A sick leave certificate is required for every person who wishes to receive temporary disability benefits at the place of employment. To do this, you have to contact your doctor with complaints and symptoms for any disease. The form is filled out not only by the employee of the medical institution, but also by the employees of the company where the sick citizen works. But often a situation arises when a document is lost. The culprit may be a doctor, patient, or company employee making the information in this document. Therefore, the question arises of what to do if you lose your sick leave. In this case, you can get a duplicate, and the recovery procedure depends on at what stage of registration of the sick leave the certificate of disability is lost.
Who can lose a document?
The sick leave may be lost at different stages of registration of the period of temporary disability. Therefore, the perpetrators may be the following persons:
- the doctor makes information in this document at the first visit to the patient, after which the sheet remains in the medical organization until the next examination, and during this period the document may be lost;
- the employee receives a slip from the doctor after discharge, since it is he who transfers the documentation to the accounting officer or personnel department of the company in which he is officially employed, but there is always the possibility that he will lose the documentation;
- the company employees responsible for filling out or storing the sheets may violate different rules, which leads to loss of documentation.
In each situation, recovery has its own characteristics. Therefore, all participants in the procedure should know what to do if the sick leave is lost. Duplication of this document is a rather complicated process.
What to do directly to the patient?
A citizen who has received a sick leave from the attending physician can lose the sheet. The document must be transferred to the accounting department of the company in which the citizen works. For various reasons, the sheet may be lost. If an employee has lost sick leave, what should I do? To do this, you will have to contact the medical institution where this documentation was originally issued.
The rules for restoring a document in this case include:
- if the patient directly loses the certificate of incapacity for work, then he will have to go to the clinic where the documentation was issued for the first time;
- the basis for compiling the duplicate is not only the loss of the sheet, but also the presence of errors in the text;
- in order to receive a new document, it is required to draw up an application in the form of a medical institution, which indicates the reason for the duplication;
- first, at the place of employment, you will have to take a certificate confirming that the sheet was not handed over to the employee of the accounting department to calculate the temporary disability benefit;
- you must have a passport with you when contacting a medical institution.
Based on such a document, a commission will be convened in the clinic to resolve the issue. For this, the number of the sheet that was previously issued to the patient is established. It is determined exactly what information was spelled out in this document. Each document has its own unique number, which is entered in the special base of the organization. This allows you to quickly restore the sick leave.
After completing all the actions, the commission decides to issue a duplicate. Relevant information is transmitted to the attending physician, who makes a duplicate. After this, the documentation is handed over to the patient. Employee lost sick leave: what to do? To do this, you will have to contact the medical institution where the original of this document was received.
What to do when a document is damaged?
Often, a new sick leave is required due to damage to the patient’s documentation. In this case, you will have to replace the sheet, otherwise the employees of the company in which the citizen works will not be able to use it. The fact is that the information contained in this document is read by a special program. Therefore, all information must be entered into it carefully, and damage to the sheet is also not allowed.
To restore the damaged sheet, you will again have to contact the medical company where the original was received. When preparing the application, it is indicated that the reason for receiving the duplicate is the damage to the original.
Duplicate Rules
If the commission decides to reissue the document to the patient, then the attending physician is involved in this process. He must take a new leaflet, which contains the same information that was in the original. The rules for registration of a duplicate include:
- the same rules are used as when filling out the original;
- each letter is written in a separate cell, otherwise the computer will not be able to read the information;
- all data is entered using block letters;
- it is not required to rewrite all the periods during which the period of temporary disability was extended;
- only the closing date of the sheet is indicated;
- It is allowed to fill in this duplicate by hand or using a computer;
- if empty cells remain, they are crossed out;
- a checkmark is placed next to the line where it is indicated that a duplicate of this documentation is being created;
- as soon as the document is completely filled out, it is signed by the doctor, and the new date of formation is also indicated;
- In addition, a duplicate is signed by the members of the medical commission, who must make sure that there are no errors.
