DISPLAY SCREEN ASSESSMENT POLICY SEPTEMBER This policy supersedes all previous policies for Display Screen Assessment

Transcription

1 DISPLAY SCREEN ASSESSMENT POLICY SEPTEMBER 2015 This policy supersedes all previous policies for Display Screen Assessment

2 Policy title Display Screen Equipment Policy (DSE) Policy reference EF05 (Previously RM17) Policy category Estates and Facilities Relevant to Health and Safety Date published September 2015 Implementation September 2015 date Date last July 2015 reviewed Next review August 2017 date Policy lead Gilly Ede, Health and Safety Manager Contact details Telephone: Accountable director Approved by (Group): Approved by (Committee): Document history Membership of the policy development/ review team Consultation David Wragg, Director of Finance Health, Safety and Fire Committee 9 th June 2015 Audit and Risk Committee 29 th July 2015 Date Version Summary of amendments April Out for consultation Septemb Approval by Audit and Risk Committee and 2 er 2012 Approved June Review and minor changes approved through the HSF Committee January Change in supplier of optical services, to be approved by the March HSF Committee June Introduction of a policy statement at the request of the Audit and Risk Committee. Wellbeing & Benefits Manager Occupational Health Adviser Finance Manager Phil Wisson, Associate Director of Estates and Facilities Health, Safety and Fire Committee DO NOT AMEND THIS DOCUMENT Further copies of this document can be found on the Foundation Trust intranet. I DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

3 Contents Page 1 Introduction 1 2 Aims and Objectives 1 3 Scope of the policy 1 4 Responsibilities 1 5 Definitions 2 6 The DSE User Risk Assessment 4 7 The Work Station 5 8 Operational Requirements 7 9 Health Monitoring 7 10 Dissemination and implementation arrangements 8 11 Training requirements 8 12 Monitoring and audit arrangements 9 13 Review of the policy References Appendices 11 Appendix 1: Appendix 2: Appendix 3: Appendix 4: Appendix 5: Appendix 6: Equality Impact Assessment DSE Users Risk Assessment Eyesight test Procedure (tests/glasses/lenses) DSE Process flow chart Optometrist Report Letter and Report DSE General Information II DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

4 1. Introduction Policy Statement The purpose of this policy is to ensure that the Camden and Islington NHS Foundation Trust meets the requirements of the Display Screen Regulations 1992, (as amended in 2002) (DSE Regs). The purpose of this policy is to minimise the risk to the health and safety of employee and others who regularly use DSE equipment in under taking their work activities. This policy will clearly state how that purpose is met and managed within the Trust and applies to all workplaces and location from where the Trust operates. It does not apply to hand held technological or portable devices. Background Work with computers is generally regarded as being safe. However, in the wrong circumstances, problems such as upper limb disorders, visual fatigue and mental stress can arise. The Health & Safety (Display Screen Equipment) Regulations 1992 were passed to prevent such problems. These Regulations were amended in This policy is based on the guidance produced by the Health & Safety Executive about the regulations. The requirements of the Regulations apply not only to workstations within the workplace but will also apply to employees who are expected to work in other areas and includes staff working from home using display screen equipment.. 2. Aims, objectives and policy statement This Policy describes the means by which the Trust will comply with the Display Screen Equipment Regulations 1992 and provides advice as to the standards to be applied. The objective of the policy is to set out a management system to reduce the risks of occupational injury resulting from continuous use of display screen equipment (DSE). 3. Scope of the policy This policy will apply to all areas of the Trust were work activities are undertaken. 4. Responsibilities 4.1 Chief Executive The Chief Executive will have overall responsible for the implementation of this policy and procedure, and in turn this responsibility is delegated to the Associated Directors and Team Managers of the Trust. 4.2 The Trust Board The Trust Board, as an employer are ultimately responsibility for fulfilling all duties assigned to them in current UK Health and Safety legislation and will be responsible for the successful implementation of this policy. All staff however have a responsibility in line with their job role 1 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

