home » Career » If a duplicate sick leave certificate is issued, a certificate is required. An employee brought a questionable sick leave

If a duplicate sick leave certificate is issued, a certificate is required. An employee brought a questionable sick leave

On the basis of the sick leave, benefits are accrued and paid due to the fact that a person is on treatment due to an illness, for the entire period of its course. In addition to the diagnosis, it indicates the duration of the sick person's stay at home or in a medical institution, and all days of disability upon presentation of the sheet will be paid by the employer.

Attention

This is an important document issued by medical organizations in accordance with the legislation of the Russian Federation on social insurance. Sometimes it happens that the sick leave is lost or not valid for other reasons. Then there is a need to obtain its duplicate.

In what cases is a duplicate form issued?

The need to issue a duplicate sick leave arises for two reasons:

loss: can occur through the fault of both the employee and the employer;
incorrect layout.

At the same time, both temporarily disabled citizens themselves and the employer can lose the form. In the absence of a hospital form, the accounting department cannot accrue money, and the employee, accordingly, cannot demand payment. In both the first and second cases, the citizen has grounds for obtaining a duplicate.

The design, reasons for issuance and the rules for filling out forms are regulated by the regulations of the Ministry of Health. A duplicate of the sick leave has the same force as the original, therefore it is issued in limited cases, since only the two circumstances listed above are considered a weighty reason for their issuance.

Loss due to employee

If the employee himself lost the sick leave, he should personally contact the medical institution in which he was observed during the period of incapacity for work and where he was given the original form with a request to issue a duplicate form.

But this can be done only after receiving a certificate from the place of work, which will indicate that the sick leave was not provided. With this certificate, you need to come to the clinic, where they will then collect a medical commission. It will decide whether to issue a duplicate sick leave or not, whether the grounds are sufficient.

For your information

The members of the commission establish the number of the previously issued original hospital disability form, as well as all the information that it contained. All this is transferred to the doctor who treated the employee, and on the basis of this information, he issues a second document.

Duplicate sick leave in case of loss by the employer

When the sick leave disappears already at the enterprise itself and through the fault of the employer or other employees, first of all, a special commission is convened. She must find out the reasons why the document was lost, namely:

negligence of the person responsible for its acceptance and subsequent storage;
force majeure circumstances.

Attention

In the event of unforeseen circumstances, when the loss is associated with a natural disaster or an accident at work, a special commission must not only identify the cause, but provide documentary evidence of what happened.

In addition, after all the circumstances have been clarified, with the participation of representatives of special services, an act or certificate confirming what happened should be drawn up:

if there was a fire, a certificate from the fire safety service should be;
if a natural disaster - a written notification from the Ministry of Emergency Situations;
if there is an emergency flooding of the archives - the relevant act from the utilities;
if there has been a theft, then a certificate from the internal affairs authorities is required.

Emergencies, as a result of which the sick leave was lost or destroyed, are sufficient grounds for the company that lost it to contact a medical institution in order to obtain a duplicate. After the end of the investigation, the members of the commission draw up an emergency act, which is signed by the head of the enterprise. With it, an employee of the organization must come to a medical institution to obtain a duplicate.

Since the sick leave belongs to the category of primary documentation, it must be kept at the workplace for 5 years. Its loss by an employee of the organization is recognized as a gross violation of the legislation of the Russian Federation. And in this case, the company that lost the document pays the previously temporarily disabled employee the allowance due to him under the lost document.

In the described case, the company will not be able to request a duplicate of the document, the medical institution will refuse to issue it due to insufficient grounds. And this means that the FSS bodies are not obliged to compensate and reimburse the company for the costs of temporary disability benefits.

The employee responsible for the safety of documents and who has lost the sick leave is obliged to compensate for the costs. The administration of the company has no right to force a sick employee to consult a doctor on his own to obtain a copy of the lost sick leave, if he does not want to do this.

