Employee medical record: registration, renewal and recording

Medical examinations and the purposes of their conduct

The obligation of workers to undergo medical examinations is established by the Labor Code and Federal Law of March 30, 1999 No. 52-FZ “On the sanitary and epidemiological welfare of the population” (hereinafter referred to as Law No. 52-FZ).

Medical examinations are carried out for the following purposes:

1. Establishing the suitability of an employee to perform work in the position and preventing occupational diseases. Such examinations are carried out by persons engaged in work with harmful and (or) dangerous working conditions or work related to traffic, minors, etc. The results of medical examinations in the first case are issued in the form of a medical report, and in the second - in the form of a certificate in form 086 /y. The procedure for conducting mandatory preliminary (upon entry to work) and periodic medical examinations (examinations) of workers engaged in heavy work and work with harmful and (or) dangerous working conditions is approved by Order of the Ministry of Health and Social Development of the Russian Federation dated April 12, 2011 No. 302n.

2. Protecting public health, preventing the occurrence and spread of diseases. These medical examinations are carried out for those working in medical organizations, in the food industry, trade, etc. The results of medical examinations of persons applying for work and working in relevant organizations are entered into personal medical records. Moreover, medical examinations alone are not enough - after passing them on the basis of Art. 36 of Law No. 52FZ, such workers must undergo hygienic training and certification. The instructions on the procedure for conducting professional hygienic training and certification were approved by Order of the Ministry of Health of the Russian Federation dated June 29, 2000 No. 229 (hereinafter referred to as Order No. 229).

An approximate list of professions of officials and workers who are required to undergo periodic professional hygienic training and certification when entering work and subsequently undergo periodic professional hygienic training and certification is given in Letter of the Ministry of Health of the Russian Federation dated 08/07/2000 No. 1100/2196-0-117 (hereinafter referred to as Letter No. 1100/21960117) .

The procedure for conducting mandatory medical examinations, recording, reporting and issuing personal medical records to employees is determined by Order of Rospotrebnadzor dated May 20, 2005 No. 402 “On a personal medical record and sanitary passport” (hereinafter referred to as Order No. 402).

What documents are needed to obtain a medical record?

Before issuing a personal medical record, each employee will need to prepare the necessary documents for this. What will you need to receive this service? To obtain a medical book, you first need an identification document - an original passport. Along with it are provided:

• medical examination referral form;
• one copy of the photograph for pasting into the medical record and the second for the medical card.

The referral form for a medical examination of an employee does not have a specific form, but it must indicate the name, form of ownership and type of activity of the employer according to OKVED, the employee’s personal data, position, type of work (including harmful and (or) hazardous production factors, if any There is).

An application for issuance of a personal medical record is completed on site. Please note that all documents are submitted personally by the applicant or, on the basis of relevant notarial documents, by his authorized representative.

Photo requirements for a medical record in 2021

As you know, photo standards for different documents may differ, and in order not to make mistakes, it is advisable to know about them in advance. What photo is needed for a medical record (medical record)? In 2021, the photo requirements for LMK remained unchanged:

• size – 3x4 cm;
• parameters – the size of the face should not occupy more than 70-80% of the total size of the photo, and the margin above the head and to the edge of the photo should be 2-4 mm;
• background – light;
• texture – matte;
• color – color or b/w.

The following recommendations when photographing are also mandatory:

• lack of headdress (with the exception of religious headdresses);
• ban on the use of tinted lenses for glasses

Please note that the image must be clear, and the photograph itself must be taken no later than 6 months before submitting the documents.

Who should have a medical record?

Medical book based on art. 213 of the Labor Code of the Russian Federation, Order No. 402 and Letter No. 1100/21960117 must have:

1. Officials and employees of organizations whose activities are related to the production, storage, transportation and sale of food products, working:

• in catering departments of all institutions and organizations;
• in organizations of food and processing industries, agriculture, at bases, storage and distribution warehouses;
• in transport organizations.

2. Officials and employees of organizations whose activities are related to the production, storage, transportation and sale of drinking water, including workers of water supply facilities directly related to water treatment, as well as persons servicing water supply networks.

3. Officials and employees of organizations whose activities are related to the upbringing and education of children and directly to the nutrition of children, working:

• in preschool institutions (nurseries, kindergartens, children's homes, children's sanatoriums, year-round health institutions);
• in educational institutions (secondary schools, orphanages, vocational schools, technical schools, boarding schools, lyceums, colleges);
• in seasonal children's and adolescent health institutions (before starting work);
• in out-of-school children's institutions (children's sports schools, clubs, libraries, etc.).