5 and their Health and Safety responsibilities. to take suitable steps to protect themselves from harm. 4.2 Associated Directors and Team managers Associate Directors and Team Managers are responsible for: Ensuring that the hazards of DSE use are explained during the local induction programme. Ensuring that all DSE Users complete a DSE User Risk Assessment (refer appendix 1) at commencement and if any substantial changes occur in the environment (move) or type of work being undertaken, To provide/action the control measures as identified as necessary as a result of the DSE Users Risk Assessment (refer appendix 1) To authorise the costs for DSE User basic eyesight tests and basic corrective glasses (please refer to Appendix 2) if requested 4.3 The Health and Safety Manager The Health and Safety Manager will provide professional guidance and assistance to the Foundation Trust in relation to DSE standards and practice. 4.4 The Occupational Health Staff The Occupational Health Provider will provide professional guidance and assistance to the Foundation Trust relation to DSE standards and practice 4.5 External Health and Safety Consultants If the Health and Safety Manager or/and Occupational Health Staff decide that it is required, the external Health and Safety Consultants will be engaged by the Health and Safety Manager to complete a more in-depth work station assessment report. The costing associated with actions from the report will be met by the service line concerned. 4.6 All Staff All staff will adhere to their responsibilities in line with this Policy and will undertake their work in accordance with any training and instruction provided by the Trust. They will directly inform their team manager of any concerns they have regarding the use of DSE. All staff have a duty to use the DSE equipment provided in a correct and proper manor, this includes sitting in the chair in the correct seating position (refer to appendix 5 for guidance). 5. Definitions 5.1 Display Screen Equipment (DSE) The regulations define display screen equipment as: Any alphanumeric or graphic display screen, regardless of the display screen process involved. This definition includes the conventional cathode ray screens, flat screens and microfiche readers. It also includes the immediate work environment round the DSE Workstation: This includes the conventional computer (processor unit, screen, keyboard and mouse), printer, telephone, document holder and any other attachments to the computer, desk or work surface, chair and any other peripheral equipment or furniture. 2 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

6 The Regulations do not cover the following items: Display screen equipment on board a means of transport. Display screen mainly intended for public use. Portable systems not in prolonged use, (portable computers such as laptops would be covered if used as a normal work computer but mobile phones, tablets, hand held organisers and personal digital equipment are unlikely to be covered). 5.2 DSE User DSE Regulations defines a user as an employee who routinely uses DSE as a significant part of their normal work. An employee will generally be classified as a user if accumulated usage is in excess of two hours per day with one hour being continuous use. In addition, most or all of the following would apply: They depend on the use of DSE to do their job as alternative means are not readily available for achieving the same results They have no discretion as to whether they use DES equipment They need significant training and/or particular skills in the use of DSE to do their job The fast transfer of information between the User and the screen is an important requirement of the job The performance requirement of the system demands high levels of attention and concentration by the User, e.g. where the consequence of error may be critical Service users engaged in Foundation Trust work, who regularly use DSE equipment supplied by the Trust will be considered as users. Staff who only use DSE for very short periods i.e. to access electronic mail ARE USUALLY NOT USERS and should not require an assessment. 5.3 Workstation DSE Regulations defines a Workstation as an assembly comprising: DSE equipment with or without a keyboard, software or input device Any optional accessories such as a screen Disk drive, telephone, modem, printer, document holder, work chair, work desk, work surface The immediate working environment 3 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

