Display Screen Equipment Policy

Transcription

1 SH HS 11 Summary: Keywords (minimum of 5): (To assist policy search engine) Target Audience: To satisfy legislative requirements and protect Southern Health employees from ill health, this policy details Southern Health s commitment to, and managing the use of display screen equipment (DSE) and the arrangements in place for assessment and remedial action. Failure to meet the minimum requirements set out in this policy can lead to employees experiencing ill health i.e. muscular skeletal problems, eye strain, fatigue or mental stress. DSE, display screen equipment, computers, computer, workstation, workstations, vdu, vdu s. All staff employed by Southern Health NHS Foundation Trust. Next Review Date: February 2018 Approved and Ratified by: Health and Safety Forum. Date of meeting: 25 January 2016 Date issued: Author: Sponsor: Lee Juster, Health and Safety Adviser Darren Hedges, Health & Safety Manager 1

2 Version Control Change Record Date Author Version Page Reason for Change December 2013 December 2015 Reg Whitfield 1 To produce one common policy to replace the previous HCHC and HPFT policies. Lee Juster 1 10 Incorporation and working with communication devices Reviewers/contributors Name Position Version Reviewed & Date Darren Hedges Health & Safety Manager V1 Dec 15 Lee Juster Health and Safety Adviser V1 Jan 16 Julie Jones Rita Hawkshaw Louise Hartland Sharon Gomez Ricky Somal ATOS Liz Holt Simon Beaumont Claire Bennett Louise Cooper Helen Clark Marie Macdonald Marie Corner Associate Director of Governance HR Manager Best Practice Strategic Education Lead Essential Training Lead Trust Quality & Diversity lead Occupational Health Provider Legal Services Administrator Head of Information Moving & Handling Trainer Business Support Manager - TQTwentyone I.T Services Manager Locality Lead/Virtual Ward Administrator Medical Device Advisor 2

3 Quick Reference Guide For quick reference, this page summarises the actions required by this policy. This does not negate the need to be aware of and to follow the further detail provided in this policy. 1. All Trust employees must carry out an annual DSE Assessment and is to be recorded accordingly by the line manager. 2. DSE users are responsible for ensuring that a suitable and sufficient assessment of their workstation has been completed and any associated recommendations resulting from the documented assessment, are appropriately addressed within a reasonable timescale. 3. All Trust employees should report any incident involving musculoskeletal problem incidents from workstations are reported on the Ulysses system. 3

4 Contents Page 1. Introduction 5 2. Scope 5 3. Definitions 5 4. Duties/ responsibilities 5 5. Main policy content 6 6. Training requirements 8 7. Monitoring compliance 9 8. Policy review 9 9. Associated documents Supporting references Competency Statement 9 Appendices A1 Eye care authorisation form 11 A2 DSE self-assessment checklist 11 A3 DSE risk assessment form 11 A4 DSE Guidance document for computer users (DSE001) 11 A5 HSE guidance document INDG36 (rev4) titled Working with display screen equipment 11 A6 Working with Communication devices 11 A7 Training needs analysis 12 A8 Equality Impact Assessment (EqIA) 13 4

