Certificate for sick leave about the name of the organization: how to correctly make an entry on the sick leave?

Business lawyer > Labor law > Sick leave, benefits > Error in the name of the organization on the sick leave: we receive benefits

In case of illness of an employee, the company has the right to reimburse a certain amount from the Social Insurance Fund of the Russian Federation. The document is filled out partly by hand and partly electronically, and therefore errors in the document, in particular in the name of the organization, are quite common. In this article we will look at what is considered a mistake in the name of the organization on a sick leave certificate and how to correct it.

Error in the name of the organization on the sick leave certificate

Why is there an error in the name of the organization on the sick leave certificate? First of all, due to the fact that the therapist writes the name only from the patient’s words, and the name of the employing company is sometimes not only difficult to write, but also difficult to pronounce. Because of this, doctors make mistakes, and paying benefits using Social Insurance Fund funds can be problematic.

Alternatively, if in doubt, the doctor leaves the field for entering the company name blank, leaving all responsibility for filling it out on the patient or on the accountant, who will subsequently have to check the sick leave.

Errors that are made when filling out this type of paper can be divided into three groups:

Filling out sick leave

errors that must be corrected
errors to be corrected depending on the situation
errors that do not need correction

Let's look at each of the groups to determine which of them the error in spelling the name of the organization belongs to, as well as what other types of errors are made when issuing sick leave:

Bugs that need to be corrected. If you do not correct these mistakes, then the probability that you will be denied benefits is 95%. Such serious errors are: lack of indication of whether this is the original document or its copy; incorrect indication of the patient's name; incorrect indication of the cause of disability; absence of a seal of a medical institution and a doctor’s signature. As you can see, there is no error in the name of the organization on the sick leave, which means that it does not always need to be corrected.
Errors that need to be corrected depending on the situation. Such errors include inaccuracies in the name of the organization, as well as in the position of the doctor. We will consider types of errors in the name of the organization below; as for the position of a doctor, its correction depends on the diagnosis.
Errors that do not need to be corrected include all other types of errors. If they are admitted, the likelihood that the Social Insurance Fund will refuse social benefits is very small.

A typo made by a medical institution

An employee who brings a certificate of temporary incapacity for work to the personnel department of his organization sometimes does not even assume that it can be returned to him. Especially if there is a mistake in the name of the organization on the sick leave. There is nothing to be done: the form will be considered damaged and must be replaced .

After all, such errors in the sick leave certificate in the name of the organization exclude the possibility of receiving benefits at the expense of both the employer and the Social Insurance Fund. However, this is not the only case in which your sick leave may be cut or not paid at all; read the article “Violation of hospital regulations” and you will find out what the consequences of non-compliance with medical orders are.

To avoid mistakes when recording the name of the organization, some workers ask doctors not to fill out this line. If the place of work is not indicated on the sick leave, this will not be considered an error.

This allows the personnel officer, in turn, to fill out the line correctly, according to the constituent documents of the enterprise. Then, when the certificate of incapacity for work brought by an employee from a medical institution is correctly filled out, the personnel service or other structural unit responsible for maintaining personnel in the organization fills out its part.

And, what is important, the mistake made on the sick leave in the line “place of work...” is no longer so critical. This, unlike the case discussed above, can be corrected.

So, what to do if the name of the organization is incorrectly indicated on the sick leave? The algorithm of actions will be as follows:

An erroneous entry should be carefully crossed out with one line.
Turn the form over and make the correct entry in the field provided for this purpose.
To give a new entry legal significance and force, it is necessary to confirm it with the entry “corrected to believe”, the seal of the organization (or an individual, if he is an employer) and the signature of its head.

An example of correct correction of a mistake made about the name of the organization on a sick leave certificate:

You cannot correct what is written on the form using corrective or similar means. Since the form will be considered damaged.

We also recommend reading the article “Deciphering hospital codes,” from which you will learn about the patient’s diagnosis or illness.

Features of filling out sick leave

Before we look at how to correctly write the name of an organization, let's find out how to fill out a sick leave certificate.

Entering data

So, to begin with, on the front side of the document in the first paragraph, a duplicate is written down and given to the patient, or this is the primary sheet. If this is a duplicate, then in the line next to the checkbox you should put the number of the sheet on which the duplicate is being made.