7 5.4 DSE Risk Assessment The risk assessment form should be carried out by the DSE user. The form has been designed as a series of / responses with guidance as to resolution of issues, further assistance available from specialist. The risks associated with DSE use are included in the DSE Risk Assessment checklist (see appendix 1) and follow the HSE five steps to risk assessment process. 5.5 Rest Breaks Identify who is at risk. Anyone identified as a DSE User should have a risk assessment of their DSE and workstation carried out. Assess control measures. Include procedural control measures i.e. planning of work activities, as well as introducing physical measures i.e. wrist rests. Implement additional control measures if required Document the risk assessment. Record assessment on DSE User Risk Assessment (appendix 1) and follow up memo to manager with recommendations. Review the risk assessment. Agree with the user at the time of the initial assessment a date to review the assessment. The assessment must be reviewed if additional control measures are to be implemented. The purpose of a break from DSE work is to prevent the onset of fatigue. To achieve this objective, the Trust will seek to incorporate changes of activity into the working day, for example printing, filing, taking items to the post points. Under the regulations there is no prescribed duration for a break from DSE work but guidance that more frequent short breaks away from DSE work (say 5 to 10 minutes every hour) are better than longer breaks (say 15 minutes every two hours). Where possible users will be given the discretion to decide the timing and extent of non DSE work breaks. Any employee who believes that their DSE workload does not permit adequate breaks should bring this to the attention of their Manager. 5.6 Eye Tests procedure (tests/glasses/contract lenses) By law, a user is entitled to request an eyesight test at the expense of their employer. The test is not the normal optical test that is undertaken in the opticians. The DSE test considers existing visual issues that may be made worse by the use of DSE. For example focusing on the screen for long a period, may cause existing eyestrain to become exasperated. In these circumstances the user may also be entitled to assistance towards the cost of spectacles/lenses for work with DSE. Refer to Eye Testing procedure Appendix 2 for details. The test should be repeated every two years if the symptoms continue. Specsavers the chemist have been nominated as the Trust option for the provision of eye test for staff. 6. DSE User Risk Assessment The assessment of risks associated with workplace hazards is now an accepted concept and managers must ensure that a risk assessment is carried out for all DSE users (refer to the definition of a DSE user above). The analysis should be done before problems arise and should examine the working environment, the job and each individual user. This is a simple process which initially involves the completion of a DSE User Risk Assessment (appendix 1) by the member of staff, which is used to identify if changes are required to the workstation, the activity or if further training is necessary. Assessments should be reviewed by managers with the required training (who have completed the one-day Health and Safety training course for managers). The manager will then take forward the actions from the DSE user 4 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

8 assessment with the staff member concerned. Where risks associated with DSE use are identified, appropriate controls should be adopted to ensure optimum health, safety and comfort for affected staff. For more complex DSE assessments, the Health and Safety Manager may access the Trust s Health and Safety Advisers. Managers should ensure that the DSE assessment has been completed before they make a request to the Occupational Health team or to the Health and Safety Manager to access this service. 7. The workstation The workstation is defined as an area, such as that in an office, outfitted with equipment and furnishings for one worker to under take work related activities and usually includes a computer. The workstation normally consists of the following components: chair, desk, computer (hard drive), screen and personal storage unit such as a pedestal. Other consumables may include keyboard, mouse, wrist rest, mouse rests, foot stall, document holder, printer and personal light. 7.1 The Chair The main emphasis in seating design should be on spinal support and seating comfort. Every chair should have the following functions: the seat pan must have height adjustment the backrest should adjust up and down independent of the seat pan the chair should have an option of a forward pelvic tilt the seat depth should support hip to knee with approximately a fist depth between the edge of the chair and the back of the chair If required, the armrests (optional) must not interfere with the work surface or the seating position at the desk. When selecting a suitable chair for a DSE user, the person s physical characteristics must be taken in to account. Any person who is greater than 6 2 tall will probably require a chair with a larger back and seat pan, please seek advice from the Health and Safety Manager on the selection of a suitable chair Any person who is smaller than 5 2 may require a footstool to be able to sit comfortably at the desk as their feet will need additional support. A chair suitable for some one with a smaller frame may also be required. In order to support the user, the staff member must sit in the chair back and seat pan correctly as detailed in appendix 5. Poor seating practises include: Sitting on one leg crossed under the other in the seat pan Leaning out of the chair back pan Sloped/slumped down in to the chair back and seat pan Sitting with the chair lower than the desk surface so that the user is reaching upwards. 7.2 The Desk The work desk should have a suitable and sufficiently working surface for the work being conducted. It should allow a flexible arrangement of the screen, keyboard, documents and related equipment. It Any person who is greater than 6 2 tall will probably require a desk that offers a higher level work surface than a normal desk, please seek advice from the Health and Safety Manager on the selection of a suitable desk in such circumstances.. 5 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

