How to fill out the “place of work” column on a certificate of incapacity for work
The form of the certificate of incapacity for work was approved by order of the Ministry of Health and Social Development No. 347n dated April 26, 2011.
This standard explains whether the place of work is written on the sick leave sheet - yes, this is one of the mandatory details to be filled out on the sheet. Fill in the column “Place of work - name of organization” twice. At the beginning of the sheet, an entry is made by the attending physician (or other responsible employee) at the medical institution. In the second part, the name is written by the employer.
The rules for filling out a certificate of incapacity for work are enshrined in the order of the Ministry of Health No. 925n dated 09/01/2020. The general procedure for writing the name of the organization on a sick leave certificate is as follows:
- Entries are made by representatives of the medical institution and the insurer.
- Special programs are used to fill out, but manual completion is also allowed.
- The name of the policyholder and other information should be written only with a black capillary, gel or fountain pen; a ballpoint pen cannot be used.
- Information is entered from the first cell. You can't go beyond the limits.
- The certificate of incapacity for work is filled out only in Russian.
IMPORTANT!
From 01/01/2022, all sick leave in the Russian Federation is issued only in electronic form (there are exceptions). A new procedure for the formation of ELN comes into force (Order of the Ministry of Health No. 1089n dated November 23, 2021). Order No. 925n loses force.
Medical facility errors
The following errors are considered critical:
- discrepancy between the name or address of the medical institution indicated in the document and its official name and real location;
- lack of information about the doctor’s position or his name;
- discrepancy between the data about the medical institution in the affixed seal;
- an error when providing information about a person unable to work.
By law, medical institutions do not have the right to make corrections to sick leave. Therefore, in case of erroneous filling, the medical institution is obliged to issue a duplicate with correct information.
What to do if the place of work is not indicated
From January 1, 2022, certificates of incapacity for work are issued electronically, and all necessary information is taken by both the medical institution and the policyholder from a special information system. Situations where the place of work is not indicated on the sick leave (in the ELN) are actually excluded.
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But in special cases, medical institutions and health centers will issue paper certificates of incapacity for work in 2022 (Part 28 of Article 13 255-FZ of December 29, 2006). Paper sick leave is issued to patients whose information constitutes a state or other protected secret and is under state protection.
A separate procedure for registering a BC has been established for them (Section X of Order No. 1089n). And if the name of the organization is not indicated on the sick leave, then it must be filled in. Entries on paper certificates of incapacity for work can be combined - filled out both on a computer (in a specialized program) and by hand (FSS letter No. 17-03-09/06-3841P dated 10.23.2014).
And if the health worker does not enter the patient’s place of work, then the employer has the right to enter it himself. This is not a violation. The fact is that on paper sheets information about the employer-insurer is entered from the words of the employee. And employees often do not know the exact name of the company. As a result, doctors also make mistakes. To avoid gross errors and issuance of duplicates, representatives of a medical organization simply do not fill out the “Place of work” column.
IMPORTANT!
If the paper certificate of incapacity does not indicate the name of the organization in the part that is filled out by the medical institution, then the policyholder accepts such sick leave and enters the correct name independently. The FSS does not consider combined entries in the BL a violation and accrues benefits for such documents in the generally established manner.
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Errors in registration of sick leave by medical personnel
Sometimes mistakes in filling out sick leave sheets are made by employees of hospitals, clinics and medical centers. In this case, neither employers nor other employees of medical institutions have the right to correct them. Only specialists from the Social Insurance Fund can determine the severity of the error. If they consider this violation to be significant, they will return the document to the organization. After this, the employee who owns the certificate of incapacity for work can contact doctors to issue a duplicate.
Important! A duplicate is the only way to correct a mistake that a doctor made when filling out a sick leave certificate. The previous copy of the document must be cancelled.
It is important that a duplicate is requested and issued in a timely manner. In the event of disputes, judges or auditors may be confused by the long period between the initial issuance of sick leave and its replacement.
Attention! Before starting to enter the necessary information into the employee’s sick leave certificate, the employer must make sure that the notes made by the attending physician are correct.
