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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Safe Use of Display Screen Equipment (DSE) Policy

1. Purpose

This policy sets out how {{org_field_name}} will protect workers from health and safety risks arising from the use of Display Screen Equipment (DSE), including desktop computers, laptops, tablets, smartphones and other equipment incorporating display screens.

{{org_field_name}} will comply with the Health and Safety at Work etc. Act 1974, the Health and Safety (Display Screen Equipment) Regulations 1992, as amended, and the Management of Health and Safety at Work Regulations 1999. This includes identifying workers to whom the DSE Regulations apply, carrying out suitable and sufficient workstation assessments, reducing identified risks, planning work to provide appropriate breaks or changes of activity, providing appropriate eye and eyesight testing and special corrective appliances where required by law, and providing appropriate information and training.

As a registered care provider, {{org_field_name}} will also ensure that, where applicable to the regulated activity, premises and equipment meet the requirements of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, including Regulation 15: Premises and equipment.

2. Scope

This policy applies to employees and other workers for whom {{org_field_name}} has relevant health and safety responsibilities and who use Display Screen Equipment as part of their work.

For the purposes of the Health and Safety (Display Screen Equipment) Regulations 1992, workers who use DSE daily as part of their normal work for continuous periods of an hour or more will normally be treated as DSE users and will be provided with the protections required by the Regulations.

This includes, where the above criteria are met:

• employees working at {{org_field_name}};
• employees working permanently or for prolonged periods from home;
• hybrid workers who routinely divide their working time between the care home or another workplace and home;
• temporary and agency workers where {{org_field_name}} has relevant duties in relation to their workstation or working arrangements; and
• other workers who meet the criteria for DSE use and for whom {{org_field_name}} has responsibility under applicable health and safety legislation.

Workers who use DSE only occasionally or for short periods are not normally classed as DSE users under the DSE Regulations. However, {{org_field_name}} will continue to manage any health and safety risks affecting these workers under its wider duties under health and safety legislation.

3. Related Policies

This policy should be read alongside:

• CH16 – Health and Safety at Work Policy
• CH18 – Risk Management and Assessment Policy
• CH28 – Staff Conduct and Code of Ethics Policy
• CH27 – Staff Supervision, Training, and Development Policy
• CH25 – Notification of Other Incidents Policy

4. Identifying Risks Associated with DSE Use

{{org_field_name}} recognises that improper use of DSE can lead to:

• Musculoskeletal disorders, including back pain, neck strain, and repetitive strain injury (RSI).
• Visual fatigue, leading to eye strain, headaches, and discomfort.
• Mental stress, arising from prolonged screen use or poor workstation setup.
• Poor posture, resulting from incorrect desk height, chair adjustment, or screen positioning.

5. Managing DSE Risks and Ensuring Safe Work Practices

5.1. Conducting DSE Assessments

{{org_field_name}} will ensure that a suitable and sufficient analysis of each relevant workstation is carried out for workers who are DSE users, with the purpose of identifying risks to health and safety and taking appropriate measures to reduce those risks.

The assessment will consider, as applicable:

• the display screen and other DSE equipment;
• keyboard, mouse or other input devices;
• the desk, work surface and chair;
• the amount of space available and the worker’s posture;
• lighting, glare and reflections;
• temperature, ventilation and other environmental conditions;
• the organisation and demands of the DSE work;
• software and the way in which the equipment is used; and
• any individual requirements of the worker, including requirements arising from disability or another relevant health condition.

A new or reviewed DSE workstation assessment will be completed where required, including when:

• a new workstation is set up;
• a new DSE user starts work;
• there is a significant change to an existing workstation, equipment, software or the way the workstation is used;
• the worker changes workstation or working location in circumstances that materially affect the assessment;
• a home or hybrid working arrangement requires assessment; or
• a worker reports pain, discomfort, visual difficulties or other concerns that may be associated with DSE work.

Workers may participate in or complete a workstation self-assessment where they have been provided with suitable information and training. A self-assessment does not remove {{org_field_name}}’s responsibility as the employer. Assessment findings must be appropriately reviewed and any identified risks must be addressed so far as required by law.

DSE assessments will be kept under review and updated when circumstances indicate that the existing assessment may no longer be valid or adequate.

