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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

1. 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.

2. 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.

3. Related Policies

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

4. 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​

5. DSE Risk Management at {{org_field_name}}

5.1 Risk Assessment and Monitoring

• {{org_field_name}} will identify workers who are Display Screen Equipment (DSE) users in accordance with the Health and Safety (Display Screen Equipment) Regulations 1992. This includes workers who habitually use DSE as a significant part of their normal work, including workers who use DSE daily for continuous periods of an hour or more.
• A suitable and sufficient DSE workstation assessment will be completed for each identified DSE user. This requirement applies to relevant office-based workers, home workers, mobile workers and other workers who use DSE as part of their normal work.
• The assessment will consider the complete workstation and working arrangements, including:
  • display screens and other equipment;
  • keyboard, mouse or other input devices;
  • seating and workstation furniture;
  • posture and positioning;
  • available working space;
  • lighting, reflections and glare;
  • the nature and demands of the work;
  • duration and pattern of DSE use;
  • breaks or changes of activity; and
  • any individual requirements of the worker, including requirements arising from disability or health conditions.
• Where an assessment identifies a risk to health or safety, {{org_field_name}} will take appropriate action to eliminate the risk so far as reasonably practicable or, where elimination is not possible, reduce the risk to the lowest reasonably practicable level.
• A DSE assessment will be completed or reviewed where:
  • a new workstation is set up;
  • a worker becomes a DSE user;
  • there is a significant change to the workstation, equipment, software, work environment or way in which the workstation is used;
  • the worker reports pain, discomfort, visual difficulties or other symptoms which may be associated with DSE work; or
  • there is reason to believe that the existing assessment is no longer valid.
• {{org_field_name}} may additionally review DSE assessments periodically as part of its health and safety monitoring arrangements.
• Workers must report any pain, discomfort, visual difficulties, fatigue or other concerns which they believe may be associated with DSE use to their line manager or the Health and Safety Lead as soon as reasonably practicable.

5.2 Safe Use of Display Screen Equipment

5.2.1 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.

5.2.2 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.

5.2.3 Breaks and Changes of Activity

• Work involving DSE will be planned, so far as reasonably practicable, to provide DSE users with periodic breaks or changes of activity which interrupt prolonged periods of screen-based work.
• There is no single statutory interval or duration which applies to every DSE user. The frequency and length of breaks or changes of activity will take account of the nature, intensity and duration of the work and any risks identified through the worker’s DSE assessment.
• Wherever reasonably practicable, short and frequent breaks or changes of activity should be used rather than infrequent longer breaks. A change of activity may include undertaking another work task which does not require intensive DSE use.
• Breaks or changes of activity should, where practicable, allow the worker to change posture, move away from the workstation, stand, stretch or otherwise vary their physical activity.
• Work arrangements must not prevent a DSE user from taking suitable breaks or changes of activity necessary to control risks identified through their DSE assessment.
• Workers should report to their line manager if workload, staffing arrangements or other operational requirements prevent them from taking appropriate breaks or changing activity.

5.3 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).

5.4 Eye Health and Eyesight Testing

• A worker who is an identified DSE user may request an eye and eyesight test in accordance with the Health and Safety (Display Screen Equipment) Regulations 1992.
• Where a DSE user requests an eye and eyesight test, {{org_field_name}} will arrange or provide access to an appropriate test and will meet the cost of that test.
• The test must be an appropriate eye and eyesight examination undertaken by a competent optometrist or doctor in accordance with the applicable legal requirements.
• Further eye and eyesight tests will be provided where required in accordance with the DSE Regulations. The appropriate interval between tests will take account of professional or clinical advice and the individual circumstances of the DSE user rather than being restricted to a fixed organisational interval.
• Where an eye and eyesight test identifies that a DSE user requires special corrective appliances specifically for the viewing distance or requirements of their DSE work, and ordinary corrective appliances cannot provide suitable correction, {{org_field_name}} will meet the cost of a suitable basic corrective appliance required for that DSE work.
• {{org_field_name}} is not required under the DSE Regulations to pay for ordinary spectacles or corrective appliances which are suitable for general use and are not required specifically for DSE work.
• Workers should report visual discomfort, headaches or other symptoms which may be associated with DSE use. Where appropriate, the DSE assessment will be reviewed and reasonable adjustments or other control measures considered.
• Workers should ensure that screens are appropriately positioned and adjusted and that lighting, brightness, contrast and glare are managed so far as reasonably practicable.

5.5 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.

6.Responsibilities

6.1 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.

6.2 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.

6.3 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.

7. 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.