5 1. Introduction 1.1 Southern Health NHS Foundation Trust (Southern Health) recognises the legal obligation in the Health and Safety (Display Screen Equipment) Regulations 1992, and by means of this policy and arrangements, aims to ensure the health and safety of all Southern Health staff who work with display screen equipment (DSE). The use of display screen equipment is not generally a high risk activity, but failure to meet the minimum requirements set out in the regulations can lead to musculoskeletal problems, eye strain, fatigue or mental stress. These problems can be overcome by good ergonomic design of equipment and furniture, a good working environment and careful planning of the tasks performed. 2. Scope 2.1 This policy applies to all employees of Southern Health who work with DSE. It also includes staff not employed by the Trust but who work in Trust premises. For example temporary staff such as bank or agency staff, or employees of other organisations. 3. Definitions 3.1 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 Designated DSE User A member of staff shall be considered to be a Designated DSE User if they habitually use DSE as a significant part of their normal work (daily, for continuous periods of an hour or more). 3.3 Workstation A workstation exists wherever there is DSE, including portable DSE in prolonged use. For all DSE the workstation, as defined, is the assembly including the screen, keyboard, other parts of the computer and its accessories (such as the mouse or other input device), the desk, chair and the immediate work environment. 4. Duties/Responsibilities 4.1 The Trust s Chief Executive is ultimately accountable in law for ensuring that this policy and the legislative requirements of the Health and Safety (Display Screen Equipment) Regulations1992, are implemented at all Southern Health workplaces to ensure the safety and welfare of all staff using DSE to perform their duties. 4.2 The day to day management responsibility for implementing this policy is delegated through the normal management chain i.e. Divisional Directors, Area Managers, Line Managers and DSE Users all have an active roles and responsibility to comply with this policy and accountability for non-compliance 5

6 4.3 Line Managers Line Managers are responsible for providing all staff under their control who use DSE, mobile/tablet and PDA devices with adequate information, instruction and training relevant to the safe use of and including the associated potential health hazards. This information should include advice the on provision of eye sight tests for designated DSE Users. Line Managers must ensure an appropriate DSE risk assessment and associated Workstation Checklist has been conducted and documented for all their staff and associated DSE workstations. Line Managers are responsible for ensuring any remedial actions resulting from DSE risk assessments are completed adequately and within a reasonable timescale. Line Managers are responsible for ensuring documented DSE assessments are maintained up to date (reviewed as necessary) and readily available for inspection, upon request. 4.4 Employees DSE users are responsible for ensuring that they have received adequate training to enable them to carry out their work that involves using DSE without detriment to their health and wellbeing. DSE users are responsible for ensuring a suitable and sufficient assessment of their workstation has been completed and any associated recommendations resulting from the documented assessment, are appropriately addressed within a reasonable timescale. DSE users are responsible for ensuring that any known health and safety issues associated with using their DSE are brought to the attention of their Line manager as soon as is reasonable. 5. Main Policy Content 5.1 Conducting DSE risk assessments The DSE user with the assistance of the Line Manager will complete a workstation checklist. The next step is for the Line Manager to use the information from the checklist, and by discussing the findings with the employee, to complete the DSE risk assessment form. Both forms can be found on the Health & Safety page on the Trusts website. Where DSE users work between several workstations (hot-desking) it will be necessary for the Line Manager to complete, with the input of the staff, a workstation checklist and risk assessment for each of the workstations (in place of the name put multi-user). Where there is mobile working or home-working it will be necessary to complete separate checklists and risk assessments for each. This will only apply if the DSE is used for continuous periods of an hour or more per day. 6