9 7.3 The Computer The unit provided should be suitable for the work being undertaken. If a laptop is provided, the DSE users should be given the option of additional consumables to enhance ease of use such as a docking station, screen, mouse and keyboard. Currently the DSE legislation does not cover the use of tablets, notebooks or any mobile equipment such as Blackberry s and iphones 7.4 The Display Screen (Visual display unit) Each screen should be: adequately tested and guaranteed by the manufacturer to ensure it complies with the relevant regulations in force; provided with contrast and brightness controls to avoid the problems of tired eyes and eyestrain; have an adjustable screen with the capacity to swivel and tilt; have non reflective surfaces have easily read characters on the screen with no flicker of screen characters; is regularly cleaned in the manner and frequency recommended by the supplier/manufacturer. 7.5 Personal Storage The unit provided should be suitable and sufficient for the work being undertaken and preferably secure. It is reasonable for persons to share larger units such as filing cabinets. 7.6 The Environment Some elements in the workstation environment are regulated by legislation: Room Dimensions and Space Each person must be provided with 11 cubic metres of space in a workroom. Examples would be a room; Metric: 2.4 metres high of dimensions 2.0 x 2.3 metres (11 M3) or 3.0 metres high of dimensions 2.0 x 1.85 metres (11 M3). Imperial: 7 11 high of dimensions 6 7 x 7 6 (49 square feet on the floor) 9 10 high of dimensions 6 7 x 6 1 (40 square feet on the floor) Lighting A normal office-working environment should be lit to 300 to 500 lux (a lux is a unit of light). Lighting levels in any area where DSE work is being undertaken should not be less than 300 Lux. Overhead lighting units should be fitted with reflectors to distribute light evenly. A suitable personal lighting unit may be introduced should an individual feel that additional lighting is required. Work involving lots of detailed analysis may also require a higher working light limit. 6 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

10 7.6.3 Ventilation Effective and suitable provision shall be made for ventilation to all enclosed workrooms, please refer to the Health and Safety manager for advice. It is acceptable for ventilation to be provided by an externally opening window in to a room Temperature A temperature of 16 C must be maintained at all times in a workroom, unless severe physical effort is undertaken, when a temperature of 13 C can be maintained. Temperatures must be reasonable but there is no statutory maximum temperature. Reasonable has not been defined by legislation but consideration is to be given to the room design and sources of heat and providing thermal comfort. The general working environment may be improved by: Keeping background noise levels to the minimum reasonably achievable Introducing living house plants, electronic equipment can be a source of dry heat and because plants help to increase humidity they reduce the risk of sore eyes Direct daylight can also make reading a display very uncomfortable and should be controlled by blinds or curtains. (NB there is no requirement to provide natural light for each workstation) Avoiding white and other very light shades on surrounding wall surfaces. 7.5 Consumables The DSE user may also require other consumable items for their personal comfort requirements. These should be purchased from the stationary catalogue from the local team budget. 8. Operational Requirements Human performance and reduction in occupation disorders is not only related to the physical environment. The job or task design and management of staff are just as important. DSE tasks should be motivating and satisfying for users. They should provide variety in the activities and skills used, and allow a degree of individual control over the work pace and ensure that the task forms an understandable part of the Trust s work. 8.1 Rest breaks Long periods of intense and continuous work should be avoided and planned so that there are regular breaks or changes of activity. Work must be planned so that users may ensure that they rest from DSE work for at least five minutes in every hour; by answering the phone, filing, or printing etc. On no occasion should users work continuously at a DSE for more than two hours at a time. 9. Health Monitoring Since the use of computers has become commonplace in the workplace various queries and concerns relating to user health have been raised. The types of problems that are most commonly identified usually fall into four classes: 7 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