4. Officials and employees of organizations whose activities are related to public utilities and consumer services, working:

• in organizations providing sanitary and hygienic services to the population (baths, showers, saunas, hairdressers, beauty and massage salons, solariums, laundries, dry cleaners, laundry collection points, housing maintenance organizations, organizations carrying out comprehensive sanitary and hygienic cleaning of the city);
• in organizations engaged in the maintenance of sewer networks and structures;
• in hotels, hostels, motels, campsites, tour operators and travel companies;
• in swimming pools, spas, sports and recreational institutions;
• in medical institutions, boarding schools and homes for the disabled and elderly, hospices, as well as sanatoriums, rest homes, boarding houses, tourist centers directly related to food and public services for patients and vacationers;
• in organizations selling industrial goods for children and perfumes and cosmetics;
• drivers of transport organizations, individual entrepreneurs engaged in transporting people (taxi, city passenger transport), as well as intercity and international transport;
• conductors of long-distance passenger trains, river, sea and air transport.

5. Students of secondary schools, secondary specialized and higher educational institutions, lyceums, colleges, etc. before and during internship at enterprises, institutions, organizations whose employees are subject to professional hygienic training and certification.

6. Foreigners while working in organizations and institutions whose employees are subject to professional hygienic training and certification.

note

Since regulatory documents do not contain instructions for specific positions, all employees of organizations engaged in these types of activities must have medical records.

In accordance with Part 2 of Art. 34 of Law No. 52FZ, if necessary, based on proposals from bodies exercising federal state sanitary and epidemiological supervision, decisions of state authorities of constituent entities of the Russian Federation or local governments in individual organizations (shops, laboratories and other structural units) may introduce additional indications for medical examinations workers whose data is entered into medical records.

Medical record form

A personal medical record is an official document of strict accountability, protected from counterfeiting and is a printed product of level “B”, not subject to free sale. Its form is approved by Order No. 402.

The medical book is stitched with a special security thread, has watermarks on each page, a round seal (which certifies the owner’s photo) of the Center for Hygiene and Epidemiology, which issued the book, and a hologram (which certifies the owner’s photo).

The owner data page is laminated and should be filled out automatically.

The medical record contains the following information:

• date of issue;
• information about the owner - full name O., year of birth, home address, position, organization (individual entrepreneur), personal signature;
• notes on transfer to work in other organizations;
• notes on past infectious diseases;
• marks on preventive vaccinations;
• the conclusion of the relevant doctors on admission to work based on the results of a medical examination;
• results of examination for tuberculosis;
• results of examination for carriage of pathogens of intestinal infectious diseases;
• results of laboratory tests and examination by a dermatovenerologist;
• results of studies on helminthiases;
• results of examination for carriage of diphtheria pathogens;
• results of examination for carriage of pathogenic staphylococcus;
• information on professional hygienic training and certification;
• warning note in case of violation of sanitary norms and rules.

Conclusions, information about vaccinations and examination results are certified with stamps and the signature of the responsible person.

Mandatory list of tests and specialists for renewing a medical record

The procedure for renewing a health record requires mandatory visits to the following specialists:

• Dentist.
• Therapist.
• Dermatovenerologist.
• Laura.
• Neurologist.
• Gynecologist for women.

It is also important to undergo the following tests: a general blood test, fluorography, testing for the presence of gonorrhea and typhoid fever, trichomoniasis, staphylococcus, enterobiasis and other dangerous infectious diseases.

Procedure for obtaining a book

There is no special procedure for obtaining medical books at the legislative level. The only document is Order No. 402. Hygiene and Epidemiology Centers provide explanations on how to obtain a medical card.

When admitted to an organization engaged in the types of activities listed above, a newcomer must present a personal medical record. If the future employee does not have it, he needs to purchase it.

As noted, the books are not subject to free sale; they are issued only by hygiene and epidemiology centers or medical institutions that have permission (license, agreement) from Rospotrebnadzor to issue such documents. All books are subject to registration by medical organizations of the state and municipal healthcare systems and Rospotrebnadzor and are entered into the register of personal medical books.

note

Registration and issuance of a personal medical record, hygienic training and certification are paid services, paid in accordance with the price lists of hygiene and epidemiology centers or specialized medical organizations.

To obtain a medical record, you need to contact either the Center for Hygiene and Epidemiology, or a medical institution that has permission. The whole process takes place in several stages:

1. Submission of documents. The employee must submit:

• application for issuance of a personal medical record;
• passport;
• photograph (3 by 4 cm);
• direction from the employer indicating the name of the place of work;
• payment receipt.

2. After completing a personal medical record form (without a hologram), the employee must undergo a mandatory medical examination in medical organizations (clinics, dispensaries, medical centers, etc.) that have the appropriate license. The results of the examinations must be entered into the medical record, certified by the seal and stamp of the medical institution and the signature of the official responsible for the medical examination.

