The law does not clearly state how to correctly indicate the place of work (name of organization) when applying for a certificate of incapacity for work (sick leave). The FSS of Russia decided to fill this gap.
According to clause 58 of the Procedure for issuing certificates of incapacity for work (approved by order of the Ministry of Health and Social Development dated June 29, 2011 No. 624n), when filling out sick leave in the line “place of work - name of organization” indicate the full or abbreviated name of the organization (separate unit). This information is provided from the citizen’s words.
The FSS notes that, as a rule, organizations decide to indicate the abbreviated name of the organization for issuing certificates of incapacity for work and other cases. This information is brought to the attention of employees against signature.
In the “Registration number” line, the employer enters the registration number specified in the notice (notification) of the policyholder, which is issued upon registration with the territorial body of the Social Insurance Fund.
In the letter of the Moscow regional branch of the FSS dated July 14, 2020 No. 14-15/7710-1110-LNK (relevant for all of Russia), it is noted that in the case of an abbreviated or inaccurate spelling of the name of the organization in a medical institution, the FSS identifies the employer by registration number.
An abbreviated or inaccurate spelling of the name of the organization should be considered a technical error - a technical flaw in filling out the line “place of work - name of the organization.” According to the FSS, this does not affect the amount of sick leave payment. In such a case, the certificate of incapacity for work does not require replacement in a medical organization and can be accepted by the insured (employer) for the calculation and payment of benefits on a general basis.
At the same time, the FSS draws attention to: if, when filling out the form, a completely different organization is indicated in the line “place of work - name of organization,” such sick leave is considered spoiled. They cannot be accepted for calculation and payment at the expense of the Social Insurance Fund and must be replaced with a duplicate in a medical organization.
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10.01.2017
Who can do this - the employer or the attending physician?
The new sick leave form has been in use for several years. It was approved by order of the Ministry of Health and Social Development on April 26, 2011 under number 347n. This document has several degrees of protection against counterfeiting, so it must be filled out extremely carefully (how to distinguish a fake banknote from a real one?). The form consists of two sections. The first is filled out by the doctor, the employer is responsible for filling out the second. The health worker does not have the right to make corrections to the document . If there is an inaccuracy in its entry, the form is invalid and must be replaced. Read about how to check the authenticity of a sick leave certificate visually, manually and by number on the FSS website.
It happens that an error made by a health worker is discovered by the employer when the employee has already provided a document for calculating payments. The HR department employee or accountant has no right to accept such sick leave.
It is also impossible to make adjustments for the doctor. The employee must contact a medical institution for a correctly issued sick leave .
If the company made a mistake, then there is no need to redo the certificate of incapacity for work. It is enough to make changes to the document.
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.
What can be left?
The FSS has identified a number of errors that are made when filling out the form and are considered as technical defects:
- extra spaces between doctor's initials;
- partial filling in capital letters;
- no dashes in empty cells;
- incorrect sequence of words in the address of the medical organization;
- overlaying symbols on cell borders;
- the presence of insignificant blots, extra ticks or dots;
- quotation marks in the company name;
- printing on fields in which any information is entered.
also allowed to fold the sick leave sheet in half and fill it out with a blue pen . Other shortcomings are unacceptable and entail either making changes or issuing a new correctly completed form.
The letter of the Federal Social Insurance Fund of the Russian Federation dated September 30, 2011 No. 14-03-11/15-11575 states that the right to decide how critical the error made when filling out the form is granted only to the Fund.
Therefore, before sending an employee to a medical institution, you need to make a written request to your fund department, attaching a copy of the questionable document, and receive a written response from him.
Before you start registration
The form must be filled out:
- using Russian language,
- in block letters,
- all letters are capitalized,
- start from the first cell without indentation to the left,
- write without going beyond the boundaries of the cell, or touching its borders,
- use a gel, fountain or capillary pen,
- black ink,
- Filling out on a computer is allowed.
Do not use a ballpoint pen when filled. The seal must be affixed in a strictly designated place. It is allowed to go beyond its limits, but without getting into the cells with information. The document form must not be wrinkled or folded, as it is intended for further work with the machine for reading information.
When writing the name of a medical institution, as well as the name of the patient’s place of work, you cannot use quotation marks, dashes, commas, colons and other characters. Only letters and numbers are allowed.
Both the medical worker and the employer’s accounting department must adhere to these rules.
How to correct it if there is an inaccuracy?
Errors are resolved in the following order:
- An erroneous entry is crossed out with a black pen.
- On the back, enter the correct information in the appropriate field.
- The employee who fills out the form signs it and writes the phrase “Believe the corrected,” and then puts a stamp.
Do not correct errors with correction fluid or an eraser.
If extra lines are filled
An incorrect entry must be crossed out with a pen and black ink . On the back write: “The line “…..” is considered blank.” Then the entry “Believe the Corrected” is made and a signature and seal are affixed.
