CHW78-Safe Use of Display Screen Equipment (DSE) Policy

Registration Number: {{org_field_registration_no}}

Safe Use of Display Screen Equipment (DSE) Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} complies with the Health and Safety (Display Screen Equipment) Regulations 1992 and other relevant regulations governing the safe use of display screen equipment (DSE). This policy also supports compliance with the Regulation and Inspection of Social Care (Wales) Act 2016 and The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended. In particular, it supports the service provider’s duties to maintain safe premises, facilities and equipment, provide the service with sufficient care, competence and skill, identify and reduce health and safety risks so far as reasonably practicable, and ensure staff receive suitable information, training and support relevant to their role.

The policy aims to:

Protect staff from health risks associated with prolonged DSE use.
Ensure compliance with Care Inspectorate Wales (CIW) regulations and health and safety legislation.
Provide clear guidance on ergonomic best practices and workplace adjustments.
Support staff well-being and prevent musculoskeletal disorders, eye strain, and other work-related conditions.

This policy aligns with:

The Health and Safety (Display Screen Equipment) Regulations 1992, requiring employers to assess and reduce risks associated with DSE use.
The Health and Safety at Work Act 1974, which mandates employers to ensure a safe working environment.
The Management of Health and Safety at Work Regulations 1999, requiring risk assessments for DSE users.
The Regulation and Inspection of Social Care (Wales) Act 2016 and The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended, including requirements relating to governance, policies and procedures, staffing, premises, facilities, equipment, health and safety, and quality assurance.
Welsh Government statutory guidance for service providers and responsible individuals on meeting service standard regulations for care home services.
CIW inspection frameworks and Codes of Practice, which consider whether the service has effective governance, quality assurance, safe environment, suitable equipment, staff training and regulatory compliance arrangements.
The Equality Act 2010, ensuring reasonable adjustments for employees with disabilities.

2. Scope

This policy applies to:

All employees who use display screen equipment as part of their role, including administrative staff, care staff using electronic care systems, and remote workers.
Staff who use DSE daily, as part of their normal work, for continuous periods of one hour or more are treated as DSE users for the purposes of assessment, training, work-planning and eye-care arrangements.
This includes staff using desktop computers, laptops, tablets, smartphones, electronic medication systems, electronic care planning systems, CCTV monitoring screens, remote-access systems or other screen-based systems where the pattern of use meets the DSE user criteria.
Staff who use DSE occasionally or for short periods will still be given appropriate safe-use information, but a full DSE workstation assessment will be prioritised for staff who meet the DSE user criteria or who report discomfort, visual symptoms, pregnancy-related concerns, epilepsy-related concerns, disability-related needs or other health concerns linked to DSE use.
Temporary and agency workers, ensuring they follow safe DSE practices.
Contractors, agency workers, volunteers and third parties, where they use DSE equipment on our premises or access our electronic systems as part of service activity, must follow local safe-use arrangements, confidentiality requirements, data protection requirements and any relevant site-specific health and safety instructions.

The policy covers:

Risk assessment and ergonomic workstation setup.
DSE training and awareness.
Eye care provisions and rest breaks.
Monitoring and reviewing DSE use.

3. Identifying Display Screen Equipment (DSE) Risks

3.1. What is Display Screen Equipment?

DSE includes any electronic screen-based equipment, such as:

Desktop computers and laptops.
Tablets and handheld devices.
Electronic care planning systems.
CCTV monitoring screens.
Smartphones used for work purposes, including care-recording, rota, communication, incident reporting, audit or medication-related systems.
Docking stations, separate keyboards, mouse devices, touchscreens, barcode scanners and other input devices used with DSE.
Workstations used for electronic care records, medication administration records, audits, staff training, supervision records, quality assurance, CCTV monitoring or other management systems.
DSE used at fixed workstations, shared workstations, nurses’ stations, medication rooms, offices, reception areas, training rooms, staff rooms and approved home-working locations.

Prolonged DSE use without proper ergonomics can lead to:

Musculoskeletal disorders (MSDs), including back and neck pain.
Repetitive strain injuries (RSI) from prolonged keyboard and mouse use.
Eye strain and fatigue from improper screen brightness and prolonged exposure.
Mental stress, linked to screen fatigue and inefficient workflows.

3.2. DSE Risk Assessments

A DSE workstation assessment will be completed for each member of staff who is identified as a DSE user. A DSE user is a worker who uses DSE daily, as part of their normal work, for continuous periods of one hour or more. Assessments may be completed through a self-assessment checklist, manager review, competent-person assessment or specialist ergonomic assessment, depending on the level of risk and any concerns raised.

