Sick leaf: how to fill in, disease codes, corrections in the sick leave sheet

No matter how the science developed in the modern world, there is as yet no invented a tool that saves people from various diseases. Therefore, unfortunately, each of us can feel bad at any moment and consult a doctor for help. For all employed people, absence from the workplace during illness is possible only with the provision of a special paper called a sick leave sheet.

How to fill this document correctly, what special designations are used in it, and who should do it in general - all this can be learned from this article.

What is a sick leave?

We all know very well that absence in the workplace without a justifiable reason is considered a real truancy. Such failure to attend to work in a number of cases can end very badly, and no one will listen to the stories allegedly that the person was ill.

In order for any employed citizen in the Russian Federation to legally confirm his temporary inability to go to work, there is a special document called a sick leave sheet. Sometimes this document is also called a temporary disability card.

This paper is initially issued and filled out by a medical institution, in which the patient requested in due time. In this case, the clinic or hospital should have a special approval from the Social Insurance Fund and with dignity go through all the necessary checks.

Since this document is an official paper, it has a statutory form, subject to special completion. Any doctor who writes out a sick list to a patient, how to fill it in all the rules perfectly knows. Therefore, do not worry about this and especially try to write something in it.

Dishonest citizens sometimes even try to forge this document in their own interests. Of course, such actions are punishable by law, so do not even think about trying to make a fake hospital sheet.

Legislative base of sick lists

According to the legislation of the Russian Federation, any citizen of the country must have compulsory social insurance. This measure is one of the points of the state program aimed at protecting the population of the country.

That is why the issue of sick leave is not the whim of medical workers and not the ardent desire of workers to have an official excuse about the reasons for absence in the workplace. They are an official document that gives the employee the right to receive money for the period of his incapacity for work.

All issues related to the procedure for issuing this paper and its payment are governed by the following laws of our country:

- Administrative, Labor and Tax codes of the Russian Federation.

- The Law "On Compulsory Social Insurance Against Occupational Accidents and Occupational Diseases", adopted on July 24, 1998.

- The Law "On compulsory social insurance in case of temporary incapacity for work and in connection with maternity", which was adopted on December 29, 2006.

- The Law on Insurance Contributions to the FIU, FSS, FFOMS and TFOMS, which was approved on July 24, 2009.

Each of these regulations contains its provisions related to such an important document as the sick leave sheet. How to fill it correctly describes the whole order that appeared in 2011.

Introduction of a new form of hospital cards

So, another document regulating hospital sheets is the order of the Ministry of Healthcare and Social Development of the Russian Federation, which was issued on April 29, 2011 under number 624n. He is called "On Approving the Procedure for the Issue of Leaflets of Invalidity", and it was this document that initiated the use of new forms of disability sheets that are issued to citizens of our country today.

The very form of the sick leave sheet and the codes of diseases indicated in it are set by a separate Order number 347n, also published in 2011, but on April 26. This document is entitled "On the approval of the form of the leaflet of disability". There is no sample of the sick list in this order. However, it contains brief information about what data should be indicated in the blocks and lines of the new form.

How hospital sheets protected from scammers

A new form of disability sheets appeared not accidentally. It was introduced in order to reduce the number of cases of fraud that were associated with payments under these documents.

In order to exclude the facts of falsifying hospital sheets, the measures listed below were introduced.

1. In medical organizations, disability sheets now come exclusively from the regional offices of the Social Insurance Fund. Each form has its own unique number, consisting of a random sequence of numbers. All these numbers are counted in the FSS. Thus, in the case of a controversial situation, it is easy to find out whether a doctor working in a particular medical institution actually gave the patient an existing document.

2. On the forms there are watermarks on which the FSS emblem is depicted, and a special microtext.

3. The form itself is pale blue, and the graphs intended for recordings are made in pale yellow color.

4. Codes of diagnoses and other information are also introduced to improve the protection of hospital sheets.

Special requirements for document filling

The order that put into operation the new form of the sick leave sheet establishes not only its appearance and the list of information prescribed in the form. The document of the Ministry of Healthcare and Social Development also contains information about the requirements for the rules of data entry in the sick list. How to fill in this form, which is important for many citizens of the country, should be known to all persons related to the issuance of the certificate of incapacity for work.

It is necessary to know that for each symbol put on the form there is a cell. Therefore, only one cell corresponds to each letter or figure in the hospital sheet, and in no case can it go beyond its boundaries. The beginning of each new record must fall on the very first cell in the space reserved for information.

The sick list is filled only in Russian, and all entries are made in block capitals. However, the FSS separately noted that in the hospital sheet there may be some minor violations, for example, capital letters, symbols that come in contact with the boundaries of cells, bad word cuts and the like. If they are available, the text itself is perfectly readable, then the employer has no grounds for refusing to pay any payments. This clarification is contained in the letter of the Foundation under the number 14-03-11 / 15-11575, written on September 30, 2011.

Particular attention should be paid to the subject matter of which the data is entered in the form. It can only be a capillary, gel or pen pen with black ink. The hospital sheet can also be filled on the computer.

It is strictly forbidden to use the ballpoint pen when entering data into the form. This requirement is introduced for a reason. The fact is that any sheet of disability today is processed electronically. Unfortunately, the data that was entered on the form with a ballpoint pen is not read by the technique. Because of this, such a sick list will not be processed properly.

Rules for seals and long names

There are also requirements for seals. Names of medical institutions on them must correspond to the names contained in the charters of these organizations. For seals, a special place on the form is allocated, and they can extend beyond its boundaries. However, it should be borne in mind that the seal of a medical institution should not enter cells that contain information data.

