains a test independently, and without the knowledge of his/her Manager then the employer will not be responsible for the costs incurred. Regular user status must be established and documented prior to any vision or sight test being undertaken. All sight tests are required to be carried out by a registered Optometrist/Ophthalmologist the cost of such test will be met by the CCGs; Where it is confirmed in writing by the appointed optician that visual aids are necessary for the use of display screen equipment, the CCGs will pay towards the cost of providing special corrective appliances (normally spectacles). The CCGs will pay for: The cost of the sight test (up to 20) The cost of the standard lenses, as per NHS Prescription charges, where required for correction when working specifically with display screen equipment (cost of additional lens features will be borne by the employee); and the cost of a standard frame as per NHS Prescription charges (the additional expense of something more fashionable will be borne by the employee) (together up to 55) The employee will be permitted leave to attend the sight test with least disruption to service delivery. Evidence of the purchase must be produced and a receipt must accompany the member of staff s claim for reimbursement. Employees must provide a quote for the standard costs where they have purchased additional features. The Regulations indicate that the maximum period between vision and/or sight tests should be at regular intervals. The CCGs approach will be to be guided by Occupational Health and/or opticians, the aim being to ensure that tests are carried out as and when appropriate. Where a member of staff is transferred to a job including regular use of display screen equipment he/she will also be offered the opportunity for a vision or sight test on induction. This also applies where display screen equipment has become a significant part of the work for a member of staff not previously considered a regular user. The member of staff will be personally responsible for the safekeeping of all special corrective appliances. These are supplied in accordance with a statutory requirement in the interest of health and safety. Members of staff are expected to show the same degree of care for glasses as for any other item of the CCGs property 2.0 EQUIPMENT Many of the health problems associated with using DSE such as pains in the arms, shoulders or neck are attributed to poor machine or workstation design. Display screens and equipment that are used with them should be adaptable to individual needs, e.g. detachable keyboards, tilt/swivel facilities, chairs with variable height and back support. Members of staff are therefore encouraged to make appropriate adjustments before commencing work. Machines should be serviced regularly to ensure that a clear and stable image is maintained, as drifting or flickering can lead to eyestrain or headaches. 9

10 All faults with equipment must be reported to the Helpdesk or Line Managers as appropriate 3.0 LIGHTING Inappropriate or inadequate lighting can lead to headaches and eye problems. Direct glare from windows or lights or reflections on the display screen can be a particular problem and should be eliminated or minimised by using curtains or blinds. Reflected glare can also be minimised by choosing equipment with features such as matt keyboard surrounds. When positioning equipment, the light sources within a room (both natural and artificial) should be taken into account and adjustments should be made accordingly. 4.0 VENTILATION AND HUMIDITY Where a number of DSEs are in operation within a work area, a certain amount of heat may be generated and attention should be given to humidity and ventilation in order to avoid drowsiness and soreness or dryness of eyes. 5.0 NOISE Ideally DSE s should be almost silent. If this is not the case, employers may wish to refer the matter to the manufacturers, via the Helpdesk, for investigation. Where possible, printers should be sited away from DSE operators or should be adequately soundproofed. 6.0 BREAKS AWAY FROM THE DISPLAY SCREEN EQUIPMENT The purpose of a break from display screen equipment is to prevent the onset of fatigue. The CCGs will seek to incorporate changes of activity in the working day and users of display screens are encouraged through the planning of their activities to make opportunities to take breaks to perform alternative tasks. There is no prescribed frequency or duration of breaks from display screen work. Wherever possible, employees will be given the discretion to decide the timing and extent of off screen tasks. Fixed breaks should be avoided unless there is no alternative, as they reduce flexibility for both employers and employee. 7.0 EYE AND EYESIGHT EFFECTS Medical evidence shows that using screen equipment is not associated with damage to eyes or eyesight; nor does it make existing defects worse. But some workers may experience temporary visual fatigue, leading to a range of symptoms such as impaired visual performance, red or sore eyes and headaches, or the adoption of awkward posture which can cause further discomfort in the limbs. These may be caused by:- staying in the same position and concentrating for a long time; poor positioning of the display screen equipment; poor legibility of the screen or source documents; poor lighting, including glare and reflections; drifting or flickering images on screen. Like other visually demanding tasks, VDU work does not cause eye damage but it may make workers with pre-existing vision defects more aware of them. Such uncorrected defects can make work with a display screen more tiring or stressful than would otherwise be the case. 8.0 PHOTOSENSITIVE EPILEPSY DSE work does not cause epilepsy and a person suffering from this complaint should not be 10