5.2. Ergonomic Workstation Setup

• Screens must be at eye level to prevent neck strain.
• Chairs must be adjustable, with lumbar support to prevent back issues.
• Keyboards and mice must be positioned to minimise wrist strain.
• Footrests will be provided where needed to support posture.
• Workstations should be set up at the correct height to prevent poor posture.

5.3. Breaks and Reducing Screen Time Strain

• Employees should take a 5-minute break every hour when using DSE continuously.
• The 20-20-20 rule should be followed: Every 20 minutes, look 20 feet away for 20 seconds to reduce eye strain.
• Work schedules should be adjusted to avoid excessive screen use in a single period.

5.4. DSE Training and Awareness

{{org_field_name}} will provide DSE users with appropriate health and safety information and training about the use of their workstation and the measures necessary to protect their health and safety.

Training and information will include, as relevant:

• the health and safety risks associated with DSE work;
• how to adjust the chair, screen and other workstation equipment;
• appropriate posture and workstation positioning;
• arranging the desk and working space;
• positioning and adjusting screens and lighting to minimise glare and reflections;
• appropriate breaks and changes of activity;
• how DSE assessments are completed and the employee’s role in the assessment process;
• how to report pain, discomfort, visual difficulties or other DSE-related concerns;
• the arrangements for obtaining an eye and eyesight test; and
• any additional arrangements relevant to home or hybrid working.

Where workers are asked to undertake a DSE self-assessment, they will be provided with sufficient information and instruction to enable them to complete the assessment properly.

Additional information, instruction or training will be provided where there are significant changes to equipment, workstations, working arrangements or risks that make this necessary.

5.5. Eye Care and Vision Safety

A worker who is a DSE user may request an appropriate eye and eyesight test in accordance with the Health and Safety (Display Screen Equipment) Regulations 1992. Where the statutory entitlement applies, {{org_field_name}} will arrange or pay for the test.

Where an appropriate eye and eyesight test has been provided under the DSE Regulations, further testing will be provided at appropriate intervals where required. The interval will be determined by the competent person carrying out the examination, taking account of the individual circumstances.

Where a DSE user experiences visual difficulties that may reasonably be considered to arise from DSE work, the worker should report this promptly and may request an appropriate eye and eyesight test.

Where the results of an appropriate eye and eyesight test show that special corrective appliances are necessary specifically for the DSE work concerned and normal corrective appliances cannot be used for that work, {{org_field_name}} will meet the cost of the special corrective appliances required by the DSE Regulations.

{{org_field_name}} is not required under the DSE Regulations to pay for ordinary spectacles or contact lenses where the worker’s normal prescription is suitable for their DSE work.

Workers will be informed of the arrangements for requesting eye and eyesight tests and, where applicable, special corrective appliances.

5.6. Managing Home and Remote Working DSE Use

The Health and Safety (Display Screen Equipment) Regulations 1992 apply to qualifying DSE users who work permanently or for prolonged periods from home and to qualifying hybrid workers who routinely divide their working time between home and another workplace.

Where the Regulations apply, {{org_field_name}} will ensure that an appropriate DSE assessment is completed for the worker’s home workstation. Where a worker routinely uses DSE both at home and at a workplace provided by {{org_field_name}}, the assessment arrangements will take account of both working environments.

A worker may complete a home-working DSE self-assessment where they have received appropriate information and training. Responsibility for ensuring that the assessment is suitable and sufficient and for addressing risks identified through that assessment remains with {{org_field_name}}.

The assessment will consider whether the worker can achieve a comfortable and sustainable working position and whether the equipment and working environment are suitable. Where the assessment identifies that additional equipment or another control measure is reasonably required to address a DSE risk, {{org_field_name}} will take appropriate action and will not charge the worker for equipment or measures that the employer is legally required to provide.

Home and hybrid working arrangements will be reviewed where there is a significant change or where the worker reports pain, discomfort, visual difficulties or other concerns that indicate that existing controls may no longer be adequate.

Workers must cooperate with the assessment process, use equipment provided for their health and safety appropriately and report DSE-related concerns promptly.

5.7. Reporting and Addressing DSE Concerns

• Employees must report DSE-related discomfort to managers immediately.
• Line managers will arrange an ergonomic assessment if concerns are raised.
• Any health issues linked to DSE use will be recorded and monitored.