Sometimes when filling out a sick list, problems arise with writing the name of the place of work. The matter is that for him 29 cells are allocated. They need to fit the full or abbreviated name of the organization in which the sick person is working. At the same time, it is impossible to neglect the spaces between words: they are obligatory in hospital sheets. But to put such signs as commas, quotes, dashes, numbers and points, present in the names, it is not necessary. If the accepted abbreviated name does not fit, then it is necessary to reduce it further, but so that the identification of the organization is available.

What does the new hospital sheet look like?

To look at a sample of filling out a sick list and see how this document looks like, it is possible on the picture below.

It should be borne in mind that the sheet of incapacity for work of a new sample is two-sided. On the front side, all the basic information provided by the medical worker and the employer is indicated. On the reverse side there is a detailed transcript of the sick list, namely the codes that can be indicated in the cells on the form.

The hospital sheet itself is divided into several blocks. The first of these is filled directly in the medical organization, where the citizen underwent treatment. The second is to be filled out already at work. The lowest part, which is detachable, is also filled in by the doctor and remains in the medical facility for reporting.

What is being filled out by a medical professional

So, the person who makes the first record on the disability sheet is the medical worker. He needs to put on the form all information about the patient and the medical organization, about the disease and the timing of treatment.

The doctor records the name of the medical organization and its state registration number in the specially designated graphs. You must also specify its address. If a citizen applies to a doctor engaged in private practice, the name, surname and patronymic of the doctor and his personal code of state registration are entered in the form.

Further data on the patient are indicated: how his name is fully, when he was born, his sex, the name of the enterprise where he works. In a special box, a note is made indicating whether the sick leave sheet has been issued to the main place of work or to the place where the citizen works part-time. If for part-time, the number of the form that was issued for the main job is indicated next. In the event that the patient is registered with the employment service, a special mark is placed on this, and data on the workplace are not filled.

The cause of incapacity for work is necessarily indicated. Thanks to the special codes introduced, the doctor does not need to write down the diagnosis: he simply enters the necessary code into the cells.

If necessary, the physician will fill out other special cells that reflect the following information:

- the date of the beginning and the end of the voucher issued for aftercare in the sanatorium;

- date of possible delivery;

- in the case of the issuance of a hospital for the care of a child, the relationship with him, the age of the child and his name are indicated;

- information on the violation of the treatment regime can be indicated together with the dates when they were committed;

- Duration of stay in the hospital;

- date when the patient underwent a medical examination.

In the table with the name "Exemption from work", the doctor indicates the period during which the patient was discharged from his duties. Separately recorded the day when a citizen must begin his work. If the sick leave is extended, then these dates are also fixed. These records are certified by the surname and initials of the doctor, his signature and the position.

On the right side of the form in the block filled by the medical worker, there must be necessarily stamped the hospital or polyclinic. Each seal must necessarily contain the words "for the sheets of incapacity for work" and be clear. The form of it does not matter, but today in polyclinics is used mainly triangular printing.

Encoded diseases in a hospital sheet

In the new form of the sick leave sheet any disease is encrypted with special two-digit and three-digit codes. However, these diagnosis codes are not classified information, because they are written on the back of the form. Here is their list:

As you can see, the list of reasons is quite large. At the same time, for example, the code of incapacity for work 01 is recorded in the event that a person has transferred any viral, cold or other disease. In case of injury or poisoning, other codes are already inserted.

The reason for incapacity for work is compulsory for filling in the sick leave. However, some of these causes are indicated only with the patient's consent. This rule applies to codes 14 and 15.

If the medical worker was mistaken in the form

Any serious mistake in the disability sheet from the medical worker is a signal that the form is damaged. No corrections in the hospital sheet made by the doctor are permitted. Such a document is subject to immediate return and re-registration, as it may not be accepted in the end either by the employer or by the FSS itself. That is why a doctor or other employee of a medical institution should know perfectly all the disease codes and other service codes used in the hospital sheet.

Boxes filled by the employer

The block, which should be filled already at the patient's work, is much smaller. But its importance is not less.

Here the name of the organization and the number that was given to it at the time of registration by the territorial agency of the FSS are indicated. Again, a note is made as to whether this is the main job of a citizen or part-time job.

Further, the subordination code, the taxpayer identification number assigned to the employee, and the insurance number of the individual personal account (SNILS), which should be for each citizen of the Russian Federation, are entered. There are also graphs for specifying the conditions for the calculation of payments (in the form of a code), the length of insurance available for the employee, and non-insurance periods.

Codes used to indicate the conditions for calculating payments are listed on the reverse side of the disability sheet along with other codes used to complete the form.

In separate columns money sums are also recorded in rubles and kopecks:

Average daily earnings;

- earnings for the calculation of benefits;

- the amount of the benefit that will be paid from the employer's funds;

- the amount of benefits from the FSS;

Is the total amount of the allowance.

The entire block of the sick list, which is to be filled by the employer, is inspected by the signatures of the head of the enterprise and the chief accountant, as well as their names and initials. The organization's seal must also be stamped.

If the employer was mistaken when filling out

Unlike the mistakes of a medical professional, the employer's mistakes in the disability sheet are not so terrible. The thing is that on the part of the company representatives corrections in the sick leave sheet are allowed, if they are necessary. However, they must be carried out in a special order, which must necessarily be known to the people filling out these forms.

It is important to remember that any mistake in the sick leave sheet is never corrected with the help of clerical correction tools. Such a list of incapacity for work will be considered spoiled.

If an error is detected, the employer carefully crosses out the incorrect information. The correction is to be made on the back of the sick-list in an empty place. Next to it is written "corrected to believe", the signature of the responsible person and the seal of the enterprise are put.