Duplicate electronic sick leave in 2021. How to issue a duplicate sick leave certificate

Social benefits, including payments due to temporary disability of a citizen, are provided from the resources of the Social Insurance Fund (Federal Law No. 255. December 29, 2006). Receipt of compensation is made upon documentary evidence of an insured event in the form of a sick leave certificate, the registration and issuance of which is regulated by Order of the Ministry of Health of the Russian Federation No. 624 (06/29/2011). Resolution of situations in the event of loss of a document on incapacity for work is also determined by law.

In what cases is a duplicate sick leave certificate needed?

A certificate of incapacity for work substantiates the absence of an employee due to illness. Without this paper, the accounting department has no right to accrue benefits. In some situations, the question arises whether it is possible to obtain a duplicate of a sick leave certificate - yes, the legislation provides for this. The rules for filling out and reasons for issuing duplicate forms are specified in clause 63 of the Procedure approved by Order of the Ministry of Health of the Russian Federation dated September 1, 2021 No. 925n. A repeated ballot is drawn up in paper or electronic form, but only if there are serious reasons:

the form was lost due to the fault of the employer;
the employee lost it;
it was incorrectly completed by a medical officer;
he is spoiled;
the causes of the disease were changed by decision of the medical commission.

The Social Security Fund accepts forms only in proper form in accordance with all rules. If they are damaged, the person will not be compensated for the time he was sick. The law allows you to correct errors or issue a copy of a sick leave certificate, but it is not always possible to eliminate inaccuracies.

IMPORTANT!

It is possible to correct information only in the section intended for the employer. If a health worker spoils the form, then he has no right to make changes there. In this case, there is only one way out - a repeat ballot.

Types of errors (including in terms of length of service) made by the employer

Unlike a medical institution, the employer has the right to correct mistakes he made when filling out the relevant part of the sick leave (clause 65 of the appendix to order No. 624n).
At the same time, he may also not pay attention to minor violations of the rules for document execution. However, he should approach almost all information entered into the cells with due responsibility, since the following are indicated here:

his own data (name, registration number in the Social Insurance Fund and subordination code);
employee data (full name, SNILS, insurance experience);
basic information for calculating benefits (paid period, average and average daily earnings);
the amount of accrued benefits, divided into amounts paid by the Social Insurance Fund and the employer.

An error in any of these indicators requires mandatory correction.
The employer fills out a number of indicators if necessary, but if an error is made, it should also be corrected. Among such indicators (clause 66 of the appendix to order No. 624n):

Mark about the place of work. It can be either primary or part-time.
Employee TIN. Do not fill out in the absence of this code and when registering sick leave in connection with pregnancy and childbirth.
Accrual conditions. Must reflect the presence of special characteristics of the employee (disability, special working or living conditions, special situations in which the right to benefits arises).
Date of drawing up the report on the industrial accident. Indicate if such an act exists.
Work start date. It should be reflected only if the employee became unable to work in the period between the dates of the conclusion of the employment agreement and its cancellation.
Length of non-insurance periods. Applies only to periods of military and equivalent service.

The benefit calculation itself is not shown on the certificate of incapacity for work. It is formed separately as an appendix to the sick leave (clause 67 of the appendix to order No. 624n).

The procedure for obtaining a duplicate sick leave certificate

The employee has the right to come to the medical institution for a repeat ballot. All you need is an application addressed to the head physician of the medical institution. The sheet is issued by the doctor who performed the treatment, and signed by the chairman of the medical commission that decided to issue a duplicate.

If a sheet is lost by an employee

If it is damaged or lost by the person to whom it was issued, then this employee independently contacts the medical institution for a copy. Here is the procedure for what to do if you have lost your sick leave in 2021:

First, the owner of the certificate of incapacity for work obtains a certificate from the company in which he is employed, stating that the certificate has not been provided.
Submits a written request for its restoration.
The medical institution assembles a special commission to consider the issue.
The commission establishes the details of the lost original.
The data is sent to the attending physician, who issues a new form.

IMPORTANT!

The attending physician has the right to issue a duplicate only on the basis of a decision of the commission. Otherwise it has no legal force.

If the sheet is lost by the employer

In this case, it is more difficult to obtain a sheet. It all depends on the reason for the loss of sick leave. First, the enterprise creates a special commission that finds out the reasons for what happened. There are two types of reasons:

through the fault of the employee responsible for storing certificates of incapacity for work;
for reasons beyond the control of the organization (emergencies, industrial accidents, natural disasters, fire, etc.).

If force majeure occurs, the commission will investigate the incident. As part of the inspection, specialists from various departments draw up reports or certificates:

in case of fire - an act from the fire service;
in case of pipeline accidents, due to which archival documents are damaged, - an act from the public utilities;
in case of natural disasters - a certificate from the Ministry of Emergency Situations;
in case of theft - a police certificate.

When the investigation is completed, the commission issues an emergency act signed by the head of the company.

If force majeure is confirmed, the clinic does not have the right to refuse to issue a repeat certificate. In this case, the algorithm for how to obtain a duplicate sick leave certificate if lost by the employer is as follows:

The employer contacts the clinic with a statement.
It is accompanied by an emergency act.
In a medical institution, a special commission establishes the details of the lost original.
The information is sent to the attending physician, who issues a new form.
The doctor issues a duplicate.