Duplicate sick leave in case of doctor's mistake

The sick leave is considered incorrectly filled out and, accordingly, invalid when there are errors in the part filled out by the attending physician, namely:

the spelling of the enterprise is in quotation marks;
the name of the enterprise is not written according to an acceptable trade, international, generic or grouping name;
an arbitrary and unregistered company abbreviation is used;
the specialty of the attending physician is indicated in the abbreviation;
the endings of the doctor's initials are written using hyphens.

The only permissible mistake when filling out the form by a doctor is an inaccuracy in indicating the patient's place of work due to the fact that the employer subsequently supplements and clarifies this information in his part of the sick leave.

If the form is filled out with errors, the Social Insurance Fund will not accept it and, accordingly, no compensation for temporary disability benefits for the employee will be provided. In cases where the management of the enterprise considers the document brought by the employee to be incorrectly executed, the following measures must be taken:

contacting the regional department of the FSS;
consultation with employees of the social insurance service regarding the admissibility of errors and corrections in the sheet.

If the FSS confirms that the form is corrupted and will not be accepted by the social insurance, the authorized head of the enterprise must contact a medical institution to obtain a duplicate of it. As a rule, this is done by accounting. Also, the owner of the lost sick leave can himself request a duplicate in this case, but only on his own initiative, and not by coercion or order.

Issuance of a duplicate medical certificate

The sick leave, as well as its duplicate, must be drawn up in accordance with the established form and in accordance with all the requirements regulated by the legal acts of the Ministry of Health in orders for prescribing, prescribing medicines, the form of forms and the procedure for their execution:

filling language - Russian;
printed font, letters are clear and legible;
each letter has its own cell;
pen with black ink;
it is impossible to go beyond the cells;
data filling starts from the first cell;
the seal does not fall on cells that are not intended for it;
the strain is placed in a strictly designated place for it;
the name of the medical institution must be clearly visible on the imprint.

If there is a need or opportunity, you can fill out a duplicate on a computer. After the form is printed, dashes must be put in all free cells.

The only difference between the copy and the original sick leave is that the checkmark is placed not opposite the word “original”, but where “duplicate” is listed.

Example. The sick leave certificate of the employee who was undergoing inpatient treatment was submitted in February, temporary disability benefits were paid. But during the current check, it was found that the form was filled out with an error: instead of the date of discharge, the date of the onset of the disease was set. After contacting a medical institution, the damaged form was replaced with a duplicate.

Required documents

If in order to receive the original sick leave, the patient is not required to write an application, then this is necessary for a duplicate. In order to issue a duplicate sick leave, you will need to provide:

application for a duplicate sick leave;
identity document (passport).

Previously, a claim from the place of work was needed, which indicated that the amount of temporary disability benefits was not received. Now there is no need to provide this paper.

The nuances of making a duplicate

The form for the original and duplicate of the sick leave form is the same, there is no separate form. The only difference is that a check mark is placed in the corresponding field indicating which type of document it is.

There are also some differences in filling:

you can write both by hand and using stamps;
in the place where the date is indicated, the day of issuance of the duplicate is put, and not the original issuance of the sick leave;
recommended to fill out a cell indicating the primary or continuation of the sheet in order to understand which original sheets are replaced by a duplicate;
the duration of the disease is indicated in one line;
in addition to the data and signature of the doctor, the full name of the chairman and responsible members of the medical advisory commission is required.

If the place of work is incorrectly indicated in the document, according to the patient, the employer can subsequently make the necessary changes himself. A duplicate of the sick leave, as well as the original, must be filled out very carefully and accurately, without any errors.

Attention

In what cases is a duplicate form issued?

The need to issue a duplicate sick leave arises for two reasons:

loss: can occur through the fault of both the employee and the employer;
incorrect layout.

The design, reasons for issuance and the rules for filling out forms are regulated by the regulations of the Ministry of Health. A duplicate of the sick leave has the same force as the original, therefore it is issued in limited cases, since only the two circumstances listed above are considered a weighty reason for their issuance.