Risk assessments consider:

Posture and workstation setup.
Screen positioning, brightness, and contrast.
Desk, chair, and footrest positioning.
Keyboard and mouse use.
Work patterns, including frequency of breaks.
Whether the person is a DSE user under the DSE Regulations.
Duration, frequency and intensity of screen-based work.
Use of portable equipment, including laptops, tablets and smartphones.
Suitability of software, electronic care systems, electronic medication systems and other digital systems, including ease of use, readability, alerts, system speed and avoidable duplication.
Accessibility needs, disability-related requirements and reasonable adjustments under the Equality Act 2010.
Pregnancy-related needs, epilepsy-related risks, visual symptoms, musculoskeletal symptoms, stress, fatigue or other health factors that may affect safe DSE use.
Suitability of the work environment, including lighting, glare, noise, temperature, ventilation, space, trip hazards, privacy and confidentiality.
Whether confidential resident, staff or business information can be viewed by unauthorised persons when DSE is used in shared areas or at home.

Findings are documented and reviewed annually or when significant changes occur.

4. Safe Workstation Setup and Ergonomic Practices

4.1. Proper Workstation Setup

To prevent discomfort and injury, staff must:

Position the screen so that it is directly in front of the user, at a comfortable viewing height and distance, with the top of the screen approximately at eye level where this is suitable for the individual. Staff must be able to adjust the screen, chair and work area to avoid awkward posture, glare, reflections, twisting, reaching or sustained static positions.
Adjust chair height and support to maintain a straight back and relaxed shoulders.
Keep the keyboard and mouse close, reducing unnecessary reaching.
Maintain a 90-degree angle at the elbows and knees when seated.
Ensure adequate lighting, reducing glare and reflections on screens.
Use document holders or dual screens if regularly referring to paper documents.
Use a separate keyboard and mouse where a laptop is used for sustained work.
Use a laptop stand, docking station or monitor where needed to support safe posture.
Ensure tablets and smartphones are not used for prolonged data entry unless the task, duration and equipment have been assessed and suitable controls are in place.
Keep frequently used items within easy reach to reduce twisting, stretching and repetitive reaching.
Keep walkways clear and ensure cables are managed safely to prevent slips, trips and falls.
Ensure shared workstations can be adjusted safely between users, including chair height, screen position, keyboard, mouse and lighting.

4.2. Regular Breaks and Movement

Work must be planned so that DSE users have suitable breaks or changes of activity. Breaks do not always need to be formal rest breaks away from work; they may include a change to non-DSE tasks where this gives the user a genuine change in posture, visual demand and activity.

Staff are encouraged to:

Take short, regular breaks or changes of activity rather than working for long uninterrupted periods at a screen.
Alternate screen-based work with non-screen-based tasks where operationally possible.
Stand, stretch, move and change posture regularly.
Use the 20-20-20 approach where helpful: every 20 minutes, look approximately 20 feet away for around 20 seconds.
Report any difficulty taking breaks or changing activity because of workload, staffing levels, system pressures or care-home operational demands.

Managers must plan work, rotas, administration time and electronic-recording tasks so that DSE users are not expected to undertake prolonged screen-based work without suitable breaks or changes of activity.

4.3. Portable DSE, Mobile Devices and Electronic Care Systems

Portable DSE, including laptops, tablets and smartphones, must be used safely and in line with the task being undertaken. Staff must avoid prolonged awkward posture, extended thumb or wrist movements, excessive bending of the neck, poor lighting, glare and using portable devices for sustained data entry without suitable equipment.

Where laptops are used for sustained work, staff should use a separate keyboard, mouse and laptop stand, docking station or monitor where reasonably practicable.

Where tablets or smartphones are used for care recording, medication records, audits, incident reporting, communication or rota systems, managers must consider:

the duration and frequency of use;
whether the device is suitable for the task;
whether the text size, screen brightness and contrast are suitable;
whether staff can enter information accurately without rushing or adopting poor posture;
whether confidential information is protected from unauthorised viewing;
whether the device is cleaned, charged, maintained and stored safely;
whether staff need additional training or reasonable adjustments.

Staff must report any device, software, connectivity or system issue that affects safe working, accurate care recording, confidentiality or the timely delivery of care.

4.4. Home Working and Hybrid Working

Where staff work from home on a permanent, long-term or regular hybrid basis, {{org_field_name}} will ensure that DSE risks are assessed and controlled so far as reasonably practicable. Home-working DSE assessments may be completed through self-assessment, photographs of the workstation where appropriate and proportionate, manager review, competent-person advice or specialist assessment where concerns are identified.