If the paper disappeared due to the fault of the official who is responsible for the safety of the document, then there is no reason to issue a duplicate. The medical institution will refuse this, since the loss is classified as a serious violation of the law. In such a situation, the Social Insurance Fund does not compensate the employer for the costs of payments to the employee. The costs will fall on the shoulders of the person who lost the paper.

IMPORTANT!

If the bulletin is lost due to the fault of the company, then management does not have the right to oblige the person to independently restore sick leave at the clinic. He has the right to do this of his own free will, but not under duress.

In case of a doctor's mistake

The doctor is obliged to strictly comply with the filling requirements detailed in clause 64 of the Procedure. If the sick leave is filled out incorrectly, it is considered invalid. Some of the mistakes that doctors make include the following:

the name of the clinic is written incorrectly or is in quotation marks;
the doctor's specialty is not written in full, but in abbreviation;
Hyphenations are used in the doctor’s personal data;
information is entered in the wrong paragraphs;
the required intervals between words are not observed, etc.

Only one mistake is allowed - in writing the name of the company where the patient works. The employer usually clarifies this data later in a separate section.

The Social Security Fund does not accept an erroneous form. If the accounting department discovers a discrepancy, then it is necessary to clarify with the Social Insurance Fund how critical this is. If he is found unfit, then on behalf of the company a request is submitted to the medical institution with a request to issue a duplicate sick leave certificate upon correction of the medical condition. organization of inaccuracies made by the doctor.

ConsultantPlus experts examined whether the date of issue of a duplicate sick leave certificate (after the end of the illness) could be a reason for refusal to pay temporary disability benefits. Use these instructions for free.

Rules for registering a duplicate

A repeated sick leave certificate is drawn up on a similar form as the original document. The only difference is in the “tick” depending on the type of document - original or duplicate.

Here are the basic filling rules:

It is permissible to enter data either by hand or using stamps;
write with a stationery pen and black ink;
font only printed;
all entries are filled in special cells, starting from the first;
each letter is written in a separate box;
it is unacceptable to go beyond the cells;
put dashes in the fields remaining free after filling;
the seal is placed only in the place intended for it;
protrusion of the print beyond the limits is allowed, provided that it does not fall into the cells of the information columns of the form.

There are some requirements that must be observed when filling out a duplicate:

when indicating the date, write the day of issue of the repeated form, and not the original document;
the period of illness is written in one line;
In addition to the name and position of the doctor, the names of the chairman and other members of the medical commission are indicated.

Certificate of loss of BC

Often, the clinic requires a certificate of issuance of a duplicate sick leave certificate, which is issued from the employee’s place of employment. It is necessary to confirm that sick leave money was not paid. This is usually done by the accounting department. The paper indicates that sick leave was not provided and no benefits were assigned.

IMPORTANT!

Now, according to the law, a certificate from the place of employment confirming the absence of payments for lost sick leave is not mandatory. But the law does not prohibit asking for it.

If you need such a certificate, use our sample as a guide:

Before presentation at the place of work

A certificate of incapacity for work is an official document, which is assigned a personal number when the form is produced and which is subject to strict accounting.
Presentation and issue of paper is carried out to the patient only if he has a passport of a citizen of the Russian Federation, as well as against a signature in the issue register. This is due to the fact that sick leave is the only document on the basis of which payments are made from budget funds in favor of individuals who were undergoing inpatient or outpatient treatment. The legislator has defined 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 can only be extended in exceptional cases.

Important! Loss or damage to a certificate of incapacity for work caused by the negligence of the patient or any other person is not considered a significant circumstance, and therefore every effort should be made to purchase a repeat form at least two weeks before the end of the 6-month period.

Application for issuance of a duplicate sick leave certificate

There is no unified application template. It is written in a free style. The more detailed you provide the data, the faster you can restore the document. It should be noted:

Full name and position of the head of the clinic (chief physician, director);
name of the medical institution;
information about the patient - full name, address;
duration of illness;
date and number of issue of the original (if this information is preserved);
Full name and specialty of the doctor who issued the bulletin;
grounds for its re-issuance.

Currently, medical organizations are introducing electronic forms of sick leave certificates. For insurance, after the electronic document is compiled, one copy is sent to the Social Insurance Fund. This is convenient and reduces the risk of loss. In the event that the sick leave is lost, the question of how to issue a duplicate of the electronic sick leave is not difficult to solve. It is created using special software. This will become possible if such a program is installed both in a medical institution and in an enterprise.

Legal nuances of the procedure

The procedure for issuing sick leave is regulated by Order of the Ministry of Health and Social Development No. 624n. The employee himself or his representative by proxy has the right to apply for a duplicate. Having a duplicate allows you to receive work ability benefits. It is paid along with wages and other amounts due.

If the sick leave certificate is lost, the employee has the right to contact the medical institution that issued the document and receive the form again. Authorized specialists of the medical institution must assemble a commission and issue a duplicate. Refusal to provide a document must be justified by specific reasons. Their list includes:

initially illegal issuance of a document;
a citizen does not have the right to receive sick leave;
lack of a license from the organization or cancellation of permission to provide sick leave.

The issue of providing a certificate of incapacity for work is usually resolved within a period of no more than 3-4 days after the commission meeting. Competent specialists must:

Set the number of the certificate of incapacity for work. Information about the document is stored in an electronic database.
Set a date for issuing sick leave.
Receive information about the employee’s acceptance of the document for signature.

The absence of sick leave will not allow compensation for the period of incapacity and may lead to disciplinary action and dismissal at the initiative of the employer.