Loss due to employee

For your information

Duplicate sick leave in case of loss by the employer

negligence of the person responsible for its acceptance and subsequent storage;
force majeure circumstances.

Attention

In addition, after all the circumstances have been clarified, with the participation of representatives of special services, an act or certificate confirming what happened should be drawn up:

if there was a fire, a certificate from the fire safety service should be;
if a natural disaster - a written notification from the Ministry of Emergency Situations;
if there is an emergency flooding of the archives - the relevant act from the utilities;
if there has been a theft, then a certificate from the internal affairs authorities is required.

In the described case, the company will not be able to request a duplicate of the document, the medical institution will refuse to issue it due to insufficient grounds. And this means that the FSS bodies are not obliged to compensate and reimburse the company for the costs of temporary disability benefits.

Duplicate sick leave in case of doctor's mistake

The sick leave is considered incorrectly filled out and, accordingly, invalid when there are errors in the part filled out by the attending physician, namely:

the spelling of the enterprise is in quotation marks;
the name of the enterprise is not written according to an acceptable trade, international, generic or grouping name;
an arbitrary and unregistered company abbreviation is used;
the specialty of the attending physician is indicated in the abbreviation;
the endings of the doctor's initials are written using hyphens.

The only permissible mistake when filling out the form by a doctor is an inaccuracy in indicating the patient's place of work due to the fact that the employer subsequently supplements and clarifies this information in his part of the sick leave.

contacting the regional department of the FSS;
consultation with employees of the social insurance service regarding the admissibility of errors and corrections in the sheet.

Issuance of a duplicate medical certificate

filling language - Russian;
printed font, letters are clear and legible;
each letter has its own cell;
pen with black ink;
it is impossible to go beyond the cells;
data filling starts from the first cell;
the seal does not fall on cells that are not intended for it;
the strain is placed in a strictly designated place for it;
the name of the medical institution must be clearly visible on the imprint.

If there is a need or opportunity, you can fill out a duplicate on a computer. After the form is printed, dashes must be put in all free cells.

The only difference between the copy and the original sick leave is that the checkmark is placed not opposite the word “original”, but where “duplicate” is listed.

Example. The sick leave certificate of the employee who was undergoing inpatient treatment was submitted in February, temporary disability benefits were paid. But during the current check, it was found that the form was filled out with an error: instead of the date of discharge, the date of the onset of the disease was set. After contacting a medical institution, the damaged form was replaced with a duplicate.

Required documents

application for a duplicate sick leave;
identity document (passport).

Previously, a claim from the place of work was needed, which indicated that the amount of temporary disability benefits was not received. Now there is no need to provide this paper.

The nuances of making a duplicate

There are also some differences in filling:

you can write both by hand and using stamps;
in the place where the date is indicated, the day of issuance of the duplicate is put, and not the original issuance of the sick leave;
recommended to fill out a cell indicating the primary or continuation of the sheet in order to understand which original sheets are replaced by a duplicate;
the duration of the disease is indicated in one line;
in addition to the data and signature of the doctor, the full name of the chairman and responsible members of the medical advisory commission is required.

If an employee has lost the certificate of incapacity for work issued to him, he will not be able to confirm the validity of his absence from the workplace, and the employer, in turn, will not be able to assign and pay him benefits. Problems may arise with the appointment of benefits even if the issued sick leave contains errors. It will help in such situations to provide the employer with a duplicate sick leave certificate. Recall that a duplicate is the second or next copy of a written document that has the same legal force as the original. Accordingly, a duplicate certificate of incapacity for work must contain all the information contained in the damaged (lost) certificate of incapacity for work, taking into account the necessary corrections (Letter of the FSS dated 08/09/2011 No. 15-03-11 / 12-8887). And how to get a duplicate sick leave to replace a damaged or lost form?

When is a duplicate of the sick leave issued?