Next, fill in the name of the medical institution, and also indicate the date of issue of the sheet. Then the date of onset of the illness and separately the date when the person became incapacitated is entered. Disability codes can be viewed on the back of the document.

It is advisable, but not necessary, to supply the hospital's OGRN. If you or the doctor do not know him (which happens extremely rarely), then you can find out the OGRN on the official website of the Unified State Register of Legal Entities.

After the OGRN, the gender of the patient should be indicated, as well as his date of birth. Very often, doctors make the mistake of putting the date when the disability began instead of the date of birth.

“Date 1” is filled in if at some point in time the cause of the illness was changed or, for example, the day of birth is entered here if the patient is a pregnant woman. “Date 2” is needed to enter the end time of something, for example, a trip, if the sheet is issued for this purpose.

The “Care” block is filled out when the paper is issued for the purpose of caring for a sick person.

This is followed by cells to be filled in, such as time spent in hospital treatment, disability group and other medical data. The duration of the disease, what its final result is, as well as information about the attending physician is included in the block next to it.

The spine of the sheet itself must be filled out based on the information provided above. Only such data as the medical history number and the patient’s signature are added to it.

How to write the name of the organization on a sick leave certificate

The name of the organization is a point where it is advisable to avoid mistakes. Let's look at how to fill it out correctly.

If the name of the organization is in abbreviated form, it is better to enter it.
If the organization does not have a short name, then its full name should be entered.
Name of organization on sick leave
The name is entered along with the organizational form, for example, “Romashka LLC”.
If the name of the organization has too many characters (more than 29), then you should enter an arbitrary abbreviated name of the company; it is not necessary to submit information to the Social Insurance Fund about the existence of an alternative name.
Quotes are not used when indicating the name of the organization. Also, do not use periods, commas, dashes and other punctuation marks, even if they are provided for in the title.
Although the use of punctuation marks is undesirable when indicating the name of the company, there is still no need to redo the sick leave sheet because the receptionist or doctor added an extra dash or comma. The FSS does not have the right to refuse to pay benefits based on a sick leave issued in this way.
In no case should you go beyond the boundaries to write the company name, and you should not write letters in such a way that they come into contact with the boundaries. This rule does not apply to all columns of the sheet; for example, the employer’s seal can sometimes go beyond the boundaries of the field allocated for its affixing. Sometimes the FSS pays attention to this, however, most often problems can be avoided.
The abbreviated name of the company is always agreed upon with the Social Insurance Fund, as well as with the employees of the organization, so it is preferable to indicate it in the column for the company name.

General information

For a sick person, it is necessary to obtain a certificate of temporary incapacity for work if the citizen wants to be able to receive treatment at home or in a hospital, as well as receive payments for the time he is absent from work. Sick leave is issued by a special medical institution that has a license to practice medicine. The person himself does not have to fill out anything, because this is done by the doctor, as well as by the management of the company where the patient is employed.

Only printed capital letters and numbers should be used; cursive letters are not permitted. You must write with a black gel pen, because ballpoint pens are prohibited for use. Other colors are also not acceptable for filling out the disability certificate. You should not go beyond the boundaries of the squares reserved for letters.

Indicating the organization on the sick leave certificate will definitely be required, but if the patient is not sure of its correctness, then it will be better to leave this column empty. It will then be filled out in the company’s HR department, where they know exactly how to spell the name correctly. But if the personnel officer made a mistake, then it will need to be corrected. This is necessary to avoid problems with the Social Insurance Fund.

The employee should not independently make adjustments, cross out or cover up anything. An authorized person must do something like this so that everything is legal. Otherwise, unauthorized corrections will lead to the document being considered invalid.

How to correct a mistake on a sick leave certificate

So, before correcting the error, you should find out how serious it is. So, if the title contains quotation marks, dashes or commas, there is no need to correct this. The same can be said if the name of the organization contains its full name, a short name, or even an abbreviation. However, the error will have to be corrected if the name of the company is written incorrectly, because in this case the employee will simply be denied payment of benefits. Let's look at how you can and can't fix it:

Sick leave

You cannot cover up a record in which an error has been made with a proofreader.
To indicate that an entry is invalid, simply carefully cross it out.
The correction is made on the reverse side of the paper. If the doctor wrote the wrong name of the organization, then you should write the correct name on a blank field on the back of the document and make a note: “The correct entry is confirmed by a signature” and sign either the head or the accountant of the organization. You can also use the inscription “Believe the Corrected”, however, the first option is preferable according to the above-mentioned Order.

