Relevant Policy

In any instance, colleagues should always first refer to the Group Display Screen Equipment Policy (RM07), available via SharePoint. This policy will contain the latest copies of any relevant documentation in its appendices, as well as the latest Trust policy on reimbursements.

To view the latest copy of the policy, please visit SharePoint directly on the link below. Please note this will only be accessible via Trust devices. If you do not have a Trust device and would like a copy sent to you, please contact us.

Eyesight Tests

Display screen equipment users can request an eyesight test if they believe the use of any display screen equipment is affecting their eyesight. The frequency of these tests will be based on clinical judgement of the optometrist who will generally advise as to when a repeat test will be needed, but is generally every 2 years for corrective lenses.

Prior to any test, you must make a request to your line manager and have this approved. You will need to refer to Appendix 1 of the Group Display Screen Equipment Policy, and complete, sign and date this document to qualify for an eye test.

You will then be able to arrange an appropriate test at an opticians, and will be eligible for a refund of up to a maximum of £20.00. To claim for this, you will need to complete the claim form found in Appendix 4 of the Group Display Screen Equipment Policy.

Corrective Appliances

Special corrective appliances – usually spectacles, will be prescribed to correct vision defects at the viewing distances used specifically for the display screen equipment work you do.

Where an eyesight test has shown that display screen equipment use has impaired eyesight, the Trust will reimburse the cost of basic corrective appliances (Appendix 4 of the Group Display Screen Equipment Policy). Where spectacles are found necessary for the use of display screen equipment, the Trust will contribute a flat-rate allowance to the purchase, providing a refund equivalent of up to £50 through the correct procedure.

The employee is personally responsible for safekeeping of glasses. Where broken or lost, it will be at the manager’s discretion as to whether the cost of any replacement will be borne by the Trust.

To make a claim for reimbursement, you will need to refer to Appendix 4 of the Group Display Screen Equipment Policy. This document must be signed by yourself and your manager, and original reciepts. All completed documentation should be sent to Occupational Health at [email protected].

Please note that where any colleague obtains glasses without the knowledge of the Trust, the organisation will not be responsible for any cost incurred.

The Manager's Role

The line manager must be aware of any pending eyesight test or purchase of corrective equipment, and should have sight of the documents within Appendix 1 and Appendix 4 of the Group Display Screen Equipment Policy. In the case of the document in Appendix 4, this will include needing to sign the document.

It is at the discretion of the line manager whether any broken or lost equipment will be replaced by the Trust. All reimbursements are ultimately made through departmental budgets. If a manager rejects a request, they should provide the member of staff with a copy of the form with an explanation of the decision. Please note that the member of staff will have the right to appeal through workplace policies and procedures, and in such instances a further workplace assessment will be carried out.

It is advised that line managers keep record of all relevant paperwork. If a manager requires any advice, they should contact Occupational Health on [email protected].