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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Display Screen Equipment (DSE) Safety and Usage Policy

Purpose

The purpose of this policy is to ensure the safe and effective use of Display Screen Equipment (DSE) within {{org_field_name}}, in accordance with the Health and Safety (Display Screen Equipment) Regulations 1992, the Management of Health and Safety at Work Regulations 1999, and the latest guidance from the Care Inspectorate Scotland.

DSE includes desktop computers, laptops, tablets, and any electronic devices with screens used for administrative, care planning, or operational purposes. This policy outlines measures to protect staff from the risks associated with prolonged DSE use, such as musculoskeletal disorders (MSDs), eye strain, and mental fatigue.

Scope

This policy applies to all staff within {{org_field_name}}, including office-based employees, home care coordinators, and field staff using mobile devices for care records, rostering, and communication. It also applies to any volunteers or contractors using DSE as part of their duties.

Related Policies

• Health and Safety Policy
• Risk Assessment Policy
• Lone Working Policy
• Staff Wellbeing Policy
• Manual Handling Policy

Legal and Regulatory Framework

This policy is aligned with:

• The Health and Safety at Work etc. Act 1974
• The Health and Safety (Display Screen Equipment) Regulations 1992
• The Management of Health and Safety at Work Regulations 1999
• The Health and Social Care Standards (Scotland)
• The SSSC Codes of Practice for Social Service Workers and Employers

DSE Risk Management at {{org_field_name}}

1. Risk Assessment and Monitoring

• A DSE risk assessment must be carried out for all staff who use DSE for prolonged periods (more than one hour per day).
• Assessments will consider posture, workstation layout, lighting, screen glare, keyboard/mouse use, and work patterns.
• The Registered Manager will ensure all DSE users have access to a risk assessment at the start of their employment and at least annually thereafter, or sooner if their workstation setup changes.
• Staff will be encouraged to report any discomfort, strain, or repetitive stress symptoms as part of our ongoing monitoring process.

2. Safe Use of Display Screen Equipment

2.1 Workstation Setup

• Chairs must be adjustable in height and provide lumbar support.
• Desks/tables must allow for a comfortable wrist position when typing.
• Screens should be at eye level, with minimal glare from windows or artificial lighting.
• Keyboards and mice should be positioned ergonomically to avoid strain.
• Footrests and wrist supports will be provided if necessary.

2.2 Safe Laptop and Mobile Device Use

• Laptops should be docked with a separate keyboard and mouse for prolonged use.
• Staff should avoid using laptops on laps or beds for extended periods to prevent poor posture.
• Tablets and smartphones should be held at eye level to reduce neck strain.
• Voice-to-text software will be considered for staff who struggle with frequent typing.

2.3 Breaks and Movement

• Staff should take a short break every 30 minutes from screen use.
• Frequent micro-breaks (standing, stretching, or walking for a minute or two) are encouraged.
• The 20-20-20 rule will be promoted: every 20 minutes, look at something 20 feet away for at least 20 seconds to reduce eye strain.

3. Training and Awareness

• All new staff will receive DSE safety training during induction.
• Regular refresher training will be provided to raise awareness of safe screen use.
• Staff will be informed of the risks of prolonged DSE use, including poor posture, eye strain, and repetitive strain injuries (RSI).

4. Eye Health and Vision Care

• DSE users are entitled to eye tests every two years or sooner if they experience visual discomfort.
• If prescribed for DSE use, specialist glasses will be provided in line with {{org_field_name}}‘s reimbursement policy.
• Staff are encouraged to adjust screen brightness and contrast to prevent eye fatigue.

5. Mental Wellbeing and DSE Use

• Screen breaks should be taken to reduce fatigue and mental overload.
• Staff should be encouraged to switch off non-work notifications to improve focus and work-life balance.
• Blue light filters or screen settings should be used for those working in the evening to support healthy sleep patterns.

Responsibilities

1. Registered Manager

• Ensures DSE risk assessments are conducted and updated regularly.
• Provides ergonomic equipment and ensures safe workstation setups.
• Ensures staff training and compliance with this policy.
• Monitors staff DSE-related health complaints and takes appropriate action.

2. Employees and DSE Users

• Follow safe workstation setup guidelines.
• Take regular breaks and adjust screen settings as needed.
• Report discomfort, strain, or other concerns to their line manager.
• Attend DSE training and risk assessments.

3. Health and Safety Lead

• Conducts DSE risk assessments and ensures compliance with regulations.
• Advises on ergonomic workstation adjustments.
• Monitors health and safety trends related to DSE use.

Policy Review

This policy will be reviewed annually or earlier if required due to:

• Changes in legislation or best practice.
• Introduction of new technology affecting DSE use.
• Identification of new risks through staff feedback or incident reports.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.