For your information

The list of medical examinations depends on the field of activity of the employing organization. It is broader, in particular for health workers and food industry workers.

3. Obtaining a conclusion on admission to work based on the results of a medical examination and the corresponding mark in section. V medical books.

4. Hygiene training. Consists of full-time and part-time parts. Full-time is a program lasting from 6 to 12 hours, correspondence involves self-study from recommended sources.

Hygienic training is carried out upon hiring and subsequently at intervals of once every two years, and for officials and employees of organizations whose activities are related to the production, storage, transportation and sale of meat, dairy, cream and confectionery products, baby food, nutrition preschoolers - annually, since this contingent of workers is the most likely source of risk to public health (Order No. 229).

5. Hygienic certification. Certification is carried out at the Center for Hygiene and Epidemiology in the form of an interview or test control. If the employee fails, he can retake the certification, but not earlier than in a week.

6. Entering the certification results into the medical book and holography. In Section XII on page 28, a mark indicating the completion of certification is placed in the form of a stamp and a square holographic sign is applied.

7. Issuance of a medical record.

The time frame for obtaining a medical record may vary. If an employee undergoes a medical examination, for example, in a clinic, he may spend from a week to two. If the medical record is issued in specialized medical centers, it can be issued in a few days.

Relatively recently, the Ministry of Health proposed to approve a new unified form of personal medical record 025/u-MK, which has a number of differences from the current one. But at the moment it has not yet been accepted.

Question

Where can I get a medical book (sanitary book)?

You can always issue a health certificate in compliance with the requirements of the law at the medical office. By contacting our medical center, you will comfortably go through all the stages of obtaining a medical record, and receive an official document, the data of which will be entered into the Unified Register of LMK Rospotrebnadzor.

You can get advice about the service you are interested in by calling the numbers listed on the website, or at the address: St. Petersburg, Vasilievsky Island 10-line, 21 (Vasileostrovsky district, Vasileostrovskaya metro station). Honey – registration of a medical book quickly and at an affordable cost!

Does the medical record have a validity period and can it be extended?

The validity period of the medical book is not limited and is determined by the dates of examinations and tests that the employee must undergo to obtain a work permit. As a rule, you need to undergo a medical examination once a year. The exception is certain food and medical industries, in which employees must take tests that have a short validity period.

If we are talking about the expiration of the validity period of the results of examinations and tests, then the employer issues the employee a referral for the next medical examination, the results of which are again entered into the medical book.

When the fields for making entries end in the work book, an insert is sewn into it. But in the case of a medical book, this does not happen - the employee will simply have to issue a new medical book. A new medical card is also issued if the current one is lost.

Cost of the form, medical examination and renewal of the health certificate

If the employer has sent you for a medical examination, the employee does not need to pay for the specialists: the employer pays for this. But if an employee shows initiative, he will pay for it. The final price is affected by the number of specialists you need to visit and the tests they prescribe. Food and health personnel should be examined by as many doctors as possible.

First of all, you will need to buy a blank form of the book, the approximate price is 200 rubles.

Average values ​​for how much it costs to renew a medical card in 2021:

Some organizations offer registration of a health record in 1 day, but urgent services are more expensive. And whether the employer agrees to reimburse the money spent for urgency must be agreed upon in advance.

At whose expense is the medical book issued?

This issue is controversial, it is not directly resolved, so some employers only pay for medical examinations directly, since in accordance with Art. 213 of the Labor Code of the Russian Federation, the employer is obliged to conduct mandatory preliminary and periodic medical examinations at his own expense.

However, since issuing a medical record is an integral part of the procedure for undergoing medical examinations, its registration should also be carried out at the expense of the employer.

In addition, according to Art. 11 and paragraph 2 of Art. 36 of Law No. 52FZ, the employer is obliged to conduct hygienic training during professional hygienic training and certification of employees of organizations whose activities are related to the production, storage, transportation and sale of food products and drinking water; education and training of children, public utilities and consumer services. The results of the certification are also entered into the medical record.

Thus, we are of the opinion that the employer must pay all costs associated with obtaining a medical record. But its form is paid for by the employee, since it is his personal document, just like a work book (the cost of which can be deducted from the employee).

The process of renewing a personal medical record

If a company carries out an organized renewal of the sanitary certificates of its employees, then in order to undergo a medical examination, the employer provides our medical center with a list of employees who need to be examined and tested. At the appointed time, all employees are given a medical book in their hands by the HR department for making all the necessary entries by specialists.
You can also renew the document yourself on a personal basis. In this case, all necessary documents are provided by the citizen personally to the medical institution. In our “MedTest” you can go through all the specialists and pass the necessary tests in 20 minutes. All information received by specialists must be recorded on a form in accordance with all established requirements.