11 Postural problems these can be overcome by adjustment in DSE and chair. Instruction on the correct seating posture may also help (refer to appendix 5). Visual problems These often can be overcome by provision of blinds or repositioning of the screen. Occasionally these problems are a bit more complex requiring an eye test and possibly corrective glasses/lenses. The procedure for eye testing and the procurement of spectacles can be found at appendix 4. Fatigue and stress these are often associated with time pressures and not taking necessary rest breaks. Upper Limb Disorders (ULD) including Repetitive Strain Injurys (RSI) These are associated with repetition of the task and not taking necessary rest breaks. Some users may get aches and pains in their hands, wrists, arms, neck, shoulders or back, especially after long periods of uninterrupted VDU work. Repetitive strain injury (RSI) has become a popular term for these aches, pains and disorders, but can be misleading - it means different things to different people. A better medical name for this whole group of conditions is upper limb disorders (ULD). Usually these disorders do not last, but in a few cases they may become persistent or even disabling. If they continue, please refer to the Occupational Health team for assistance. 10. Dissemination and implementation arrangements This document will be circulated to all managers in the Trust and to all managers based in other Trusts who have responsibilities for aspects of this procedure under service level agreements. All managers will be required to cascade the information to members of their teams. The policy will be available on the intranet to all staff. Associate Directors and team managers must ensure that all staff are briefed on its contents and on what it means for them. This document will also be made available to other stakeholders and to service users or members of the public on request. 11. Training requirements Staff must be informed of the potential risk associated with the continuous use of DSE. Local training by managers must cover the following: Completing the DSE assessment form Use of equipment e.g. document holders, brightness controls How to adapt the workstation to suit individual characteristics e.g. chairs, keyboards Safe working practices e.g. breaks from display screen work, reporting of faults in workstations /environments etc. Those with responsibility for Health and Safety will be trained the DSE assessment process as a part of the One day Health and Safety Course for managers. 8 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

12 12. Monitoring and audit arrangements Team Managers will be required to ensure that all DSE hazards are clearly identified and actioned and brought to the attention of all users. The Health and Safety Manager will maintain a register of those staff who are referred from Occupational Health to the Trust Safety Advisors Occupational Health will monitor and report on DSE related incidents. This information will be a consideration of the Annual Report. Occupational Health will also report DSE related incident information at the quarterly Health, Safety and Fire Committee meetings Elements to be monitored The numbers of staff referred for professional DSE basements Costs relating to staff referring for eye tests and corrective glasses/lenses Lead H&S Manager Wellbeing Manager How Trust will monitor complia nce DSE Control spread sheet Costs incurred Frequency Yearly Monthly Reporting arrangeme nts Health, Safety and Fire Committee Health, Safety and Fire Committee Acting on recommend ations and Lead(s) Required actions will be identified and completed in a specified timeframe Change in practice and lessons to be shared Required changes to practice will be identified and actioned within a specific time frame. A lead member of the team will be identified to take each change forward where appropriate. Lessons will be shared with all the relevant stakeholders 9 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

13 13. Review of the policy This policy will be reviewed in August 2015 or earlier should a new regulation is introduced. 14. References Camden and Islington Mental Health and Social Care Trust Health and Safety Policy Bath and East Somerset PCT DSE Policy 2005 Portsmouth PCT DSE Policy 2009 HSE Working with VDU s 10 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

14 Appendix 1 Equality Impact Assessment Tool / Comments 1. Does the policy/guidance affect one group less or more favourably than another on the basis of: Race Ethnic origins (including gypsies and travellers) Nationality Gender Culture Religion or belief Sexual orientation including lesbian, gay and bisexual people Age Disability - learning disabilities, physical disability, sensory impairment and mental health problems 2. Is there any evidence that some groups are affected differently? 3. If you have identified potential discrimination, are any exceptions valid, N/A legal and/or justifiable? 4. Is the impact of the policy/guidance likely to be negative? 5. If so can the impact be avoided? N/A 6. What alternatives are there to achieving the policy/guidance without the impact? 7. Can we reduce the impact by taking different action? N/A N/A 11 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