A duplicate of the sick leave is issued when the medical organization corrects its mistakes, as well as when the sick leave is lost by the employee. Please note that if there are errors in filling out the disability certificate, it is considered corrupted and a duplicate is always issued instead of it (clause 56 of the Procedure). This means that the medical institution cannot simply cross out the incorrect entry, make the correct one and certify the corrections with a signature and seal.

At the same time, it must be borne in mind that not any errors in the sick leave are an obstacle to granting benefits. For example, an incomplete or incorrect name of the employer organization, which is recorded from the words of the employee, is not an error if it is possible to identify the organization and establish that the employee actually works there.

You also need to take into account that the errors made in the section "To be completed by the employer" are corrected by the employer on their own and a duplicate is not issued in this case. To correct the mistakes made by the employer in the design, the erroneous entry is carefully crossed out, the correct entry instead of the erroneous one is entered on the reverse side of the form of the certificate of incapacity for work, confirmed by the entry “to believe corrected”, the signature and seal of the employer (clause 65 of the Procedure, approved by Order of the Ministry of Health and Social Development dated 06/29/2011 No. 624n).

For a duplicate of the sick leave, the design in 2018 does not differ from the design of the primary sheet, except that the “V” mark is put in the “duplicate” line.

How to get a duplicate of the sick leave in case of loss or damage?

Having lost, spoiled or found errors in the sick leave, the employee applies to the medical organization that issued such a sick leave and submits an application. There is no mandatory application form, so it is drawn up in any form. In an application addressed to the head of a medical institution (chief physician, head of a branch), such an application must indicate:

date and issue number of the original sick leave (if such information is available);
period of disability;
FULL NAME. and the specialty of the attending physician who issued the sick leave;
the reason why a duplicate of the sick leave is requested.

The more complete the information regarding the originally issued sick leave is indicated in the application, the faster the medical institution will be able to restore the sick leave and issue its duplicate.

A duplicate of the certificate of incapacity for work is issued to the insured person by the attending physician and the chairman of the medical commission (clause 57 of the Order, approved by Order of the Ministry of Health and Social Development dated 06.29.2011 No. 624n).

Let's give an example of filling out an application for issuing a duplicate of a sick leave certificate if an employee loses it.

The sequence of actions on how to get a duplicate sick leave instead of a damaged one depends on many factors. In particular, the circumstances of damage and the errors and errors made are taken into account. What matters is the subject who lost or spoiled the form, as well as the stage at which the problem was identified.

The disability certificate is an official document, which is assigned a personal number during the preparation of the form and which is subject to strict accounting. Presentation and issuance of paper is carried out to the patient only if he has a passport of a citizen of the Russian Federation, as well as under a signature in the issuance journal. This is due to the fact that the sick leave is the only document on the basis of which payments are made from budgetary funds in favor of individuals who were in inpatient or outpatient treatment.

The legislator has determined a limited period during which the patient is required to submit a document at the place of work in order to receive the required financial compensation. This period is six months and may be extended only in exceptional cases.

Important! Loss or damage of the certificate of incapacity for work, committed due to the negligence of the patient or any other person, does not belong to the category of significant circumstances, and therefore every effort should be made to purchase a repeated form at least two weeks before the end of the 6-month period.

Medical negligence

The attending physician who draws up the document is obliged to impeccably comply with all the requirements of the instructions of the Ministry of Health. In particular:

only black ink is allowed;
all words must be written in block letters;
you can not go beyond the columns and cells;
extra fields that remain empty after completion of filling are subject to strikethrough;
all proper names and names of institutions are given in full.

In addition, errors, strikethroughs, corrections and blots are not allowed. In case of damage to the completed form, the doctor is obliged to draw up an appropriate act with the further destruction of the damaged sheet. In return, the patient is given a duplicate document to replace the lost or damaged one. No additional actions are required from the patient, the document must be issued on time.