7 There are additional resources available to assist both the computer user and the manager, these are: HSE guidance document INDG36 (rev4) titled Working with display screen equipment which should be read by both the manager and the member of staff using the DSE, prior to completing the checklist and risk assessment. This can be found on the Health & Safety page of the intranet. A video is available which demonstrates how to set up a workstation, titled How to set up your computer e-video. This can be viewed on the Leadership, Education and Development (LEaD) website; the procedure to view the video is as follows: 1. log into your LEaD account 2. go to course search 3. use the choose a course group on the left hand side and select e-videos 4. here you will find How to set up your computer e-video A training session titled Safety Lead training is primarily for managers or those with a health & safety role within the Trust. This is a six hour training session which includes a section on DSE use. A practical demonstration is used to show how a workstation should be set up, both for desktop computer users and for those using mobile devices such as laptops. Any actions highlighted as a result of the DSE risk assessment, that cannot be resolved at line management level i.e. funding, provision of specialist equipment, environmental issues, etc. must be raised and addressed through the management chain and can involve the Occupational Health provider and the Health and Safety Advisor (where deemed necessary by the Line Manager). Any health issues (and potential health concerns raised by the DSE User) highlighted as a result of the assessment must be brought to the immediate attention of the Occupational Health provider by the Line Manager. The Line Manager can seek further advice and assistance from the Occupational Health provider and Health and Safety Advisor, with regard to DSE assessments and associated action plans. Reviewing DSE Risk Assessments the completed DSE Risk Assessment must be reviewed at least annually. The assessment should be reviewed earlier if; There is reason to believe the assessment is no longer valid, or There has been a significant change in the matters to which it relates 5.2 Arrangements for requesting eye and eyesight tests and special corrective appliances (single vision spectacles) for Southern Health staff who are designated DSE Users The regulations require employers to provide users who so request it, with an appropriate eye and eyesight test. The test includes a vision test and an examination of the eye. The provision of eye and eyesight tests and the special corrective appliances under the regulations is at the expense of the employer. This provision covers special corrective appliances (normally single vision spectacles) provided to meet the requirements of the regulations. These appliances are those prescribed to correct vision defects at the viewing distance or distances usually used specifically for the display screen work concerned. Corrective appliances not associated with DSE would be the responsibility of the individual, at his/her own expense. 7

8 To meet the above responsibility, the Trust provides eye care vouchers for Designated DSE users. Southern Health employees who wish to have a free sight test and special corrective appliance (single vision spectacles) under the terms of this policy should follow the procedure below; Line Manager to confirm that the employee is a user of Display Screen Equipment and to complete the Southern Health DSE Risk Assessments a Guide for Managers and Staff training tool, located on the Trusts website and complete the DSE Workstation Checklist which is incorporated in the training tool. If the individual is confirmed as a Designated DSE User, the Line Manager should complete the Boots Eye care Authorisation Form and Voucher (see Appendix 1 or the Health and Safety staff intranet page) and pass onto the Designated DSE User, The member of staff should arrange an appointment with a Boots Opticians of their choice. When attending the appointment the member of staff must bring a valid Southern Health personal identification card along with the eye care voucher to claim their free eye test and special corrective appliance, where appropriate. Please note, any suspected fraudulent misuse of the eye care voucher by a member of staff will be reported to the Trust s Local Counter Fraud Specialists for investigation and may result in disciplinary action. A designated DSE worker will be entitled to an eye test before they start work using Display Screen Equipment, or if they are already so employed upon request, and thereafter re-testing as recommended by an optician 5.3 Policy implementation This policy will be implemented and communicated to all staff as part of corporate induction/ local induction briefings and continually incorporated into day to day management activities. Line Managers and employees will be jointly responsible for ensuring that workstation assessments and the requirements of this policy are maintained up to date and continually reviewed. Documented assessments are to be reviewed annually or sooner if significant changes occur. 6. Training Requirements All Southern Health employees using Display Screen Equipment (DSE) in the course of their employment should: complete the DSE Risk Assessments a Guide for Managers and Staff training tool, located on the Trust website (health and safety webpage), and complete the DSE Workstation Checklist which is incorporated in the training tool, then assist their Line manager in completing the DSE risk assessment. be made aware of this policy and given the opportunity to read it and raise any initial concerns to their Line Manager. be briefed by their Line Manager on the local procedures for requesting any additional training requirements specific to using DSE. 8