15 Appendix 2 User name Team/Service Line Site/Building Location at which workstation is being assessed C&I FT DISPLAY SCREEN RISK ASSESSMENT FORM Q1 Q2 Q3 Q4 Q5 Q6 Q7 Q8 Working Practices How often do you use DSE More than 1 hour per day (time to be accumulated over the working day) Continue with DSE risk assessment Less than 1 hour per day- further action is required Do you spend 5-10 minutes doing work other than DSE work in each hour - Get up and move away from the workstation frequently Please continue Health I have sore hand joints or impaired grip Consult Occupational Health I have aches and pains, pins, and needles in the neck, back, shoulder or arms Consult Occupational Health I have visual problems such as headache, focusing difficulties or eye discomfort. Consult Occupational Health I have had an eye sight test in the last 2 years. Consult Occupational Health/ Book eye test with Specsavers Optician I have read health and safety guidance information covering the safe use of DSE equipment. Consult DSE policy for further information WORKSTATION The design of my workstation allows me to work comfortably and efficiently Relocate work and equipment so that your body movements are not impinged in any way, turn screens and desks around if needed 12 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

16 C&I FT DISPLAY SCREEN RISK ASSESSMENT FORM Continued Q9 I have sufficient room around the workstation to arrange the desk and chair comfortably. Relocate work and equipment so that your body movements are not impinged in any way, turn screens and desks around if needed Q10 Cords and wires are positioned safely so that trips and falls cannot occur. Relocate or cover cables over so that your feet are not resting on the cables and that the cables do not form a trip hazard Q11 The room has adequate lighting Contract Cofely helpdesk to fit bulbs to ensure 300 to 500 Lux lighting levels), alternatively purchase a personal desk lamp Q12 The room is a comfortable temperature for working - Contract Cofely helpdesk adjust heating (min room temp 16 C) WORK EQUIPMENT Q13 My chair is stable with adjustable height and adjustable back support Purchase new adjustable chair from your Catalogue Q14 My chair is properly adjusted and is comfortable for my work Adjust chair to fit your body shape and size Q15 I can rest my arms on the desk between tasks Re arrange desk to allow for your arms to rest on the surface or the desk Q16 The writing on the display screen is easy to read. Contrast can be changed on screen control panel of the PC, text size can be increased if required Q17 The screen is free of reflection or glare from windows or lights Relocate screen so that it is facing the window. DO NOT USE ANTI GLARE SCREENS, alternatively fit blinds or reflective film Q18 I can easily read the keyboard Surface should be in a mat finish with contrasting letter colour 13 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

17 C&I FT DISPLAY SCREEN RISK ASSESSMENT FORM Continued Q19 I can adjust the keyboard and screen to a comfortable position directly in front of my seating position Align the chair, seat, keyboard and screen in one direction Q20 I need a document holder Purchase document holder from your Catalogue Q21 I have a screen cleaning kit - Purchase screen cleaning kit from your Catalogue Q22 When I work My feet do not touch the floor AND I do not have a foot rest Purchase a foot rest from your catalogue Q23 My mouse is used within forearm radius from the edge of the desk Bring mouse closer to your body so that you do not have to reach Q24 My mouse is used with my hand flat on the desk and directly in front of the mouse. Bring mouse closer to your body Laptop Q25 I have a docking station for my laptop computer that I use to connect to a full size keyboard and mouse. - Purchase docking station from your Catalogue Q26 My screen is the correct height on my desk. The top of the screen is level with my eyes or slightly lower, but not higher. Adjust screen to correct height so that your neck is not straining or your eyes looking upwards ELECTRICAL SAFETY Q27 Has your electrical equipment been tested in the last two years (the last test date is on sticker somewhere on the equipment) - Contract Cofely helpdesk to arrange testing 14 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

18 C&I FT DISPLAY SCREEN RISK ASSESSMENT FORM Continued STAFF MEMBERS COMMENTS STAFF MEMBER S NAME POSITION: NAME: SIGNATURE: DATE: MANAGERS COMMENTS MANAGER S NAME POSITION: NAME: DATE SIGNATURE: 15 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