Acceptable errors

If a mistake is made on a sick leave certificate, this does not always indicate its invalidity. There are a number of errors that government agencies make in 2020 and are not forced to correct. Therefore, before thinking about corrections, you need to familiarize yourself with the list of errors that cannot be eliminated.

Among them:

Some words are indicated in capital letters. Let us remind you that the document must be filled in printed characters.
The stamp fell on the fields that contain information.
The letters have gone beyond the boundaries of the squares. If possible, you should try to fit them in the designated space.
There are extra spaces between the doctor's initials.
There are minor blots, extra dots and ticks.
There are no dashes in empty cells where they are required. This is required when the column does not relate to a person and therefore does not need to be filled out.
The address of the medical institution is written without taking into account a specific sequence.

Therefore, if the listed points are indicated incorrectly, then the Social Insurance Fund considers them to be technical errors. You can leave them and use the document to receive payments related to the temporary incapacity of a particular citizen. However, when the information is inaccurate, then adjustments need to be made in order to go through the appropriate procedure.

What else you need to know

For some errors, you should contact the clinic instead of trying to correct them yourself. For example, if the document contains the incorrect surname of the patient, then such a sick leave certificate requires mandatory re-registration, that is, the issuance of a duplicate for it. However, if the document is filled out in words and not in block letters, as required by law, then it makes no sense to re-issue it: the Social Insurance Fund will pay benefits based on such a sheet.

Nuances of sick leave

There is an opinion that to be sure, it is necessary to put two signatures on the sick leave: the manager and the chief accountant. However, according to the above-mentioned Order, this is not so. One signature will be enough, and if you put two, the FSS may consider it a mistake, so it’s better not to risk it.

When can another person sign if there is no opportunity to sign a manager or accountant? First of all, anyone who has a notarized power of attorney to sign such documents can sign a sick leave certificate. This could be the financial director, the general manager of the company, or any other person.

In no case should a sick leave certificate be signed by a person who has the authority to sign it only on the basis of an order. A power of attorney, and preferably a notarized one, must be in any case. The seal of an organization does not have to be of the highest order. It will be enough to put a stamp from the accounting department or the personnel department.

Another common case of errors in a hospital document is confusion with the start date of work and the non-insurance period.

Thus, the start date of work is usually considered to be the day when the employee must come to work if his employment contract is canceled and if an illness, injury or other reason for visiting a doctor occurred between the date of signing and the day of cancellation of the contract. In all other cases, this column must remain empty, otherwise it can be considered an error.

So, you need to be very careful when filling out a sick leave certificate, since almost all payments from the Social Insurance Fund, including temporary disability benefits, as well as all types of payments received by women who have recently given birth to a child, may depend on the correctness of the data.

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Issuance of a duplicate sick leave certificate

Expert opinion

Gusev Pavel Petrovich

Lawyer with 8 years of experience. Specialization: family law. Has experience in defense in court.

According to the rules, a duplicate is issued in cases where a mistake was made by a health worker or when the employer made more than two corrections. Typically, a duplicate sick note is issued immediately if an inaccuracy is discovered.

However, sometimes incorrect data goes unnoticed and is found out only when a certificate of incapacity for work is provided to the employer or when sick leave is presented to the Social Insurance Fund.

In this case, the employee must contact the medical institution that issued the sick leave and ask for a duplicate. However, the law does not establish within what time frame this must be done.

It is clear that it is better to replace an incorrectly completed document as soon as possible. But if for some reason this cannot be done immediately (for example, the document was issued in another city), the issuance of a duplicate long after the original document is not a basis for refusal to make payments on it, including from the Social Insurance Fund.

There are certain requirements for the preparation of legal documents that must be taken into account when filling them out. Also, special regulations describe how a doctor or an accounting employee should act when certain errors are detected.

In this article, we will look at what errors are found on a sick leave certificate: gross and insignificant, how to edit them correctly, and when a duplicate document is required.