If the employee has lost the sick leave for pregnancy and childbirth, then she must again contact the perinatal center or other institution in which she is registered in order to get a duplicate. First, you will have to contact the accounting department of the company where it works to get a certificate that the sheet was not transferred to the company.
A well-formed duplicate is easily used as an original. Based on this document, the organization must transfer to the employee the required allowance.
What to do if the organization has lost sick leave?
Not only the patient can lose this documentation, but even the employees of the company where he works. A citizen must pass the slip to the employees of the accounting department so that they send the necessary data to the Social Insurance Fund, as well as accrue temporary disability benefits. But often through their fault this documentation is lost. What to do if the sick leave is lost by the organization? Since the document has already been registered with the company, the recovery procedure has some features.
It is initially established what is causing this situation. To do this, there may be the fault of an employee, and often the documentation is lost due to emergencies that arise in companies.
The culprit is the employee of the company
The employer has lost sick leave: what to do? If it is established that the culprit is an employee of the accounting department of the company, then the following actions are performed:
- Initially, a commission is created in the company that determines the culprit of such an incident
- if it is revealed that the culprit is an employee of the accounting or personnel department, then special compensation is paid to the employee counting on temporary disability benefits;
- the culprit is obliged to reimburse the company for expenses incurred, for which a certain amount of funds is deducted from his salary;
- after that, the company draws up other documents, on the basis of which the employee can receive the due payments.
The company cannot count on receiving a duplicate from a medical organization, so it will be necessary to form other papers that serve as the basis for calculating the allowance.
Company loses document due to emergency
Often the cause of the loss of many documents in the company is the onset of complex and unforeseen emergency situations. Such situations include floods, fires or other similar emergency situations. To do this, the company must have official confirmation.
If the employer has lost sick leave: what to do? For this, the company will have to find the culprit and still transfer payments to the employee.
Loss of documentation by clinic staff
What to do if the attending physician has lost his sick leave directly? Even employees of a medical organization may lose documentation for various reasons. The recovery procedure is divided into stages:
- initially the patient draws up a duplicate application;
- the statement states that the document was lost by employees of the clinic;
- a commission is created whose members identify the culprit and decide on the issuance of a duplicate;
- the culprit is held accountable;
- the patient receives a duplicate, which acts as a complete replacement for the original sick leave.
When compiling a new document, all requirements for its completion are taken into account. What to do if an employee of a medical organization lost a sick leave? To do this, the citizen will have to wait until a duplicate is made. At the place of employment, he will have to warn management about the delay.
What documents are needed?
If the organization has lost the employee's sick leave: what to do? In this case, the company must still pay the employee the required payments, but it will not be able to get a duplicate of the sick leave. To do this, other authorized documents are drawn up by the authorized persons of the company, which serve as the basis for receiving funds from the FSS.
If the leaflet is lost directly by the employee or employee of the medical organization, then the citizen must transfer the following documents to the polyclinic or hospital:
- an application for a duplicate, which indicates the reason for the loss or damage of the original;
- copy of a citizen’s passport;
- a certificate received from the place of work and confirming that the citizen did not receive benefits on the basis of the original document.
The application is compiled in the form of a medical organization, so you can take a sample from a clinic employee.
Features of the use of electronic forms
Many employers are beginning to switch to the use of electronic document management. This even applies to the use of electronic sick leave. In this case, the document is prepared in electronic form. After the sick leave is closed, documentation through special communication channels is sent to the employer and the Social Insurance Fund.
Under such conditions, the patient does not directly receive any documents. The employer receives the leaflet in electronic form, after which, on the basis of this document, money is transferred from the Social Insurance Fund in the form of temporary disability benefits. Under such conditions, it is impossible to lose the sheet.
Conclusion
Every citizen should know what to do if he lost his sick leave. Not only the patient himself can lose the documentation, but even the attending physician or employer. Restoring the document is quite simple, for which you have to contact the medical organization directly, where the lost original was issued.
Many employers are starting to switch to an electronic system, which eliminates the need to transfer paper documents to the patient. In this case, not only document flow is simplified, but also the accrual of benefits to the employee.