6. Implementation and Monitoring

6.1. Responsibilities of the Registered Manager

The Registered Manager, or another competent person formally authorised by the provider, will:

• ensure that workers who meet the criteria for DSE users are identified;
• ensure that suitable and sufficient DSE workstation assessments are completed where required;
• ensure that DSE assessments are reviewed when circumstances change or when concerns are reported;
• ensure that risks identified through DSE assessments are addressed appropriately;
• ensure that DSE users receive appropriate information and training;
• ensure that arrangements are in place for eye and eyesight tests and special corrective appliances where required by the DSE Regulations;
• ensure that appropriate arrangements are applied to qualifying home and hybrid workers;
• monitor reports of DSE-related pain, discomfort or visual difficulties and ensure that appropriate action is taken; and
• ensure that appropriate records are maintained to demonstrate the implementation of this policy.

6.2. Responsibilities of Line Managers

Line managers will:

• identify workers within their teams who may meet the criteria for DSE users;
• ensure that required workstation assessments are completed and appropriately reviewed;
• ensure that assessment findings are acted upon within an appropriate timescale;
• escalate concerns requiring specialist ergonomic, occupational health or other competent advice;
• ensure that work is organised so that DSE users have appropriate breaks or changes of activity;
• ensure that workers know how to report DSE-related concerns and request an eye and eyesight test;
• ensure that significant changes to workstations, equipment or working arrangements trigger a review where required; and
• support reasonable and appropriate measures identified through DSE assessments.

6.3. Responsibilities of Employees and Workers

Employees and workers are expected to:

• cooperate with DSE risk assessments and provide accurate information about their workstation and working arrangements;
• follow information, instruction and training provided by {{org_field_name}};
• make appropriate use of adjustment features and equipment provided for their health and safety;
• follow agreed arrangements for breaks or changes of activity;
• report defects in DSE equipment or workstations;
• report pain, discomfort, visual difficulties or other concerns that may be related to DSE work as soon as reasonably practicable;
• inform their line manager of significant changes to their workstation or working arrangements that may affect an existing assessment; and
• participate in a home or workplace self-assessment where this forms part of {{org_field_name}}’s assessment arrangements.

Participation by an employee or worker in a self-assessment does not transfer the employer’s statutory responsibility to assess and control DSE risks.

7. Legal and CQC Compliance

The principal statutory requirements governing the protection of workers who use Display Screen Equipment are contained in:

• the Health and Safety at Work etc. Act 1974;
• the Health and Safety (Display Screen Equipment) Regulations 1992, as amended; and
• the Management of Health and Safety at Work Regulations 1999.

Under the Health and Safety (Display Screen Equipment) Regulations 1992, {{org_field_name}} will, where applicable:

• undertake suitable and sufficient analysis of DSE workstations and reduce risks identified by the assessment;
• ensure that relevant workstations meet the applicable minimum requirements;
• plan the activities of DSE users so that their daily work on DSE is periodically interrupted by breaks or changes of activity that reduce their workload at the equipment;
• provide appropriate eye and eyesight tests when required by the Regulations;
• provide special corrective appliances where the statutory conditions for their provision are met; and
• provide DSE users with appropriate health and safety training and information.

As a registered care provider, {{org_field_name}} must also comply with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014. Regulation 15: Premises and equipment requires applicable premises and equipment used by the service provider to be clean, secure, suitable for the purpose for which they are being used, properly used, properly maintained and appropriately located.

Where DSE workstations, associated equipment or the premises in which they are located fall within the scope of the registered provider’s regulated activities, {{org_field_name}} will ensure that its arrangements are consistent with applicable CQC requirements as well as occupational health and safety legislation.

Evidence of compliance may include, where relevant:

• completed and reviewed DSE workstation assessments;
• records of actions taken in response to identified risks;
• information and training records;
• records demonstrating that reported DSE concerns have been considered and acted upon appropriately;
• evidence that equipment provided as a control measure is suitable and maintained appropriately; and
• records relating to the management and monitoring of relevant health and safety arrangements.

CQC’s Regulation 15 requirements do not replace {{org_field_name}}’s duties under health and safety legislation. Compliance with the DSE Regulations remains an employer health and safety responsibility, and this policy must not be interpreted as limiting those duties.

8. Policy Review

This policy will be reviewed annually or sooner if legislation changes or business needs evolve. Updates will be communicated to staff, and additional training will be provided if necessary.

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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}}
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