Home-working staff must:

complete a DSE self-assessment when requested;
set up their workstation to support safe posture and safe screen use;
report discomfort, pain, visual symptoms, stress, fatigue or equipment concerns promptly;
protect confidential information from unauthorised access or viewing;
use only approved systems and devices for work-related records, communication and care-home information;
notify their manager of any significant change in their home-working arrangement.

Where risks are identified, {{org_field_name}} will consider reasonable adjustments, additional equipment, changes to work pattern, further training or alternative working arrangements.

5. Eye Care and Health Monitoring

5.1. Eye Tests and Optical Support

{{org_field_name}} supports employees’ eye health by:

Providing an appropriate eyesight test for DSE users on request, before they become a DSE user where requested, and at regular intervals thereafter as advised by the optometrist or other competent clinical professional.
Providing or contributing to the cost of basic corrective appliances where the eyesight test shows that they are required specifically for DSE work and normal corrective appliances cannot be used for the DSE task. Any contribution will be limited to the cost of basic appliances required for DSE work unless otherwise authorised by {{org_field_name}}.
Encouraging employees to report eye discomfort, ensuring early intervention.
Staff must be informed during induction and refresher training how to request an eyesight test and how to raise visual symptoms linked to DSE use.

5.2. Addressing Musculoskeletal and Vision Issues

If an employee experiences persistent discomfort related to DSE use, we:

Conduct an ergonomic assessment and recommend adjustments.
Provide additional equipment, such as wrist supports or ergonomic chairs.
Offer medical referrals where necessary.
Review the DSE assessment without delay where a staff member reports pain, discomfort, visual symptoms, headaches, fatigue, stress, pregnancy-related needs, epilepsy-related concerns or disability-related requirements linked to DSE use.
Consider reasonable adjustments, including changes to workstation layout, equipment, chair, screen, input devices, work routine, breaks, task allocation, lighting, software settings or working location.
Refer to occupational health, physiotherapy, GP or other appropriate professional advice where symptoms persist, are significant, or may affect the staff member’s ability to work safely.
Record actions taken, timescales, responsible persons and review dates.

All health concerns related to DSE are documented and addressed promptly.

6. Staff Training and Responsibilities

6.1. Employee Responsibilities

All staff using DSE must:

Complete mandatory DSE training upon induction and annually thereafter.
Follow guidance on safe workstation setup and ergonomic best practices.
Report discomfort, pain, or eye strain to their line manager.
Take regular breaks and move frequently, following safe work practices.
Set up their workstation correctly before starting work, including shared workstations and hot desks.
Complete DSE self-assessments honestly and promptly.
Use equipment provided for safe DSE work, including chairs, footrests, laptop stands, keyboards, mouse devices, document holders or other agreed adjustments.
Report damaged, unsuitable or missing DSE equipment immediately.
Report software, system, connectivity or device problems that affect safe working, accuracy of care recording, confidentiality or workload.
Follow data protection and confidentiality requirements when using DSE in shared spaces, resident areas, offices, vehicles or home-working locations.
Avoid unauthorised use of personal devices for care-home records, staff records, resident information or other confidential work information.

6.2. Management Responsibilities

Managers and team leaders must:

Identify which staff are DSE users and ensure DSE workstation assessments are completed, reviewed and acted upon.
Provide reasonable adjustments where required.
Encourage a positive health and safety culture, ensuring staff take breaks and adopt good DSE habits.
Monitor workstations and update training when needed.
Ensure DSE assessments are completed for staff who work from home on a permanent, long-term or regular hybrid basis.
Ensure staff have suitable equipment, software access, information, training and reasonable adjustments to use DSE safely.
Ensure DSE actions are recorded, allocated to a responsible person, completed within appropriate timescales and reviewed for effectiveness.
Ensure DSE risks are considered when introducing new electronic care systems, electronic medication systems, CCTV monitoring arrangements, audit systems, rostering systems or other digital tools.
Ensure work is planned so that DSE users have suitable breaks or changes of activity.
Escalate unresolved DSE risks to the Registered Manager, Responsible Individual or Health and Safety Lead as appropriate.
Ensure DSE concerns are considered within supervision, return-to-work discussions, occupational health referrals, accident/incident reviews and health and safety audits where relevant.

