About two months ago, my sister almost lost her temporary disability payment. The reason is trivial - an error in the sick leave certificate. If you do not want to encounter the same problem and lose your due accruals due to ordinary carelessness, take note of the tips and recommendations presented below. I have studied the question of what sick leave looks like in 2021 in detail and am ready to share with you.
Basic rules for sheet design
Nowadays, Russian cities have adopted a single official form for registering temporary disability.
A sick leave certificate is an official document! It has several options and levels of protection against counterfeiting. Like all documents, it is filled out in strict accordance with the rules.
Among the most basic of these design requirements are the following:
- Availability of the opening date of the period of incapacity for work and the date when the person can return to the workplace.
- The bulk of important information is entered exclusively as special codes.
- The document is filled out by an employee of the enterprise or company where the person works and by a health worker. The employee himself cannot enter any information into the paper.
- All codes must be written very correctly. During the process of calculating payments, the sheet is processed by special electronic devices. If an error is made in the codes, it will not be possible to read the information from the document, and accordingly the payment will not be accrued.
The front side of the document is divided into three main information parts:
- Information from a healthcare professional.
- Information from the employer.
- A special tear-off form that is filled out by clinic staff.
The design rules for each part are worth considering in more detail.
FAQ
Who should fill out a certificate of incapacity for work?
Before being transferred to the Social Insurance Fund, the sick leave is filled out by the medical institution and the employer. After filling out, each party must put their own stamp (if the employer has one) and sign.
Company managers are often interested in the question of who exactly is responsible for filling out the document - the accounting department or the human resources department. The legislation assigns the decision of this issue to the employing organization. If the company management wishes, both departments can fill out the sheet.
Sick leave payment scheme
Are there any special rules when an employer fills out a document?
The specifics of filling out sick leave are established by order of the Ministry of Health No. 624n and the letter of the Social Insurance Fund dated October 23, 2014. Information is entered with a gel, ballpoint or fountain pen, or black ink. Letters must be printed and easy to read, and must not extend beyond the boundaries of the cells allocated to them. Recording is carried out starting from the first cell in the line.
A sample of filling out the part of sick leave allocated for the employer looks like this:
Sample of filling out the part of sick leave allocated for the employer
Is it possible to make corrections to sick leave?
Order of the Ministry of Health No. 624n directly prohibits the use of corrective agents when filling out sick leave. In case of an error, the incorrect information must be crossed out and the entry repeated on the reverse side of the sheet.
If an employer discovers errors in filling out sick leave at a medical institution, it should be clarified whether the error is critical. These include incorrectly recorded employee's full name, an error in opening or closing dates, and an incorrect name of the organization. Such shortcomings may become the basis for the FSS to refuse reimbursement of expenses.
Corrections to a sick leave certificate may become a basis for the Social Insurance Fund to refuse reimbursement of expenses.
What needs to be done to close sick leave early?
Sometimes the patient needs to go to work as early as possible. This issue can only be resolved by the attending physician, as the person who is responsible for the patient’s health. No applications or additional documents are required, you just need to ask the doctor during the visit.
It is important to note that in some socially dangerous diseases (usually infectious), the patient’s opinion about the time of discharge is not fundamentally taken into account, and sick leave is closed for medical reasons.
Closing sick leave early essentially means sending an untreated person to work
Why is sick leave not accepted at work?
Most often, refusal problems occur when applying for an electronic sick leave. The registration of such documents has been carried out since July 1, 2021 and is a complete analogue of a paper sick leave. The rules for information interaction between medical institutions, the employer and the Social Insurance Fund were approved by Government Decree No. 1567 of December 2021. Any refusals to accept this document are illegal; in case of refusal, you can file a complaint about verification using the FSS hotline numbers - https://fss.ru/ru/fund/rusmap/index.shtml
Also, the employer may refuse to accept sick leave in the event of an obvious mistake, absence of stamps, doctor’s signature or any other important information. In this case, you should contact the registry office of the institution that issued the sick leave again to provide another copy.
Video - Why companies don’t accept electronic sick leave
Information from the doctor
Here are the main stages of document preparation, presented in order of completion:
- At the very top, next to the document number and code, the document category is written down - primary or duplicate.
- The name of the clinic where the paper is issued.
