Who may need sick leave verification
We can talk about checking:
- a regular paper sick leave certificate. The check here will be carried out, first of all, for the authenticity of the document. The main stakeholders in this are the employer and the employee for whom the sick leave is issued;
- innovative electronic sick leave.
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Since July 2021, electronic sick leave began to operate at the federal level (before that in several regions). Unlike paper ones, which are handed out to patients, they are stored on the FSS servers. If necessary, they can be accessed by:
- FSS;
- medical organization that issued the document;
- employer;
- employee-patient.
Each of them can request access to sick leave for different purposes.
Let's take a closer look at how to check sick leave in the two indicated varieties when using the FSS website and other available resources. Let us agree that such a check is required to be carried out by the employer, a representative of the medical institution and the patient himself.
The employee’s consent to receive notifications from the Social Insurance Fund
The FSS website provides an answer to the question “How reliable is the security system of the UIIS “Sotsstrakh”? Can a patient be sure that his personal data and information about the diagnosis will not fall into the wrong hands?
The FSS guarantees that the IS of the FSS of the Russian Federation provides all the necessary conditions for protecting information and maintaining its confidentiality in accordance with the requirements of legislation in the field of information technology. Information about the patient's diagnosis from the medical organization that generated the electronic certificate of incapacity for work is not provided to the employer; only the code is provided. Third parties do not have access to the electronic certificate of incapacity for work.
An employer that does not use EDMS usually receives information about the employee’s health status from himself: at the employee’s request, provide information about temporary disability and the availability of sick leave. In the conditions of EDMS, the employer receives information about changes in the status of the electronic data automatically, after subscribing to receive alerts, therefore, in accordance with Federal Law dated July 27, 2006 No. 152-FZ “On Personal Data,” the employer will require the employee’s consent.
The FSS told us what's new in the appointment, calculation and payment of benefits in 2021
The program “1C: Salaries and Personnel Management 8”, edition 3, provides for the preparation of employee statements of consent to receive notifications from the Social Insurance Fund about the status of the employee payroll and monitoring the receipt of such consents. In the menu Personnel - Benefits - Consent to notification of ELN, you can print a personalized application form (Fig. 3). Based on the results of receiving an application from an employee in electronic form, you should set the flag corresponding to the state of the document. Conditions provided:
- Awaiting signature;
- Signed;
- There are no plans to sign.
Rice. 3. The employee’s consent to notification of ELN
The states of Consent to notifications about electronic communication are displayed in the list of employees (Fig. 4).
Rice. 4. Status of employees’ consent to notifications about electronic health insurance and subscriptions to receive information from the Social Insurance Fund
You can generate and register statements of consent from employees to the processing of personal data about their health status in a list.
If consent has been received from the employee, then click on the button of the same name to Enable subscription to receive information from the Social Insurance Fund about changes in the status of the personal income tax (see Fig. 4). If an employee revokes his consent or is fired, click the button of the same name to Disable subscription. The program monitors the status of the employee's application and promptly reminds him of the need to enable or disable the subscription.
How to check an electronic sick leave on the FSS website for an employer
To check the sick leave on the FSS website (and at the same time add the necessary information to it for subsequent sending to the department), the employer needs:
- First obtain an electronic signature for document flow with the Social Insurance Fund and create an enterprise account on the State Services website. The signature is issued at an accredited certification center for the head of the organization. Creating a profile.
- Receive from the employee a unique electronic sick leave number, which is communicated to him by the medical organization after his appointment with the doctor.
- Log in to the “Policyholder's Account” on the page https://cabinets.fss.ru.
- Select the “Electronic sheets” tab, then “Request a sheet”.
- Enter the number of the certificate of incapacity for work and SNILS number of the employee.
- If necessary, select a certificate certifying the organization’s rights to make a request to the Social Insurance Fund.
- Wait for the found sheet to appear in the “List of Sheets”.
- If necessary, select the “To be completed by the employer” option.
- Fill in the appropriate area of the sick note and click “Save”.
After these steps, the completed sick leave will be sent to the Social Insurance Fund for processing of compensation for disability benefits.
From 01/01/2021, all regions joined direct payments to the Social Insurance Fund.
To make it easier to search for sick leave, an employer can use the filters provided in the web interface. For example, sick leave can be found:
- by full name patient;
- SNILS;
- sick leave number;
- document status;
- date of registration.
If necessary, you can generate a sick leave file in XML format in order to subsequently process it in a cryptographic program if it is used by the employer for electronic document management with government agencies.