An example of fixing filling an extra line:
Incorrect calculated amounts
If the estimated amounts are incorrectly indicated, for example, the average daily earnings or the entire amount payable, you must first cross out the erroneous value. Then, on the other side of the sheet, make the correct entry, and then sign and seal.
It happens that the benefit was initially calculated based on the minimum wage, but later the employee brought a certificate in form 182n from his previous place of work and asked to recalculate the amount.
It must be remembered that the recalculation of payments can be done within three years from the moment it was closed if this will increase the final amount of the benefit.
During the initial calculation, the amount of average earnings and the total amount of benefits were already entered into the certificate of incapacity for work, so most often five amounts need to be corrected at the same time. However, you can make no more than two adjustments . In such cases, recalculation is made on a separate sheet and attached to the sick leave.
Sample correction on a sick leave certificate for an incorrect calculated amount:
Surname
In this case, the certificate of incapacity for work will not be paid; you should request a duplicate from the medical institution.
TIN
The employer may well correct such an inaccuracy in a regulated manner, as during the initial filling.
date
Since the doctor enters the dates , it is impossible to correct inaccuracies in the numbers unnoticed in these columns. The sick leave certificate must be replaced with the correct one.
Reason code
Similar to the previous point - a correctly completed duplicate is required.
Name of the organization
The name of the employing organization must be entered in the form in accordance with the constituent documents. Both full and abbreviated names are allowed.
If an error was made, the procedure is the same - the incorrect entry is crossed out and the name of the line and the correct name of the employer's organization are indicated on the reverse side of the sheet. Next, a signature and seal are affixed.
In the event that the name of the company was incorrectly indicated by the doctor according to the employee, this will not be considered an error if it is possible to identify the organization and make sure that the patient actually works there.
According to the FSS of Russia, inaccuracies in the spelling of the employer’s name will not prevent the fund from accepting a certificate of incapacity for payment, because the organization can be identified by its registration number, so there is no need to make corrections .
Sample correction on a sick leave certificate for the name of an organization:
Is it possible to leave the “Place of work” column empty?
If the health worker does not fill out this column, the employer will have to do so. However, the legislation does not provide for filling out the “alien” section on the certificate of incapacity for work.
Filling extra lines
The form contains several lines that do not need to be filled out in the general case of temporary disability, but the specialist fills them out by mistake:
- "Work start date." Indicated if the employee sought medical help in the period between the date of conclusion of the employment contract and the date of its cancellation. This line implies entering the day from which the employee begins work upon cancellation of the employment relationship.
- Cross out the incorrect entry with a neat line.
- On the back of the form, indicate the phrase: “The line ... is considered blank.”
- Add the entry “Believe the corrected one”, put the signature of the responsible employee and the seal of the institution (clause 65 of Order No. 624n).
What to do if a new entry is entered incorrectly?
It happens that the employer makes corrections like this: he crosses out the erroneous data and writes the correct data above. Such a correction is considered incorrect, since the correct data should be indicated on the back of the sick leave form .
In addition, corrections made in this way will not be scanned by the reader. Only data from cells comes into its “field of view”.
But still, the form is not considered hopelessly damaged.
Corrections will not prevent the scanner from reading and identifying the original data.
This means that there is no need to request a duplicate. In this case, it is necessary to write down the corrections on the back of the sheet, as well as sign and seal.
How to replace a ballot?
If the sick leave certificate still needs to be replaced, the employee must visit the medical institution where it was originally issued and contact his attending physician.
He needs to explain the reason why a correct duplicate of the sick leave is required and provide a copy with an error. If the doctor who issued the certificate of incapacity for work is absent, you should contact the registry to clarify further actions.
What should you pay attention to when receiving?
Doctors often:
- do not put o, “Duplicate”, “Main”, “Part-time”, “Gender”, “Registered in the early stages of pregnancy”;
- they do not write the continuation number of the sick leave certificate or disease code;
- They do not put a stamp or signature of a doctor or a representative of the medical commission.
- do not fill out the line with the place of work;
- the date of issue of the sheet is incorrectly stated (for example, they may write last year);
- They do not pay attention to the fact that the periods of illness on the two sheets overlap.
The employer most often makes mistakes in the digital values - for example, the registration number or SNILS may be filled in incorrectly. In addition, even a sick leave that is perfectly filled out by the company may need corrections if the employee does not provide a certificate of income from the previous place of work on time in Form 182H and the payment amounts need to be adjusted.
An employee needs to carefully check the sick leave certificate issued to him at the doctor’s appointment. An employer should not accept sick leave brought by an employee “without looking”. After all, if the inspectors find an error, it will, of course, be possible to correct it, but it may be possible to offset the benefits paid only with the permission of the court.
On our portal you can get acquainted with materials about violation of the hospital regime, the procedure for opening and closing sick leave, about the electronic certificate of incapacity for work, about the extension of sick leave.
