No matter how science has developed in the modern world, a means has yet to be invented to save people from various diseases. Therefore, unfortunately, each of us can feel unwell at any moment and consult a doctor for help. For all employed citizens, absence from the workplace during illness is possible only by providing a special paper called sick leave.
How to fill out this document correctly, what special designations are used in it, and who should be involved in its design in general - all this can be found in this article.
What is sick leave
We all know perfectly well that absence from the workplace without good reason is considered to be a real truancy. In some cases, such a failure to appear at work can end very deplorably, and no one will listen to the stories that the person was ill.
In order for any employed citizen in the Russian Federation to legally confirm his temporary inability to go to work, there is a special document called a sick leave. Sometimes this document is also called a temporary disability sheet.
This paper is initially issued and filled out by a medical institution, in which the patient turned in a timely manner for help. In this case, the polyclinic or hospital must have the special approval of the Social Insurance Fund and with dignity pass all the necessary checks.
Since this document is an official paper, it has a form established by law that must be specially filled out. Any doctor who writes out a sick leave for a patient knows how to fill it in according to all the rules. Therefore, you should not worry about this, much less try to write something in it yourself.
Dishonest citizens sometimes even seek to falsify this document in their personal interests. Of course, such actions are punishable by law, so you should not even think about trying to make a fake sick leave.
The legal framework of sick leave
According to the legislation of the Russian Federation, any citizen of the country must have compulsory social insurance. This measure is one of the points of the state program aimed at protecting the country's population.
That is why the issuance of sick leave is not a whim of medical workers and not an ardent desire of workers to have an official excuse about the reasons for their absence from the workplace. They are an official document that gives the employee the right to receive money during his or her disability.
All issues related to the procedure for issuing this paper and its payment are governed by the following laws of our country:
- Administrative, Labor and Tax codes of the Russian Federation.
- The Law on Compulsory Social Insurance against Industrial Accidents and Occupational Diseases, adopted on July 24, 1998.
- The Law on Compulsory Social Insurance for Temporary Disability and in Connection with Maternity, which was adopted on December 29, 2006.
- The Law on Insurance Contributions to the PFR, FSS, FFOMS and TFOMS, which was approved on July 24, 2009.
Each of these regulations contains its own provisions related to such an important document as a sick leave. How to fill it out correctly describes the whole order that appeared in 2011.
Introduction of a new form of sick leave
So, another document regulating sick leave is the order of the Ministry of Health and Social Development of the Russian Federation, which was published on April 29, 2011 under the number 624. It is called “On the Approval of the Procedure for Issuing Disability Leaflets”, and it was this document that laid the foundation for the use of new forms of disability sheets that are issued to citizens of our country today.
The very form of the sick leave and disease codes indicated in it is established by a separate Order under the number 347n, also published in 2011, but on April 26th. This document is called "On Approving the Form of the Disability Form". The sample of filling in the sick leave is not in this order. However, it contains brief information about what data should be indicated in the blocks and lines of the new form.
How sick leave sheets protected from scammers
A new form of disability certificates appeared by chance. It was introduced in order to reduce the number of fraud cases that were associated with payments under these documents.
In order to exclude the facts of falsification of sick leave, the measures listed below were introduced.
1. In medical organizations disability certificates now come exclusively from the regional branches of the Social Insurance Fund. Each form has its own unique number, consisting of a random sequence of numbers. All these numbers are recorded in the FSS. Thus, in the event of a controversial situation, you can easily find out if the doctor who works in a particular medical institution actually issued the patient an existing document.
2. On the forms there are watermarks on which the FSS emblem is depicted, and a special microtext.
3. The form itself is pale blue, and the graphs intended for writing are made in pale yellow.
4. Diagnosis and other information codes have also been introduced to enhance the protection of sick leave.
Special requirements for filling out a document
The order, which introduced a new form of sick leave, establishes not only its appearance and the list of information prescribed in the form. The document of the Ministry of Health and Social Development also contains information on the requirements for the rules for entering data on the sick leave. How to fill in correctly this form, which is important for many citizens of the country, should be known to all persons involved in issuing a disability certificate.
You need to know that for each character entered in the form there is a cell. Therefore, each letter or number on the sick leave corresponds to only one cell, and in no case should one go beyond its borders. The beginning of each new record should fall on the very first cell in the place reserved for information.
The sick leave is filled out only in Russian, while all entries are made in block letters. However, the FSS separately noted that any minor irregularities may be present on the sick leave, for example, capital letters, symbols that come in contact with cell borders, poor word abbreviations, and the like. If, if available, the text itself is perfectly readable, then the employer has no reason to refuse to charge payments. This clarification is contained in the letter of the Fund under the number 14-03-11 / 15-11575, written on September 30, 2011.
Particular attention should be paid to the subject, which entered the data on the form. They can only be a capillary, gel or fountain pen with black ink. Also, the sick leave can be filled out on a computer.
Using a ballpoint pen when entering data on the form is strictly prohibited. This requirement was introduced for a reason. The fact is that any disability certificate is currently being processed electronically. Unfortunately, the data that was entered on the form with a ballpoint pen is not read by the technology. Because of this, such sick leave will not be processed properly.
Rules for stamps and long names
There are requirements for seals. The names of medical institutions on them must correspond to the names contained in the charters of these organizations. For stamps, a special place is allocated on the form, while they can protrude beyond its borders. However, it should be borne in mind that the seal of a medical institution should not go to the cells that contain information data.