What to do if the place of work is indicated incorrectly
Clause 77 of the procedure for filling out sheets from Order No. 1089n determines whether it is necessary to indicate the place of work on a sick leave - yes, the name of the organization is indicated along with the BC number, date of issue, patient’s full name, medical history number and other mandatory details. The health worker enters the full or abbreviated name of the policyholder in the specially designated field on the paper sheet.
Minor errors and inaccuracies in the name are allowed. For example, quotation marks, extra periods and dashes are not a violation. The Social Insurance Fund will accept and pay for such a slip; the employee does not need to re-register or redo the documents. Arbitrary reduction to 29 characters is also not prohibited (FSS letter No. 14-03-18/15–12956 dated October 28, 2011).
But if the name of the organization is incorrectly indicated on the sick leave and this is a gross error (another name, incorrect organizational and legal form), then such a slip will not be accepted either from the policyholder or the Social Insurance Fund. The sick leave will need to be re-registered: the medical institution will issue the employee with a duplicate.
What errors are allowed on a sick leave certificate?
Two categories of people can fill out a sick leave certificate in a way that is not required: the doctor, who fills out the top part, and the employer, who is responsible for filling out the other part of the document. Lawyers and FSS officials have provided their own options for correcting shortcomings for each of these categories.
People are not robots. Apparently, out of understanding of this fact, the social insurance fund has developed a list of inaccuracies that are quite acceptable in certificates of incapacity for work. In particular, FSS specialists will not find fault if:
- there are no dashes in empty cells;
- there are extra spaces between the doctor’s initials;
- symbols touch cell boundaries;
- some parts of words are written in cursive;
- the address of the hospital or clinic is indicated without a clear sequence;
- the seal fell on the information margins;
- there are quotation marks in the employer's name;
- small blots, like extra periods, commas or checkmarks.
Any other errors are more serious and serve as grounds for refusal of acceptance by FSS specialists and require the issuance of an appropriate duplicate.
Attention! If the sick leave sheet was folded several times or filled out with a blue ballpoint pen instead of a black gel pen, this cannot be a reason for its rejection.
Please note: the admission of two or more insignificant errors or omissions in a hospital bulletin entails its recognition as invalid . Therefore, when filling out this document you should be extremely careful.
How to eliminate the consequences of incorrect filling
If the electronic sick leave does not indicate the place of work, the system will not allow it for further processing. The doctor will have to indicate the correct name. But this is not difficult to do: from 01/01/2022, all the information necessary to close a certificate of incapacity for work is available in the medical information system, into which the necessary information is integrated through external interaction services (clause 4 of the order from order No. 1089n).
There is no need to correct a minor error on a paper sheet. The FSS identifies the employer by the policyholder's registration number. Such errors are called technical and do not require correction.
If the mistake is gross and has not been corrected, then the Social Insurance Fund will not accrue or pay temporary disability benefits. An example of such an error is the name of another organization: this sheet will be considered spoiled and will not be accepted for calculation (FSS letter No. 14-15/7710-1110-LNK dated July 14, 2020). In this case, you need to contact a medical organization and replace the sick leave with a duplicate.
Errors on sick leave: acceptable or not?
Paper will endure anything - this is not about drawing up official documents. Any reporting document requires strictly defined completion. The same applies to a certificate of temporary incapacity for work, or, more simply put, sick leave. Any corrections or blots may make it invalid, as a result of which FSS employees will refuse to pay the corresponding benefit.
Important! If the temporary disability certificate is filled out incorrectly, not only the employee, but also the employer may suffer: the law provides for administrative liability for him.
It should be remembered that in the registration of sick leave there are errors that are considered minor and, on the contrary, those that are serious violations.