11 prevented from undertaking DSE work. However, one type of epilepsy photosensitive epilepsy can make the sufferer susceptible to flickering lights or striped patterns. It is relatively rare, however, is very unlikely that someone of employable age would be unaware of the problem. Advice can be sought from Occupational Health if required. 9.0 SKIN COMPLAINTS There have been some reports of DSE users suffering from skin irritation or redness. Such problems may be due to the electrostatic field generated by the DSE and/or dry atmosphere. Filters, anti-static carpeting and humidity adjustments may alleviate any difficulties. In some cases, such symptoms may of course be quite unconnected with DSE work and a visit to Occupational Health or General Practitioner is advisable if problems persist MUSCULOSKELETAL PROBLEMS Where DSE operators complain of discomfort in the neck, shoulders or arms, adjustments to their workstation, environment, work pattern, posture or technique will usually provide the answer. It is likely that a combination of factors are may contribute to such discomfort. Prolonged static posture of the back, neck and head are known to cause musculoskeletal problems. Awkward positioning of the hands and wrist (e.g., as result of poor working technique or inappropriate work height) are further likely factors. Outbreaks of soft tissue disorders among keyboard workers have often been associated with high workloads combined with tight deadlines. The research does suggest that for a number of people, these problems can develop into a chronic and persistent condition. Such conditions have until recently fallen under the general heading of Repetitive Strain Injury (RSI) and involve recurrent or persistent pain, disability or loss of function in any part of the body, but mainly in the upper limbs and neck. They are now more commonly known as Work Related Upper Limb Disorders (WRULDS). Any member of staff experiencing persistent problems in this area should report them to their manager and consult with their occupational health department and General Practitioner for a proper diagnosis and advice. Good equipment and workstation design, linked with training in the health and safety aspects of working with DSE should help to prevent these problems RADIATION AND PREGNANCY Scientific research has concluded that there is no risk from radiation emitted by DSE. There is no evidence to suggest that it causes miscarriages, and pregnant women should therefore be advised accordingly and encouraged to continue working with DSE. However, it is clear that a pregnant woman should avoid anxiety and stress and so members of staff who are concerned about adverse reports should be given the opportunity to discuss the matter with a suitably qualified person. A risk assessment must still be undertaken as pregnancy may affect posture for example. 11

12 Annex 1 Standard referral letter for eye and eyesight test (for employees working with display screen equipment) Name of user: Home address:.. Payroll.. Number: Job Title:.. Department:. Part A (To be completed by the manager) I confirm that the above named member of staff if classified as a user of display screen equipment, in accordance with the Health and Safety (Display Screen Equipment) Regulations 1992, and is therefore entitled to an eye and eyesight test. Signed: Date:. Print Name: Designation:.. Part B (To be completed by the user) I confirm that I have been advised of my entitlement to an eyesight test and that I have read and understood the CCG s display screen equipment policy and guidelines. I understand that the CCG will only be liable for the costs of an eye and eyesight test if I follow the procedure in these guidelines and the CCG will only be liable for the basic cost of any corrective appliances required specifically for display screen work. I undertake to pay the costs of a sight test and the costs of special corrective appliances and to claim reimbursement (subject to the maximum amounts determined by the CCG) by the submission of this form (fully completed) and receipts. 12

13 I consent to the information requested below being forwarded to my manager. Signed:.Date:.. PART C - Report of full sight test (To be completed by the optician) I am conversant with the Statement of Good practice of the British College of Optometrists and that the purpose of the eye test is to determine if this user had any defect of sight requiring correction when working specifically with display screen equipment. Date of full sight test:.. Cost of Test.. This user Does / Does not* have a defect in sight which requires correction when working only with display screen equipment. My additional recommendations are as follows: I confirm that this employee requires specific corrective spectacles (see below) in order to work with display screen work? YES / NO* If yes please specify: Details:.. Cost of basic appliance:... Next sight test recommended:. Signed:.. Date:.. G.O.C. Number:.... *Please delete as appropriate 13