19 Appendix 3 Why does the Foundation Trust provide eye tests? Employers have a duty under Health and Safety Law (Regulation 5 of the Health and Safety (Display Screen Equipment) Regulations 1992) to provide users of Display Screen Equipment (DSE) with a financial contribution for eyesight tests at regular intervals, normally every two years. This applies to both existing and new employees. A user of this equipment is someone who uses DSE as a major part of their normal work, normally at least two hours each day. Any member of staff with a pre-existing visual impairment is encouraged to discuss any reasonable adjustments to their workplace with a member of the Occupational Health Team. Who can carry out the eye tests? Eye tests have to be conducted by a qualified ophthalmic optometrist. The Foundation Trust does specify that, all users use Specsavers Ophthalmic services. What are the qualifying criteria? Following the eye test the optometrist may confirm that you need spectacles specifically for DSE work. If you do not already wear spectacles and the Optician identifies that you need spectacles specifically for working with DSE, you will be entitled to assistance with their purchase. If you already have spectacles specifically for DSE work and your prescription changes then you can claim for this. However if the optometrist confirms that you do not need spectacles or you need them for activities other than working with DSE (e.g. driving), then the Foundation Trust will only meet the cost of the eye test as shown below. How will the Foundation Trust help? Optician s eyesight test: In all instances the Foundation Trust will reimburse the cost of the eye test taken at Specsavers Opticians Claims for eye tests should normally be made no more than ONCE every two years and any documentation will be retained in your personal file in HR. If you are a user of DSE and a qualified Specsavers Optician has confirmed that you need spectacles to enable you to perform your work with DSE comfortably and efficiently the Foundation Trust will reimburse you as follows: Costs for spectacles: The Foundation Trust will contribute towards the cost of any corrective glasses or lenses purchase at Specsavers Opticians only. Any costs for spectacles over the stated amount above will be incurred by you and will not be reimbursed by the Foundation Trust. This also includes any additional costs for tinted lenses and anti glare coatings. Corrective glasses purchased from any other source will not be refunded. The Process.. 1. Complete the DSE user Risk Assessment (appendix 1) which confirms that you are a DSE user 2. Arrange the appointment with a convenient Specsavers Optician 3. Give a copy of the authorising letter to your Specsavers Optician (appendix 4) The Specsavers Optician will then need to complete the form by making a declaration and recommendation as to whether you need corrective glasses or lenses for DSE work. 16 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

20 You will need to pay for the eye test at the time the test is undertaken. It is recommended that if corrective glasses or lenses are also required that these be purchased at the same time. Obtain a receipt. 4. Following the consultation with the Specsavers Optician, return the completed form together with a copy of the receipt to your line manager for authorisation. 5. Forward the completed authorising letter and a copy of the receipt to: Zipporah Jempeji, HR Wellbeing and Benefits Manager Human Resources, 2 nd floor West wing; St Pancras Hospital. 6. You will need to complete an expenses claim for the reimbursement of the eye test, the cost of this will be met from central budgets (budget TBA). Reimbursement will be made via payroll. Retail the original receipt for this submission. 7. Repeat steps 3 to 7 to be reimbursed for the cost of corrective glasses or lenses. It is preferable to claim for both the eye test and the corrective glasses at the same time. General information Can work with DSE affect eyesight? There are no indications, from extensive research, that DSE will cause permanent damage to eyes. However the fatigue of intensive DSE work can cause discomfort and adapting to changing light or glare can tire the eye muscles. Problems may be exacerbated if the DSE is badly positioned, or if the workplace is badly lit. Drifting or flickering images can be very tiring and must be corrected. Generally, wearing corrective lenses is no problem for display screen work but additional precautions may be necessary for users who wear bifocals or contact lenses. Bifocals Staff who wear bifocals often need to tilt their head more frequently and this may cause neck discomfort when using DSE. In these circumstances bifocals might not be ideal for DSE work and a different type of glasses may be needed to work comfortably. Contact Lenses Contact lens wearers may find that the heat generated by DSE tends to make the atmosphere drier than in rooms without them. Users may find it helpful to blink more often, or use tear substitute drops. An alternative might be to wear glasses instead of lenses for DSE work. A simple eyesight test is recommended if a user suffers from regular headaches, feels sick or tired, their eyes itch or burn or if their vision blurs during DSE work. If these symptoms occur further guidance should be sought from the Occupational Health Service, In addition each DSE user should be offered the opportunity to take an eye test on commencement of employment and at regular intervals throughout their employment. See Appendix 1 for further details. Does the use of DSE cause aches and pains? Some DSE users may experience aches and pains in their hands, wrists arms, neck shoulders or back, especially after long periods of uninterrupted DSE work. Good workplace design and good working practices can prevent most problems of this nature. Staff should alert their manager immediately if they experience any of these symptoms and together work through the recommendations in this policy to ensure that they are doing everything possible to safeguard their health. See also Appendix 2 - What can you do to help yourself a guide for all users for further guidance. 17 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