The issuance of a duplicate of an incorrectly completed sick leave is also necessary if the errors were identified by the patient himself upon receipt of the document in the administrative office. The restoration procedure involves a person applying with a statement to the head of a medical institution. In such a situation, after three working days, the applicant will be able to receive a second document.

Patient's fault

It is not uncommon for a sick leave certificate to be lost by the patient himself. The mechanism for obtaining a duplicate form is simple. It is necessary to contact the attending physician of the hospital who performed the treatment. The doctor, in turn, petitions the Head Physician to convene a medical commission, which at the meeting must make a decision in favor of the patient. 100% of the cases of consideration of such appeals end with the consent to issue a duplicate certificate of incapacity for work. Since the legislator provides that the loss or damage to a document is not grounds for refusing financial compensation.

After referral for payment

From the moment the certificate of incapacity for work is provided to the employer, the employee is no longer responsible for its safety. The accounting department of the enterprise must prepare the relevant documents within three working days and send the sick leave to the FSS for reimbursement Money. In turn, the FSS makes a decision on making payments no later than 5 days. After that, the sick leave is returned to the enterprise, where it is stored for 5 years.

uncontrollable circumstances

Sometimes the facts of the loss of sick leave by accounting employees are ascertained, both before being sent to the FSS and after. If this happened, then the accountant and the manager should think about how to restore the sick leave. The employee no longer participates in this process.

First of all, an official check is carried out, according to the results of which the guilty persons are identified. Further, in any of the cases, an appeal to the hospital is being prepared with a request to provide a duplicate of the form. The medical institution has the right to refuse to re-submit the form, but only if the patient has already been paid for everything. If no payments have been made yet, a duplicate will be issued. Also, the request will not be denied if the loss or damage occurred due to special circumstances (fire, flood, natural disaster).

For the guilty employee, there are two ways:

only a disciplinary sanction (in a situation where the loss occurred after the reimbursement of all financial compensation for sick leave);
recovery together with monetary costs. If the money has not yet been paid, then the institution must independently pay the entire amount of the sick leave, since there is no way to contact the FSS. Then the company compensates everything in full, and the reimbursed amount is charged from the guilty employee.

After the transfer to the FSS

Before being transferred to the FSS, the form goes through several instances:

compilation by the attending physician;
check in the administrative office of the hospital;
checking by the patient upon receipt;
inspection by the company's accountant.

But even such a multilevel procedure is not a guarantee of the absolute absence of errors. Therefore, if the FSS employees found that the disability sheet has errors, then it is returned to the employer without payment. The employee is given the opportunity and time (within a six-month period) to present a duplicate. A copy of the sick leave is not suitable, so you have to go to the hospital in the general manner, where a new form is issued.

Peculiarities

It is not difficult to get a duplicate sick leave in case of loss, no matter at what stage and through whose fault the mistake was made. But, as practice shows, medical institutions react differently to requests from patients and employers.

The sick leave is a primary document that is a justification form for absence from the workplace, and also allows you to claim compensation for days of incapacity for work.

The importance of the document is invaluable, so it is extremely important not only to properly execute it, but also to prevent its loss.

But what if it is lost or hopelessly damaged? The legislation provides for such an opportunity and allows you to get a duplicate of the sick leave instead of a lost or damaged form. The conditions for issuing a duplicate depend on the stage at which the absence of the document was revealed.

Replacing a previously issued ballot with a duplicate may occur for several reasons, namely:

Wrong filling.
Damage to the form. It can be torn, painted or filled with some kind of liquid.

Incorrect filling does not always entail the issuance of a new ballot. Although the rules for issuing sick leave are strictly established, however, some minor inaccuracies are still allowed, and may not even require corrections. Separate errors can be corrected by affixing the certification signature of the designer. Up to two correction entries are allowed, if there are more, the bulletin is replaced by a duplicate.