- Date of issue of the form and official OGRN of the medical institution. If the clinic is a legal entity, 13 numbers are written down, if an individual entrepreneur – 15.
- If the reason for the disability is caring for a sick close relative or child, information such as age, relationship with the patient and his full name are written down.
- Personal information about the employee, in a situation where it was he who was ill. Information such as full name, gender, date and place of birth, SNILS number and the main cause of disability is entered.
- A period of complete release from assigned duties is written. We are talking about the start date and complete end date of the disability.
This information part of the sick leave is certified by a doctor. His name and signature must be written, and the seal of the medical institution must be affixed.
What does closed sick leave look like?
A completed certificate of incapacity for work is a completed strict reporting form in A4 format with a unique number and watermarks, which additionally protect the document from forgery.
The sick note is filled out with a black pen or using a computer, keeping the interval between entries in one cell and not going beyond the cells. How to fill out a sick leave certificate correctly can be read in the article https://otdelkadrov.online/6838-pravila-zapolneniya-bolnichnogo-lista-rabotodatelem-v-sootvetstvii-s-trebovaniyami-minsotsrazvitiya.
A correctly closed sick leave certificate is shown in the photo below.
The certificate of incapacity for work must contain:
- Full name and position of the doctor closing and signing the sick leave;
- name and address of the medical institution;
- last name, initials, date of birth of the patient;
- disease code;
- name of the employing organization;
- period of temporary incapacity for work;
- date of issue of the document;
- the date from which the patient must begin work.
The document had to be sealed with the signature of the health worker who closed the sick leave and three seals:
- personal seal of the doctor;
- triangular seal of a medical institution;
- official seal of the institution.
The second and third stamps on a new type of sick leave certificate are placed at the reception desk or in a special office, the number of which must be checked with the doctor.
Information from the employer
The employer is responsible for transferring the payment. He must also enter informational information. We are talking about such important points:
- Information about the company. If there is not enough space for the full name, you can enter abbreviated words or an abbreviation;
- The type of activity performed is the main official job or part-time activity. If a person works at the main job and part-time at the same time, the number of the document intended for the main workplace is written on the sheet for additional work;
- Official registration number previously received from the Social Insurance Fund and subordination code. This is necessary to identify the enterprise;
- SNILS and TIN of a temporarily unemployed employee to establish his identity;
- Total official work experience. If it is less than a month, zeros are entered in the corresponding lines. If a person has special non-insurance experience, its time period must be indicated. This applies to time in the army, as well as employment in the police or city fire department;
- Line H 1 is filled in if an employee is injured at work;
- Information regarding the salary received. Such information is provided by accountants and strictly without including personal income tax. Here the average daily and monthly salary is calculated. The amount of accrued benefits is also stated. It consists of two parts - one from the employer and the second from the Social Insurance Fund.
At the conclusion, the official seals and signatures of the employer and the chief accountant are affixed.
Filling out a special statement
A properly completed and certified document is submitted to the Social Insurance Fund organization. Attached to it is an accounting statement with information that is necessary for calculating and calculating benefits. These are indicators such as:
- The amount of average daily and average monthly earnings;
- Official salary;
- All required allowances;
- Official work time sheet.
If an employment agreement was previously concluded between the enterprise and the employee, valid for less than 6 months, a special mark 46 must be placed. In such a situation, disability benefits will be paid only for 75 days.
If an accountant has entered erroneous information, he can make corrections. Only two corrected defects are allowed per document.
Is it possible to fold a temporary disability certificate in half?
At the clinic, patients are often warned not to fold the ballot form. But a wrinkled sick leave is not an obstacle to calculating benefits to an employee. Therefore, folding the sheet is allowed. It's better to do it carefully. It is important that all information provided in the document is readable.
Thus, since 2011, a new form of sick leave has been used. It received an increased degree of protection and underwent a number of external changes. When filling out certificates of incapacity for work, you must be guided by the Procedure for issuing BC, approved by Order No. 624.
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What should you pay attention to?
In order for the sheet to be accepted by the Social Insurance Fund and for the person to receive the required payment, the following rules should be taken into account:
- One part of the document can be filled out with a pen, the second can be a machine printed version.
- The part to be filled in with a pen must be written in block letters. And the pen itself should not be a ballpoint pen, but a gel or capillary pen.
- The head of the enterprise must fill out the part of the document intended for him within 10 days after entering the enterprise.