Normative base
Order of the Ministry of Health and Social Development of the Russian Federation dated April 26, 2011 No. 347n “On approval of the form of a certificate of incapacity for work”
Order of the Ministry of Health of Russia dated November 23, 2021 No. 1089n “On approval of the Conditions and procedure for generating certificates of incapacity for work in the form of an electronic document and issuing certificates of incapacity for work in the form of a paper document in cases established by the legislation of the Russian Federation"
Letter of the State Administration - MRO FSS of the Russian Federation dated July 14, 2020 No. 14-15/7710-1110-LNK “On indicating the place of work (name of the organization) when issuing a certificate of incapacity for work”
Where information about electronic sick leave will be collected
To assign benefits for the birth of a child, a sick leave certificate is not required at all. The FSS will receive information from the registry office register, check the data on employment and the assignment of benefits, check the data with the employer and transfer the money.
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The current procedure does not specify the types of benefits and there is a condition that the part-time worker is paid benefits for one of the last places of work of his choice. Also now, when calculating benefits, the average earnings for the billing period are used, without reference to the employer.
Only the attending physician (except for emergency medical services units) has the right to issue a certificate - for a period of up to 15 days, or a paramedic (if he is assigned the corresponding duties), as well as a dentist (if there is no dentist) - for a period of up to 10 days.
If an employee has several jobs
An employee can receive sick leave on paper for each of his employers if, at the time of illness, he:
- works in several organizations;
- and did not change jobs with the same employers during the 2 calendar years preceding the year of the onset of temporary disability.
In this case, in addition to several certificates of incapacity for work for each place of work, the employee can receive one electronic sick leave, the number of which he can present to all employers.
The employee receives one sick leave certificate on paper (or generated electronically) and chooses which employer to submit it to, if he:
- works in several organizations;
- and was employed in other organizations (another organization) during the 2 calendar years preceding the year of the onset of temporary disability.
If at the time of illness the employee worked in several organizations and was employed both by these employers and in other organizations (in another organization) for 2 calendar years that preceded the year of the onset of temporary disability, then he:
- either several paper sick leave certificates are issued or one electronic certificate of incapacity for work is generated to represent its number for each place of work;
- either one certificate of incapacity for work is issued or one electronic sick leave is generated to present it at one of the last places of work of the employee’s choice.
Previously on the topic:
What changes are important to take into account when calculating sick leave and children's leave?
Who signs the sick leave certificate?
The certificate of incapacity for work is signed by the head of the organization and the chief accountant.
In the line of the paper certificate of incapacity for work “Last name and initials of the manager”, you should indicate the surname and initials of the head of the organization’s division or the head of the organization - if it does not have divisions, and put the appropriate signature in the “Signature” field.
The surname and initials of the chief accountant or the head of the accounting service of the organization (division of the organization) should be indicated on the paper sick leave in the line “Surname and initials of Ch. accountant." Their signature is affixed in the “Signature” field of the certificate of incapacity for work on paper.
If the organization does not have a chief accountant, in the line “Last name and initials of Ch. accountant”, the surname and initials of the head of the organization or another person authorized to maintain accounting records are indicated, and their signature is affixed in the “Signature” field.
If an employer fills out a sick leave certificate electronically, it is submitted to the Social Insurance Fund signed with enhanced qualified electronic signatures of the chief accountant (another person authorized to maintain accounting records) and the head of the organization.
In cases where the head of the organization has assumed the responsibilities of the chief accountant, the sick leave submitted to the Social Insurance Fund is signed only with an enhanced qualified electronic signature of the head.
Officials allowed the sick leave to be signed by a person authorized by the head of the organization on the basis of a power of attorney.
In this case, in the lines “Last name and initials of the head” and “Last name and initials of the head. accountant”, the surname and initials of the authorized persons are indicated accordingly. Indication of the details of the powers of attorney on the basis of which the authorized employee signs the certificate of incapacity for work is not required (letter of the Federal Social Insurance Fund of the Russian Federation dated October 28, 2011 No. 14-03-18/15-12956).
The new rules directly establish that the authority to assign, calculate and pay benefits to employees can be transferred to another person on the basis of an order from the organization and a power of attorney executed in the prescribed manner.
In this case, the certificate of incapacity for work is issued by an authorized person.
If an authorized person fills out an electronic form, then he should sign it with his enhanced qualified electronic signature.