14 Optometrist s Responsibility The purpose of the examination is to increase comfort and accuracy when using a display screen and covers all aspects of workstation use. The optometrist requires some detail of the workstation design, lighting, ventilation, work routine and training. All these can affect symptoms and in undertaking an eye examination the optometrist will keep in mind the other requirements of the DSE Regulations. The user should provide workstation measurements such as the distance at which the screen is viewed, the distance of the keyboard and that of any written or printed papers used at the workstation. These should be measured in each case. Documents supplied which specify pre-printed rather than individual measurements for that workstation are not adequate. The examination will include the provisions of the Sight Test as defined by the Opticians Act 1989, but will be extended to take into account the needs of the individual user in relation to the DSE Regulations. To ensure that all the requirements of the DSE Regulations are satisfied, the optometrist should know, at the outset, that he/she is conducting an examination under the DSE Regulations. The employer should not try to make arrangements retrospectively. Adequate time should be allowed by the optometrist for the discussion of problems and methods of alleviating them. The extra time needed will probably be reflected in the fee charged for this work. An examination carried out without reference to DSE will probably not record sufficient detail for subsequent advice relating to DSE work. Additional charges should be expected for detailed reports. Such reports cannot be given without the consent of the employee. The findings of the eye examination remain confidential even when paid for by the employer, unless the employee specifically gives permission for this information to be divulged. It is preferable for the employee to choose the examining optometrist rather than have a practitioner pre-selected by an employer. This has the advantage of permitting continuity of eye care and maintaining the confidence of the user. Such arrangements fit well into the requirements of the Display Screen Regulations. Employers should be wary of selecting an optometrist purely on the basis of the lowest fee being charged, as an examination carried out without reference to DSE will probably not record sufficient detail for subsequent advice relating to DSE work. It needs to be emphasised that failure to meet the recommended visual standards does not constitute an automatic debarment to continue with DSE or VDU work. In a minority of cases specific spectacles are required. The employer pays for such basic appliances, but should not be expected to pay for any fashion element. It is very rare for a first correction or replacement near vision spectacle to be required solely for display screen use. In some countries specific need is more broadly interpreted as a a major use of the spectacles. The Health and Safety Executive, in consultation with the major optometry bodies, has taken the view that specific is based upon correcting the screen range with possible additional help for closer or further objects as appropriate. 14

15 In order to be appropriate for the work undertaken, it may be necessary to prescribe spectacles in multifocal form for some older users. These will normally incorporate an intermediate (screen distance) upper lens together with a reading section. Often these spectacles will be inappropriate for use other than with display screens. If the work includes visual tasks at distances away from the workstation, trifocals or varifocals may be necessary to achieve these tasks. A tinted lens would not normally be prescribed in spectacles specifically for VDU use, unless this tint is clinically necessary and also incorporated in the person s normal spectacles. However many employers schemes offer to pay sufficient to cover the cost of single vision lenses only, e.g. to pay for a proportion of the total cost involved. Such schemes are likely to fall short of the Regulations and the employer cannot be absolved from the obligation to provide for more costly lenses, should the optometrist consider them a necessity. Even if the paper work is in copy-holders at screen distance, the lighting requirements for screen and paper work differ widely and may not be resolved satisfactorily with single vision lenses. Most VDU users do not need specific spectacle correction for workstation use. The eye examination offers the opportunity to advise how the user can increase comfort. The person s own spectacles will normally cope satisfactorily with the work until the user is well into middle age. Where a younger person requires a specific correction it is not unreasonable for the employer to expect the prescribing optometrist to state the reasons. ( July 2003) PART D - Claim for reimbursement (To be completed by the user and manager) I claim reimbursement of the following amounts (as detailed in Part D), subject to the maximum amounts determined by the CCG. Cost of Test: Cost of Basic Appliance: I attach receipt(s) as proof of payment. Signed: (User) Date: Signed:. (Manager) Date:. Print name and title.. 15