9 be briefed by their Line Manager on who to contact with regard to any issues/safety concerns regarding using their DSE and the associated workstation/ working environment i.e. their Line Manager, Health and Safety Advisor, Occupational Health provider, Local Safety Representative, etc. 7. Monitoring Compliance Element to be monitored Lead Tool Frequency Reporting arrangements All designated users complete workstation checklist Line manager Review checklist Annually Through Workplace risk assessments DSE risk assessments are completed Line manager Review assessments As required Through Workplace risk assessments Remedial actions are completed Line manager Review action points As required Through Workplace risk assessments 8. Policy Review 8.1 This policy will be reviewed by the document owner within 2 years of approval. However, a review earlier than this may be prompted by factors including: Legislative changes Organisational learning Audits and reviews of the effectiveness of the policy 9. Associated Documents Health & Safety Policy Policy for Managing Incidents Organisational Induction Policy Education and Development Policy 10. Supporting References Health and Safety at Work etc Act 1974 Management of Health and Safety at Work Regulations 1999 Health and Safety (Display Screen Equipment) Regulations 1992 Working with VDU s [HSE DSE guidance INDG136(rev4)] 11. Competency Statement: The associated HSE guidance document INDG36 (rev4) titled Working with display screen equipment satisfies the legal requirement to provide all Southern Health staff working with Display Screen Equipment adequate information and instruction to carry out their work safely and report any health and safety issues/illnesses 9

10 associated with using the DSE to the attention of their Line manager at the earliest opportunity. Details of Line Manager responsibilities and resources for addressing health and safety/ occupational health issues identified by a member of their staff using DSE, are also clearly defined and procedures for gaining assistance and advice facilitated through the normal management chain. There are no additional specific training requirements for compliance with this policy. 10

11 Appendix 1 Eye test/eye care form Southern Health VDU Eyecare Form_Dec201 Appendix 2 DSE self-assessment checklist DSE checklist HSE 2013.pdf Appendix 3 DSE risk assessment form RA DSE.doc Appendix 4 DSE guidance DSE001.docx DSE guidance which explains which forms to complete and how to set up your workstation or laptop Appendix 5 working with DSE a brief guide indg36.pdf HSE guidance document INDG36 (rev4) titled Working with display screen equipment Appendix 6 Working with tablets/mobiles/pda DSE Ergonomic Assessment.docx These forms are also available on the Health and Safety pages of the Trust website. Alternatively contact the Health & Safety team on

12 Appendix 7 - LEaD (Leadership, Education & Development) Training Needs Analysis If there are any training implications in your policy, please complete the form below and make an appointment with the LEAD department (Louise Hartland, Strategic Education Lead or Sharon Gomez, Essential Training Lead on ) before the policy goes through the Trust policy approval process. Training Programme Frequency Course Length Delivery Method Trainer(s) Recording Attendance Strategic & Operational Responsibility Health & Safety induction and refresher training Three yearly 1 hour Options available are: face to face, e-learning, and Essential Training Days Lee Juster Health and Safety Adviser LEaD Darren Hedges Health and Safety Manager Directorate Division Target Audience MH/LD ICS Mental Health Learning Disability Services Older Persons Mental Health TQtwentyone Adults Children s Services Specialist Services All staff All staff All staff All staff All staff All staff All staff Corporate Services All (Workforce & Development, Finance & Estates, Commercial) All staff 12

13 Appendix 8 Southern Health NHS Foundation Trust: Equality Impact Analysis Screening Tool Equality Impact Assessment (or Equality Analysis ) is a process of systematically analysing a new or existing policy/practice or service to identify what impact or likely impact it will have on protected groups. It involves using equality information, and the results of engagement with protected groups and others, to understand the actual effect or the potential effect of your functions, policies or decisions. The form is a written record that demonstrates that you have shown due regard to the need to eliminate unlawful discrimination, advance equality of opportunity and foster good relations with respect to the characteristics protected by equality law. For guidance and support in completing this form please contact a member of the Equality and Diversity team Name of policy/service/project/plan: Policy Number: SH HS 11 Department: Health & Safety Lead officer for assessment: Date Assessment Carried Out: January 2016 Lee Juster: Health & Safety Officer Ricky Somal: Equality and Diversity Lead 1. Identify the aims of the policy and how it is implemented. Key questions Briefly describe purpose of the policy including How the policy is delivered and by whom Intended outcomes Answers / Notes This policy has been developed to comply with the requirements of the Health and Safety (Display Screen Equipment) Regulations 1992 to ensure that all staff are aware of their responsibilities under the Regulations. 2. Consideration of available data, research and information Monitoring data and other information involves using equality information, and the results of engagement with protected groups and others, to understand the actual effect or the potential effect of your functions, policies or decisions. It can help you to identify practical steps to tackle any negative effects or discrimination, to advance equality and to foster good relations. 13

