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Registration Number: {{org_field_registration_no}}

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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). 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.
• Care Inspectorate Wales (CIW) guidance, which emphasises safe and compliant working environments​.
• 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.
• Temporary and agency workers, ensuring they follow safe DSE practices.
• Contractors and third parties, where they use DSE equipment on our premises.

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.

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 risk assessment is carried out for:

• All new employees who use DSE as part of their role.
• Existing employees at least annually to identify and address ergonomic risks.
• Any employee experiencing discomfort or requesting reasonable adjustments.
• Employees returning to work following an injury or illness that may impact DSE use.

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.

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 at eye level to avoid neck strain.
• 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.

4.2. Regular Breaks and Movement

Staff are encouraged to:

• Follow the 20-20-20 rule – Every 20 minutes, look 20 feet away for 20 seconds to reduce eye strain.
• Take a five-minute break every hour, incorporating movement and stretching.
• Alternate tasks to prevent prolonged DSE use.
• Use adjustable desks where available, promoting good posture.

Breaks are monitored and encouraged by team leaders to ensure compliance.

5. Eye Care and Health Monitoring

5.1. Eye Tests and Optical Support

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

• Providing free eye tests for DSE users upon request (minimum every two years).
• Contributing to the cost of corrective lenses, where required for DSE work.
• Encouraging employees to report eye discomfort, ensuring early intervention.

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.

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.

6.2. Management Responsibilities

Managers and team leaders must:

• Ensure all staff complete DSE risk assessments.
• 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.

7. Managing DSE Compliance Efficiently

7.1. Leadership and Accountability

• The Health and Safety Lead oversees DSE risk assessments and compliance.
• The Registered Manager ensures staff training and adherence to best practices.
• Line managers and supervisors monitor employee comfort and workstation setup.

7.2. Regular Audits and Monitoring

• Annual DSE assessments for all employees.
• Immediate reviews for employees experiencing discomfort or requesting adjustments.
• Monthly workstation spot checks, ensuring compliance with ergonomic guidelines.
• CIW inspections, ensuring our workplace meets health and safety requirements.

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.

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 is reviewed annually, or sooner if there are legislative updates, workplace changes, or health and safety concerns.

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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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