21 Usually these aches and pains do not last, but in a few cases they may become more persistent or even disabling. In these circumstances referral to the Occupational Health Service is recommended. 18 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

22 Appendix 4 DSE process flow chart Is the person a DSE user? further action is required Complete DSE user risk assessment (App 1) NB any physical change in location will require a new assessment to be completed i.e. relocation Manager to review and action findings: Equipment Eye tests (App 4 Specsavers) Education Manager to retain completed DSE User risk assessment forms for inspection/ updating The User is reporting discomfort? Has the User adjusted the chair and work station for their body requirements?, adjust keyboard, mouse, screen and chair Does the User take their breaks (change of activity for 5 minutes every 60 minutes)?, educate as to importance of breaks Refer to Occupational Health Occupational Health referral to Health and Safety Manager for professional DSE assessment Health and Safety Manager to log and forward report to User and Occupational Health following professional DSE assessment. 19 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

23 Appendix 5 Camden and Islington NHS Foundation Trust Estates Department Estates Building St Pancras Hospital 4 St Pancras Way London NW1 0PE Date to go here Tel: Dear Specsavers Optician Re: Specsavers Optometrist Report Request for Staff name goes here. The above named staff member is a regular user of a workplace Display Screen Equipment (DSE) Please can you assess whether their vision is adequate for work at normal viewing distances (typically cms) for work purposes. I will be obliged if you would complete the attached form and return to your client. Yours faithfully The Health and Safety Manager Estates Team Team Managers Authorisation Managers Name: Date: Team / department: Team location: 20 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

24 Specsavers Optometrist Report Form DSE eye test report for: Date of test: From : Specsavers Opticians branch address Telephone Number: Optometrist Name: (Print name): GOC Reg : Signed: Dated: Optometrist Declaration: I confirm that I am acquainted with the Association of Optometrists' guidelines on the visual requirements of VDU users as defined in the current edition of the AOP handbook and the following is the result of my examination Tick 1 Only Does not require visual correction for VDU use Requires visual correction for VDU use but NOT a specific correction (see note below) Requires a new visual correction specifically for VDU use below) (see note Further VDU examination required in years. te: Spectacles specifically for VDU use should only be supplied when these are necessary and when spectacles for any other use (such as driving, TV or reading) cannot be used. This will apply, for example, when the layout of the screen and/or documents is such that an intermediate focus is required and the user cannot see at this distance with any other spectacles. If you have ticked box 3 above, please indicate below the lens type advised and your reasons for prescribing spectacles specifically for VDU use The reimbursement of the towards the cost of corrective glasses/lenses may be claimed at the same time using the same forms. 21 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015

25 Type of spectacle required: Single Vision Bifocal Progressive Other (Identify) Reason for supply: Thank you. Staff Member: Please ensure that your manager has authorised the form before sending it with a copy of the receipt(s) to: Zipporah Jempeji, HR Wellbeing and Benefits Manager Human Resources, 2 nd floor West wing St Pancras Use an expenses claim form to recover the cost of the eye test/glasses/lenses in the normal way. 22 DISPLAY SCREEN ASSESSMENT POLICY_EF05_SEPTEMBER 2015