14 Please consider the availability of the following as potential sources: Demographic data and other statistics, including census findings Recent research findings (local and national) Results from consultation or engagement you have undertaken Service user monitoring data Information from relevant groups or agencies, for example trade unions and voluntary/community organisations Analysis of records of enquiries about your service, or complaints or compliments about them Recommendations of external inspections or audit reports Key questions 2.1 What is the equalities profile of the team delivering the service/policy? Data, research and information that you can refer to The Equality and Diversity team will report on Workforce data on an annual basis. 2.2 What equalities training have staff received? All Trust staff have a requirement to undertake Equality and Diversity training as part of Organisational Induction (Respect and Values) and E-Assessment 2.3 What is the equalities profile of service users? The Trust Equality and Diversity team report on Trust patient equality data profiling on an annual basis 2.4 What other data do you have in terms of service users or staff? (e.g results of customer satisfaction surveys, consultation findings). Are there any gaps? The Trust is preparing to implement the Equality Delivery System which will allow a robust examination of Trust performance on Equality, Diversity and Human Rights. This will be based on 4 key objectives that include: 1. Better health outcomes for all 2. Improved patient access and experience 3. Empowered, engaged and included staff 4. Inclusive leadership 14

15 2.5 What internal engagement or consultation has been undertaken as part of this EIA and with whom? What were the results? Service users/carers/staff 2.6 What external engagement or consultation has been undertaken as part of this EIA and with whom? What were the results? General Public/Commissioners/Local Authority/Voluntary Organisations In the table below, please describe how the proposals will have a positive impact on service users or staff. Please also record any potential negative impact on equality of opportunity for the target: In the case of negative impact, please indicate any measures planned to mitigate against this 15

16 Age Disability Positive impact (including examples of what the policy/service has done to promote equality) Under the terms of the policy and the Health and Safety (Display Screen Equipment) Regulations 1992 as amended by the Health and Safety (Miscellaneous Amendments) Regulations 2002, assessments and recommendations are done on an individual basis. Negative Impact No adverse impacts have been identified at this stage of screening Action Plan to address negative impact Actions to overcome problem/barrier Disabled staff on initial employment will be referred to the Access to Work scheme by their manager so an assessment can occur within the first weeks of employment. If a staff member becomes disabled during their employment then they can either by seen by Access to Work, once they have been identified by Occupational Health. Resources required Responsibility Target date Disabled staff may benefit from recommendations of different hardware (mice, keyboards), software (speech recognition systems) etc. 16

17 Gender Reassignment Marriage and Civil Partnership Pregnancy and Maternity Race Religion or Belief Sex Sexual Orientation Needs of individual DSE users will be assessed and reasonable adjustments put in place No negative impacts have been identified at this stage of screening No negative impacts have been identified at this stage of screening No negative impacts have been identified at this stage of screening No negative impacts have been identified at this stage of screening No negative impacts have been identified at this stage of screening No negative impacts have been identified at this stage of screening The layout of workstations may need to be routinely re-assessed over the pregnancy period for new and expectant mothers to make working arrangements more comfortable. Repetitive twisting movements should be avoided to prevent back and shoulder ache and an increase in breaks may be required. 17

18 Sign Off and Publishing Once you have completed this form, it needs to be approved by your Divisional Director or their nominated officer. Following this sign off, send a copy to the Equality and Diversity Team who will publish it on the Trust website. Keep a copy for your own records. Name: Designation: Signature: Date: 18