Sometimes when filling out a sick leave there are problems with writing the name of the place of work. The fact is that 29 cells are allocated for it. They need to fit the full or abbreviated name of the organization in which the sick person works. At the same time, spaces between words cannot be neglected: they are obligatory on sick leave. But to put down such signs as commas, quotation marks, dashes, numbers and dots that are present in the names, it is not necessary. If the accepted abbreviated name does not fit, then it is necessary to reduce it yet, but so that the identification of the organization is available.
What does the new sick leave look like?
You can look at a sample of filling out a sick-list and see exactly how this document looks in the picture below.
It should be borne in mind that the disability certificate of the new sample is bilateral. The front side indicates all the basic information that the medical worker and the employer enter. On the reverse side is a detailed transcript of the sick leave, namely the codes that can be indicated in the cells on the form.
The sick leave itself is divided into several blocks. The first of them is filled directly in the medical organization where the citizen was treated. The second is to be completed already at work. The lowest part, which is tear-off, is also filled in by the doctor and remains in the medical facility for reporting.
What is filled by a medical professional
So, the person who makes the first notes in the disability sheet is a medical professional. He needs to fill in the form with all the information about the patient and the medical organization, about the disease and the timing of treatment.
In specially designated columns, the doctor writes the name of the medical organization and its state registration number. You must also indicate her address. If a citizen turned to a doctor practicing private practice, then the name, surname and patronymic of the doctor and his personal state registration code are entered on the form.
Further information about the patient is indicated: what is his full name when he was born, his gender, the name of the company he works for. A special column shall indicate whether a sick leave certificate has been issued for the main place of work or where the citizen works part-time. If for part-time work, then the number of the form that was issued for the main work is indicated next to it. In the event that the patient is registered with the employment service, a special note is made about this, and data on the workplace are not filled out.
The cause of disability must be indicated. Thanks to the entered special codes, the doctor does not need to write down the diagnosis: he simply enters the necessary code into the cells.
If necessary, the doctor fills in other special cells, which reflect the following information:
- date of the beginning and end of the voucher issued for aftercare in the sanatorium;
- date of possible birth;
- in the case of the issuance of sick leave to care for the child, the relationship with him, the age of the child and what his name is indicated;
- information on violation of the treatment regimen may be indicated along with the dates when they were committed;
- Duration of hospital stay;
- date when the patient underwent a medical examination.
In the table titled “Removal from work”, the doctor indicates the period during which the patient was relieved of his duties. The day when a citizen should begin his work is separately recorded. If the sick leave is extended, then these dates are also fixed. These notes are certified by the name and initials of the doctor, his signature and an indication of the position.
On the right side of the form in the block filled by the medical worker, the seal of the hospital or clinic must be affixed. Each seal must necessarily contain the words “for disability certificates” and be clear. Its shape does not matter, however today polyclinics use mainly triangular printing.
Coded sick leave
In the new sick leave form, any disease is encrypted with special two-digit and three-digit codes. However, these diagnosis codes are not classified information, because they are painted on the back of the form. Here is a list of them:
As you can see, the list of reasons is quite large. In this case, for example, disability code 01 is recorded in the event that a person has suffered any viral, catarrhal or other disease. In case of injury or poisoning, other codes are already entered.
The cause of disability is mandatory on the sick leave. However, some of these reasons are indicated solely with the consent of the patient. This rule applies to codes 14 and 15.
If the medical professional is mistaken in the form
Any serious mistake in the certificate of incapacity for work by a medical professional is a signal that the form is damaged. No corrections to the sick leave made by a doctor are permitted. Such a document is subject to immediate return and re-issuance, because it may be ultimately not accepted either by the employer or by the FSS. That is why a doctor or other employee of a medical institution should be well aware of all disease codes and other service codes used on the sick leave.
Graphs filled in by the employer
The block, which should be filled already at the patient’s work, is much smaller. But its importance is no less.
Here the name of the organization and the number that was assigned to it during registration by the territorial body of the FSS are indicated. Again, a note is made on whether this is the main work of a citizen or part-time job.
Next, enter the code of subordination, the taxpayer identification number assigned to the employee, and the insurance number of the individual personal account (SNILS), which every citizen of the Russian Federation should have. There are also columns for indicating the conditions for calculating payments (in the form of a code), the length of insurance the employee has, and non-insurance periods.
The codes used to indicate the conditions for calculating benefits are listed on the back of the certificate of incapacity for work along with other codes used to fill out the form.
In separate columns, monetary amounts in rubles and kopecks are also recorded:
- average daily earnings;
- earnings for calculating benefits;
- the amount of the benefit to be paid from the employer's funds;
- the amount of benefits from the FSS;
- the total amount of the allowance.
The entire sick leave block, which must be completed by the employer, is endorsed by the signatures of the head of the enterprise and the chief accountant, as well as their names and initials. The seal of the organization is also required.
If the employer made a mistake when filling out
Unlike the mistakes of the medical worker, the mistakes of the employer on the disability sheet are not so scary. The thing is that on the part of company representatives corrections are allowed in the sick leave, if necessary. However, they must be carried out in a special order, which must be known to people filling out these forms.
It is important to remember that any mistake in the sick leave is never corrected with the help of clerical corrective means. Such a disability certificate will be deemed damaged.
If an error is detected, the employer carefully crosses out the incorrect information. A correction should be made on the back of the sick leave in an empty place. Next to it is written “corrected faith”, the signature of the person in charge and the seal of the enterprise are put.