7. Managing DSE Compliance Efficiently

7.1. Leadership and Accountability

The Health and Safety Lead is responsible for overseeing DSE arrangements, monitoring completion of assessments, reviewing DSE-related incidents or concerns, and ensuring that significant risks are escalated.
The Registered Manager is responsible for ensuring that this policy is implemented in day-to-day practice, that staff receive appropriate training and support, and that DSE risks are considered as part of the service’s wider health and safety arrangements.
The Responsible Individual maintains oversight of governance, compliance and quality assurance arrangements, including assurance that health and safety policies are implemented effectively and reviewed when required.
Line managers and supervisors are responsible for ensuring that DSE assessments are completed, actions are followed up, staff are supported to take breaks or change activity, and concerns are escalated promptly.
Staff are responsible for following safe DSE guidance, using equipment correctly, reporting concerns and participating in assessments, training and reviews.

7.2. Regular Audits and Monitoring

Annual DSE assessments for all employees.
Immediate reviews for employees experiencing discomfort or requesting adjustments.
Proportionate workstation spot checks in offices, nurses’ stations, shared workstations, medication rooms, training areas and other DSE-use areas, with frequency based on risk, findings, staff concerns, changes in equipment or changes in work practice.
DSE compliance evidence will be maintained and made available for internal audit, health and safety review, quality assurance, Responsible Individual oversight and CIW inspection where requested or relevant.
Audit completion rates for DSE assessments and outstanding actions.
Review DSE-related accident, incident, near-miss, discomfort, occupational health and sickness absence information.
Review whether DSE training has been completed at induction and refreshed as required.
Review whether reasonable adjustments have been implemented and remain effective.
Review whether new digital systems or devices have introduced new DSE, workload, confidentiality or accuracy risks.
Include DSE findings in the wider health and safety action plan where risks are identified.

7.3. Continuous Improvement and Review

Feedback from staff is used to improve workstation setups.
Regular updates to policies and training materials to reflect best practices.
New technology or equipment is assessed to enhance ergonomic efficiency.
Lessons from DSE assessments, staff feedback, incidents, supervision, sickness absence, occupational health advice, audits and new technology reviews will be used to improve DSE arrangements.
DSE risks will be considered before introducing or changing electronic care planning systems, electronic medication systems, CCTV monitoring systems, rota systems, audit tools, mobile devices or other digital systems.
Where changes affect staff practice, staff will receive updated information, instruction or training before or at the point of implementation.
Where changes affect confidentiality, data protection or resident safety, the relevant data protection, confidentiality and risk management procedures will also be reviewed.

7.4. Records and Evidence

{{org_field_name}} will keep records of:

DSE user identification;
DSE workstation assessments and reviews;
home-working DSE assessments where applicable;
actions identified, responsible persons, target dates and completion dates;
reasonable adjustments and specialist equipment provided;
eyesight test requests and outcomes relevant to DSE provision;
DSE training, information and refresher training;
staff reports of discomfort, visual symptoms, fatigue, stress or other DSE-related concerns;
occupational health or specialist ergonomic advice, where obtained;
audits, spot checks and management reviews;
decisions made where equipment or adjustments are not provided, including the reason for the decision.

Records will be kept securely and in line with confidentiality, data protection, retention and employment record requirements.

7.5. New and Changed Digital Systems

Before introducing or significantly changing any digital system, software, device or screen-based process, {{org_field_name}} will consider whether the change creates or increases DSE risks. This includes changes to electronic care planning, medication records, rota systems, audit systems, incident reporting systems, CCTV monitoring, staff training platforms and communication systems.

The review will consider:

the amount of screen time created by the system;
whether staff can use the system without awkward posture or excessive repetition;
whether text size, contrast, alerts and layout are suitable;
whether the system creates avoidable duplication or excessive administrative burden;
whether staff require training before using the system;
whether reasonable adjustments are needed;
whether confidentiality and data protection risks are controlled;
whether the system supports accurate and timely care recording.

Any identified risks will be recorded and addressed before implementation where reasonably practicable.

8. Related Policies

This policy works alongside:

CHW16 – Health and Safety at Work Policy
CHW18 – Risk Management and Assessment Policy
CHW27 – Staff Supervision, Training, and Development Policy
CHW34 – Confidentiality and Data Protection (GDPR) Policy

9. Policy Review

This policy will be reviewed at least annually, or sooner where there are changes in legislation, HSE guidance, Welsh Government statutory guidance, CIW requirements, the statement of purpose, digital systems, working practices, equipment, premises, home-working arrangements, accident or incident trends, staff feedback, occupational health advice or identified health and safety concerns.

The review will consider whether DSE assessments are being completed, whether actions are being closed, whether staff understand their responsibilities, whether reasonable adjustments are effective, and whether DSE arrangements remain suitable for the service being provided.

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.