Should an employer check the authenticity of a medical record?

As a general rule, the employer is not obliged to check the documents provided by the employee upon employment. However, Rospotrebnadzor, in Letter No. 01/137341532 dated November 10, 2015, noted that in order to verify the authenticity of personal medical records, the employer must ensure that the information contained in them is assessed for compliance with the requirements of Order No. 402 (including checking the presence of the seal of the Rospotrebnadzor organization that issued the medical record ). And in the absence of medical books of the established standard with the results of medical examinations and laboratory tests, information about previous infectious diseases, a mark on the completion of hygienic training and certification, the employer may be held liable under Art. 6.3 Code of Administrative Offenses of the Russian Federation. It provides for a fine for the employer from 10,000 to 20,000 rubles. or suspension of activities for up to 90 days.

Therefore, when accepting a medical book from an employee, you can first check via the Internet using a special registry whether a medical book with the same number was issued. If there is no register in your subject, proceed in a different way: check the form of the book and the entries made in it. The original can be distinguished from a fake by the following main features:

1. the medical book is printed on paper with watermarks and stitched with a security thread;
2. the front side of the title page must be screen printed with optically variable ink;
3. at the bottom of the laminated page there is a high-resolution image (map of Russia);
4. in fake books, the color palette differs from the original background;
5. a fake book is often filled out manually (information about the employee), but everything is printed in the original;
6. the original contains holographic stickers - round in the photo and square on page 28;
7. in the original photo there is a round seal of the Center for Hygiene and Epidemiology;
8. all medical records are certified by the seals and stamps of the institution that issued the medical book;
9. the original has a dark blue crust with rounded corners and embossed gold inscriptions “Personal Medical Record” and “State Sanitary and Epidemiological Service of Russia”;
10. the inside and all pages have a blue pattern (half rings with fibers);
11. Security signs with holograms can be viewed under ultraviolet rays.

Employer's responsibilities regarding medical records

As follows from page 30 of the medical book, it must be kept by the employer. At the same time, in those places where the employee can be checked for its availability (for example, when organizing outbound trade outside the enterprise), the medical book is issued to the employee. It is also issued during medical examinations at a medical institution.

To record the existing medical records of employees, we recommend keeping a journal of medical records in the organization, for example:

A separate journal can be created to record the facts of the issuance and return of a medical book after undergoing medical examinations.

In accordance with the form on page 30 of the medical book, upon dismissal, the employer must return it to the employee - regardless of whether the employer or the employee paid its cost.

For your information

The provision contained in the form of a personal medical record regarding the storage of a personal medical record with the employer and the possibility of issuing a record to an employee upon his request, as well as the presentation of a personal medical record at a new place of work upon dismissal and transfer to another place of work, complies with the current legislation (Decision of the Supreme Court of the Russian Federation dated 03/24/2015 No. AKPI15-272).

The new employer, in turn, must, in section. II of this document, make a note about the transfer of the employee to it.

Main conclusions

Passing a medical examination with filling out a personal medical record should be taken responsibly and should not be neglected in any case, because timely identification and suppression of carriers of infectious and skin diseases will help to avoid serious consequences.

If this happens, then do not think that there can only be administrative liability and you can get off with a banal fine; criminal liability is also provided for this.

It doesn’t take that long and isn’t that expensive to get a health certificate in accordance with all the rules, so follow the rules and no one will get hurt.

I wish everyone safe and efficient work!

If you have any questions after reading, write in the comments, we’ll sort it out! If you need help with paperwork, please contact me, I will be happy to help.

What consequences may occur if an employer delays issuing a medical certificate to an employee?

Unlike the delay in the work book when an employee is dismissed, the law does not establish liability for the delay in issuing a medical book.

But, despite its absence, the employee has the right to file a complaint with the State Labor Inspectorate or file a claim in court. And the State Labor Inspectorate in this case may bring the employer to justice for violating the requirements of labor legislation, and the court may seek moral damages if the employee proves that after his dismissal he applied to the employer to return his medical book and that its absence was the reason for the refusal to employ him in another position. work.

• in trade organizations, including food markets, including wholesale ones;
• in public catering organizations (canteens, restaurants, cafes, bars, buffets, etc.);

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An employee cannot be allowed to work without a medical card.

It is the employee’s responsibility to go to the doctors, take tests and pick up the completed medical book. Craftsmen without a book or with expired stamps are suspended from work - Art. 76 Labor Code of the Russian Federation. Salary for this time depends on the reason. If the salon does not send a person for an annual examination, they pay ⅔ of the salary. If the employee is to blame for the absence of a book, wages are not calculated.

If an employee leaves for a routine examination or vaccinations, the salary is retained in full - Art. 185 Labor Code of the Russian Federation.