Keep ergonomics in mind for safety, efficiency
January 1, 1998 4 minutes read
Keep ergonomics in mind for safety, efficiency
Proper layout, use of work space prevents injury
Whether it’s coders hunched over their ICD-9 manuals, clerks continually scanning paper records onto a computer hard drive, or managers staring at their computer screens for hours on end, the medical records work environment can be an unhealthy place.
But there are many ways to combat the negative effects of repetitive motions and sedentary jobs in terms of both staff morale and workplace efficiency. With repetitive motion injuries a growing source of workers’ compensation claims, health information managers are well-advised to do all they can to make employee work stations as ergonomically friendly as possible.
Ergonomics generally defined as designing the job to fit the person, rather than making the person fit the job is the science of designing tools and equipment, workplace layout, and overall organization of work to improve employee well-being and workplace efficiency.
Mark Dohrmann, a consulting ergonomist and engineer and president of Mark Dohrmann and Partners in Melbourne, Australia, offers the following ergonomic checklist, with suggestions for improving personal comfort and productivity. He notes, however, that individuals must determine how best to apply the suggestions to their work environments.
There are several things managers can do to promote a healthier workplace that they might not have considered, Dohrmann points out. For example, if you recess a screen into a cavity on the counter to give staff better visual contact with customers, hood the screen to avoid reflection problems from overhead lights.
And, he says, consider lightweight headsets for heavy phone users. It keeps the hands free and can make for more relaxed speaking on the phone. Make sure staff have plenty of knee space while sitting a thin, pull-out keyboard tray may be perfect. (For more information, see the illustration, "How To Sit at a Computer," below.)
Office ergonomics checklist
1. Posture/activity/exercise.
• Maintain proper posture, paying careful attention to positioning of head, neck/spine, arms/wrists, hips/thighs, and feet. Basically, ensure the small of your back is supported, your shoulders relaxed (not slumped, not elevated), and that there is no pressure under your thighs.
• Alternate between different postures on a regular basis.
• When keyboarding, use minimum force while striking the keys.
• Keep a neutral position, where the forearms, wrists and hands are in a straight line.
• Avoid awkward reaching for work tools such as telephone, mouse, and reference materials.
• Avoid resting elbows, forearms, or wrists on hard surfaces or sharp edges.
• Take frequent mini-breaks throughout the day to give muscles and joints a chance to rest and recover.
• Alternate between work activities which use different muscle groups to avoid overuse.
• Give eyes a break by closing them momentarily, gazing at a distant object and blinking frequently.
• Proper exercises are a complement to a complete office ergonomics program. Consider using a consultant to select appropriate exercises.
2. Lighting/air/noise.
• Maintain appropriate light levels for specific tasks. More illumination is usually needed to read a document than a computer screen.
• Reduce or eliminate glare by using window shades, diffusers on overhead lighting, and anti-glare filters for computers.
• Adjust the contrast and brightness on your computer screen to a comfortable level.
• Get a regular eye exam, and if necessary, wear corrective lenses. Tell your eye specialist how often you use the computer.
• Clean the computer screen and other surfaces regularly.
• Reduce the number of dust collecting items like papers and files on your desk.
• If necessary, use a portable air cleaner to reduce airborne particles like dust, pollen and mold.
• Maintain a comfortable temperature by using layers of clothing or a portable fan or heater.
• Be considerate to others working in the area, and conduct meetings and conversations in appropriate areas.
• Position fabric partitions to reduce noise from conversations, foot traffic, and equipment, such as copiers and printers.
• Identify distracting noises and try headphones, ear plugs, soft music, or a quiet fan to reduce or mask the noise.
3. Work style/organization/breaks.
• Reduce stress by planning ahead and setting realistic expectations for what you can accomplish during the workday.
• Organize your workload to help even out busy and slow times, to avoid feeling "swamped".
• Vary tasks to make the day more interesting. For example, deliver a message in person instead of phoning.
• Avoid long periods of repetitive activity. For example, alternate computer work with other tasks like phone calls, filing, copying, and meetings.
• Organize equipment, supplies, and furniture in the most efficient arrangement for daily tasks.
• Enhance privacy by using office partitions and privacy filters for computer screens or documents.
• Acknowledge ideas and accomplishments of co-workers on a regular basis.
• Develop stress reduction and relaxation techniques which work for you at the office and at home.
• Personalize your office with a few favorite items, like artwork, photos and plants.
• Take mini-breaks that re-energize, invigorate, and refresh.
• Follow these same ergonomic guidelines at home, in meetings, and while traveling.
For more information, contact Mark Dohrmann, Mark Dohrmann and Partners, Consulting Ergonomists and Engineers, Post Office Box 220, Essendon, VIC 3040 Australia. Telephone: 03 9376 1844.
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