If the patient, doctor or employer has managed to spoil the bulletin, then upon presentation it will be possible to obtain a duplicate document. It is extremely important to identify the person responsible for the loss. If this is the employee himself, then the responsibility for restoring the sick leave lies with him. If the bulletin is lost by the employer, after receiving it from the employee, all responsibility lies with the official, who was obliged to ensure the safety of the primary documentation.

Possibility of obtaining a duplicate

The person who caused the loss should apply for a duplicate. Most often, it is the patient who, due to his negligence, forgot the form somewhere, or it was stolen. In principle, the cause of the loss does not play any role, all the same, the doctor must write out a duplicate bulletin. To do this, the doctor will only make sure that the document was actually issued and, within the allotted time, prepare a new bulletin with a note that this is a duplicate instead of the previously issued one.

The employee who made the loss will have to apply to the medical organization with a package of documents that will allow him to apply for the issuance of a duplicate form. Not every medical organization can issue a duplicate.

The procedure is more complicated when the ballot was lost by the employer before compensation was paid or after it was accrued. In this case, the employee does not bear any responsibility for the loss, and he is not obliged to restore the document. All the trouble falls on the responsible employee, and he is the accountant, or another employee who has accepted the form for storage.

If the sheet is lost already at the enterprise, the guilty person will not be able to get off only by obtaining a duplicate. Penalties for negligent handling of documentation will be applied to the lost employee.

Where to go

To restore the official certificate of disability days, you need to contact the medical institution that issued the primary form. If the patient was treated remotely, at home, then the form was issued by the clinic by the local general practitioner, which means that only he can duplicate it. When treating in a hospital, it is necessary to contact the hospital where the patient lay and underwent a course of recovery.

Not only medical institutions should match, but also the personality of the attending physician. Each form of incapacity for work has an individual barcode that identifies, in particular, which doctor it was issued to. It is this doctor who is responsible for the issued bulletin, which means that only he can issue a duplicate paper. Of course, in some cases, for example, in the temporary absence of the necessary doctor or when he is dismissed, a replacement is issued by another medical representative.

In fact, the lost person is obliged to apply to the registry of a medical institution with the appropriate package of documents, and further recovery takes place without his participation. This procedure allows the patient to save time searching for the right specialist to restore the lost form.

Required documents

Losing a disability certificate is not difficult, but getting a duplicate will take a lot of time. The issuance of a duplicate implies that there are grounds for such an action. In this case, the base is . Based on the application, the medical institution will be able to write a duplicate.

The application must indicate:

The legal name of the hospital or clinic.
Name of the head physician.
Information about the applicant.
Request for a duplicate.
Reason for obtaining a new document.
Passport data.
Name of the applicant and his signature.
Application date.

All specified data must be confirmed by a copy of the passport. The copy, in turn, is confirmed by the original identity card.

These two documents are quite enough to obtain a duplicate form. Previously, a certificate from the employer was also required stating that compensation accruals had not yet been made. Today, this condition is irrelevant, since each sick leave form has its own unique barcode, which excludes double ones. In addition, all data on lost documents is centralized in the social insurance fund, which actually makes payments according to ballots.

Rules for filling out the form

A duplicate document is issued on a new form of a certificate of incapacity for work. Although the hospital has its own copy of the lost form, it is not allowed to make a photocopy of it or fill out a duplicate on other forms. In fact, a new certificate of incapacity for work is issued, but the filling itself will be somewhat different, which will allow you to accurately determine the duplicate.

When filling out the form, the following distinctive information is entered:

The word "Duplicate" is written in the upper right corner of the paper. You can write it by hand in black ink or apply a stamp with this inscription.
When specifying the date, the day of issue of the duplicate document is written, and not.
The time of illness should not be painted according to the days of admission, but only the beginning and end of the illness should be indicated.
All other columns are filled in without changes and in full.
The name of the attending physician and his signature are required.
If the form was extended with the participation of the medical commission, then their signatures are also indispensable.

The procedure for recovering a lost form is quite lengthy, so it is better to take measures to ensure the safety of the ballot so as not to lose such an important form.