In the dynamic world of healthcare, ensuring the health and safety of your staff is paramount. One crucial aspect of this is managing display screen equipment (DSE) assessments effectively. Whether it’s a new staff member, an office move, or a return from leave, having a structured DSE assessment programme in place is essential. In this guide, we’ll walk you through the steps to create a robust DSE assessment programme to keep your staff healthy and productive.

Step 1: Establish a Clear Policy

Begin by documenting a comprehensive DSE policy for your organisation. This policy should outline your commitment to employee health and safety, as well as your obligations under relevant regulations. Make sure your policy is readily accessible to all staff members.

Step 2: Designate Responsibility

Appoint a responsible member of your team, or a health & safety representative if you have access to one, to oversee the assessment programme. This person will act as the go-to resource for DSE-related queries, ensuring compliance with the policy, and coordinating assessments.

Step 3: Identify Trigger Points

Determine when DSE assessments should be conducted. Common trigger points include:

New Employee Onboarding: Conduct assessments for new staff during their induction process. Ensure their workstations are ergonomically set up from the start.

Office Moves: Whenever staff members relocate to a new desk or office, a DSE assessment should be triggered. This helps in ensuring that their new workspace is ergonomically sound.

Return from Extended Leave: After a staff member has been absent from work for an extended period (e.g., due to medical leave), it’s essential to re-assess their workstation to accommodate any health-related changes.

Change in Job Role: If a staff member’s job responsibilities significantly change, their workstation may need to be adjusted accordingly.

Step 4: Create a Schedule

Develop a schedule that outlines when assessments should occur based on the trigger points identified in Step 3. Clearly communicate this schedule to all staff members to set their expectations. Ensure flexibility to accommodate unforeseen changes.

Step 5: Conduct the Assessment

When conducting DSE assessments, consider the following:

Ergonomic Setup: Assess the workstation’s ergonomic suitability, including chair, desk, monitor, keyboard, and mouse. Don’t forget to check on the environment too, slight adjustments to things like the room temperature, lighting, ventilation and noise will further add to your employee’s comfort whilst sat at their desk.

User Training: Provide guidance on proper posture, screen brightness, and the importance of regular breaks to reduce strain.

Adjustments: Make necessary adjustments to the workstation, such as chair height or monitor position. Remember, don’t forget the environment!

Documentation: Maintain records of assessments, including assessment date, staff member’s name, workstation adjustments made, and any recommendations provided. It is also worth documenting any equipment which has been replaced or added for reference during future assessments.

Step 6: Address Issues and Follow-Up

If any issues are identified during the assessment, ensure they are promptly addressed. Follow up with staff members to verify that the adjustments have resolved their concerns and that they are comfortable with their workstation.

Step 7: Training and Awareness

Continuously educate your staff on the importance of DSE ergonomics and the role they play in maintaining their own well-being. Encourage open communication regarding discomfort or issues related to their workstations.

Step 8: Regular Review

Periodically review your DSE assessment programme to ensure it remains effective. Seek feedback from staff members and make adjustments as necessary.

By following these steps, you can establish a robust DSE assessment programme within your organisation. This proactive approach not only ensures the well-being of your staff but also enhances productivity by minimising workplace discomfort and injuries.

Remember, healthy staff is a cornerstone of quality healthcare delivery. Your commitment to DSE assessments reflects your dedication to your staff’s health and safety, ultimately contributing to better patient care. 

Need some support?

At accuSafe, we stand ready to support you in designing and implementing your DSE programme to ensure the continued well-being of your team. For expert guidance on this, or any other health and safety challenge, don’t hesitate to reach out to us on 0333 012 4045 or

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