A representative of the medical institution that issued the certificate of incapacity for work may also need to check the sick leave certificate online.
Bulk sending of documents
Sending documents to the Social Insurance Fund can be done en masse. To send several documents at once, you need to go to the page with a list of documents, then select the “Details and Settings” and then “Enable bulk sending mode.” This sending procedure is enabled for all users of the organization at the same time.
To disable bulk sending of documents, in the same window you must select the “Disable bulk sending mode” .
To send documents in bulk, select a date (the last 4 days are displayed by default) and click “No errors” . Next, click “Send N documents to the FSS” , then select an electronic signature certificate.
How to check sick leave for a doctor
To check the sick leave certificate of interest, a representative of a medical organization will also use the familiar resource https://cabinets.fss.ru. At the same time, he selects the “MTU Office” item and uses the digital signature issued in the manner prescribed by law for a medical institution.
To check a sick note, a doctor needs:
- Log in to the ITU Account.
- Select the required sick leave from the list, which will open immediately after logging in.
- The required sheet can be found using various filters - as is the case when the employer uses the web interface.
The institution’s personal account on the FSS website has a wide range of functions and, in particular, provides for:
- supplementing the discharged sick leave with various data, adjusting the information on the certificate of incapacity for work - in the prescribed manner;
- removal of sick leave - on certain grounds.
When using web interfaces on the FSS website, checking sick leave by number online may also be interesting for a patient who is a recipient of disability benefits.
View sent documents
To view the sending status, select the line with the desired document and click on it. After this, a window with data on the last shipment will become available.
- Document status – read the meaning of statuses in the section “List of documents and statuses” .
- Report number in the FSS - the number is used to search for the transferred document on the FSS portal in the section “Information about transferred documents” .
- Error log – displays a list of errors detected by the Social Insurance Fund during control of the transmitted document.
- View receipt – the ability to open a receipt confirming receipt of the document by the Foundation.
- View document – allows you to display the information contained in the sent document.
- Download file – downloads the transferred document.
If you want to see the entire history of sendings, you should click “Show history” .
How to check sick leave for an employee
To check the sick leave, the employee himself uses the same web interface https://cabinets.fss.ru. But in this case, the interested person selects the “Insured Account” option.
By that time, a person, as in the case of an employer, must have a profile on State Services. At the same time, it is not necessary to issue a qualified digital signature from a certification center. You just need to go through the identity verification procedure at an authorized center for registration on State Services. The most accessible of them are Russian Post branches, city MFCs, Rostelecom offices, SberbankOnline. Their services are free.
The functionality of the “Insured Person’s Account” allows, in particular:
- review certificates of incapacity for work issued to the employee;
- print these sheets;
- view data on accrued and paid sick leave;
- print out calculation certificates.
If necessary, the user can:
- view and clarify information about yourself;
- view and clarify contact information.
And this is only a small part of the functions available to the insured person.
As for viewing the data on the sick leave, they are given in full and correspond to the data that is reflected in the regular sick leave. To find the required certificate, a person, like an employer or a doctor at a medical institution, can use special filters for various details of a certificate of incapacity for work.
Let's now consider how to check the authenticity of a sick leave certificate in regular paper form.
Receiving messages about the status of electronic information
When you subscribe to FSS messages about a change in the status of the ELN in the menu Personnel - Benefits - FSS Messages about a change in the ELN, using the Receive from the FSS button, you can download messages about employees who have confirmed their consent to the processing of personal data about the presence of a certificate of incapacity (Fig. 5).
Rice. 5. Receiving messages from the EDMS of the FSS of the Russian Federation
As a result of downloading messages from the Social Insurance Fund, the employer receives information about the number and status of the electronic tax register. The program provides the ability to immediately process a received message. Messages that require processing include:
- new messages;
- messages about closed electronic networks;
- messages about canceled eLN.
New messages are required to be received from the Social Insurance Fund and, on their basis, registered in the program “1C: Salaries and Personnel Management 8”, edition 3 of absences.
Received messages about closed electronic health insurance require the creation, uploading and posting of Sick Leave documents.
Receiving messages about canceled electronic health insurance entails the processing of previously processed sick leave documents. Processing is carried out in the list of messages in the Sick Leave column. For the convenience of working with the list of messages, selection buttons are provided for displaying messages:
- All messages;
- Latest;
- Requiring processing.
By selecting the Latest in the list messages with the latest status for all electronic certificates of incapacity are available.