- The medical part is filled out only by licensed employees - paramedics, doctors, doctors, research institute specialists. Only emergency room and emergency room employees cannot fill this out.
- The reason for the disability is written exclusively in the form of a code. There is no need to write anything in words.
- The doctor must enter information in all lines and columns of the form. Blank lines are only allowed if there are specific reasons for doing so.
Is it possible to do it ahead of schedule if the date is already set?
Closing sick leave ahead of its expiration date is possible. But there are certain nuances:
- the disease must be safe for other people (not infectious, not transmitted by any means);
- the initiative to close must come from the patient himself;
- The attending physician must agree to early closure of the leaflet.
In the hospital
If the patient is in hospital treatment, then the algorithm for early closure of sick leave is as follows:
- The patient writes a refusal to be hospitalized. The form must be written (by hand).
- The doctor explains to the patient the consequences of his decision. This formality must always be observed.
- If the patient, having heard about the possible consequences, still wants to close the sick leave, the doctor makes an extract indicating all the tests and gives a referral to the clinic.
- The patient goes from the hospital to the clinic to notify it about the transition to home (outpatient) treatment.
In the clinic
It is much easier to close sick leave before the end of the clinic.
They are observed only during inpatient treatment, and in the clinic a verbal request is sufficient.
When is the procedure not possible?
If the temporary disability certificate has expired, it must be closed. There are no exceptions.
But it is not always possible to close it ahead of schedule. Here is a list of situations in which early closure is not possible:
- An infectious disease that can harm others. In this case, you can’t count on early closure at all.
- A dangerous disease associated with the risk of complications. Such diseases, for example, include chickenpox. There are serious complications with it, so no good doctor will allow early closure of sick leave.
- Retroactive closure. If the patient does not have a child under 7 years of age or a disabled child, then the option of closing the sheet when the date is already set is not available to him. Sometimes sheets are also covered retroactively for pregnant women, but not always.
- The day when the doctor who issued the form does not accept visitors. If the doctor is not on vacation and has not quit, but just a day off or New Year’s holiday, to close the sick leave you need to wait until he returns to work.
Additional design tips
In order for FSS employees to be guaranteed to accept the issued sick leave and for the employer to make payment according to it, the disability form must be completed as correctly as possible.
If questions arise during filling out and registration, if it is not clear what to write in certain cells or columns, accounting employees have the right to seek clarification from the normative and legal acts established today. You can ask questions to employees working at the Social Insurance Fund at any time. For such requests, they provide helpful oral or written advice.
Where to go for the procedure
For those who find themselves in another district or city for various reasons, it will be important to find out whether it is possible to close a sick leave in another clinic? Order of the Ministry of Social Development of Russia No. 624n dated July 2
records only a general list of institutions and officials who have the right to provide the document.
At the same time, the legal act does not stipulate
a specific organization to which a citizen is obliged to contact.
The absence of a ban
allows you to close your sick leave in another clinic.
The procedure is performed in the medical institution where the discharge
. If the document was opened in the inpatient department of the hospital, but the patient was sent to receive further treatment at home, the document will be closed by the local doctor.
The procedure can be performed in another city if the sick leave was opened at the place of residence, but later the citizen was sent for treatment to another locality. In Order of the Ministry of Social Development of Russia 624n dated June 29, 2011
there is no prohibition on carrying out an action. If the treatment was carried out by one specialist, he closes the document. However, another doctor can perform the procedure.
Summing up
In conclusion, it is worth paying attention to the most common mistakes made in filling out the document. Sick leave will not be accepted and paid if it is stamped incorrectly or if it covers the information written in the columns. A sheet that is wrinkled or even folded several times will not be accepted.
It is guaranteed that a document will not be accepted or paid for without the required stamps and signatures. This needs to be known not only to employees in management positions, but to ordinary workers. This will allow you to independently detect the problem and correct the error in a timely manner.
Where to submit sick leave from 2021
The procedure for submitting sick leave is regulated by Federal Law No. 255 of December 29, 2006. But the regulatory act does not approve the official who needs to submit certificates of incapacity for work. After returning from sick leave, employees do not always know who should give their sick leave to.
Most often, the sheet is submitted to the personnel department and accounting department. In each organization, local regulations approve an official who is responsible for accepting sick leave.
