How to check sick leave by online FSS number

How to view ELN on the FSS website

On the FSS website there is an office of the insured person, an office of the policyholder and an office of medical and social examination (MSE). At certain stages of the formation of a sick leave certificate, access is granted to processors involved in entering data, calculating payment amounts and checking the correctness of registration. Access is provided on a first-come, first-served basis as the disease progresses and reasons to make adjustments arise. When getting acquainted with personal accounts on the FSS website, consider the test version by logging into your account under a test account. Employees involved in calculating sick leave payments must freely navigate the policyholder’s personal account.

Who needs a sick leave check?

After the employee contacts a medical institution, the doctor registers a certificate of incapacity for work; at this stage, it is important to correctly fill out and check the patient’s details. The assistant is the format-logical control built into the program, but the doctor is obliged to exclude the occurrence of errors that cannot be calculated by the system. Correct diagnosis and treatment form the doctor’s reputation. According to the law, the doctor is given 15 days to accompany the patient’s illness and document the results.

Then the sheets can go to the ITU or receive closed status and become available to employers. MSE is prescribed for illness lasting more than 15 days, which can be extended based on the results of reviewing the course of the disease and assessing the patient’s condition.

After the ELN is closed, the employer gains access to it and fills in the data on his part: length of service, average daily earnings, availability of regional coefficients and form of employment. Based on the data, the amounts payable at the expense of the employer and at the expense of the Social Insurance Fund are calculated. All calculations are subsequently checked by FSS employees.

The employee should also know how to track an electronic sick leave certificate in order to verify the correctness of the calculations.

Methods for determining authenticity

The sick leave is checked for authenticity in two cases: when, upon visual inspection of the document, the Social Insurance Fund employee doubts its authenticity, and when the sick leave was received under strange circumstances. The first way to check a certificate of incapacity for work for its authenticity is to conduct a detailed visual inspection of it. The current model, established by Order of the Ministry of Social Development No. 347 of 2011, has several security elements at once: watermarks, security fibers, microtext, special paper. If the document fully complies with the established template, the FSS can:

• Check it against the database of invalid (lost, stolen) sick leave certificates;
• Send an official request to the medical institution that issued the document. The application must indicate the sick leave number and attach a photocopy of it. If the medical institution confirms that the document was issued, then the document is 100% genuine.

The FSS also checks the correctness of all lines filled in by the employer and employee of the medical institution. If there are errors or inaccuracies, the employer will be denied reimbursement of the payment paid by the employer as sick leave benefits. Thus, the current instructions for filling out a sick leave certificate do not allow corrections in the field “To be filled out by an employee of a medical institution,” and the employer is allowed to make no more than 2 corrections.

In addition to the above, the Social Insurance Fund has the right to check the employer’s documentation. One of the points of possible verification is sick leave certificates. According to paragraph 1 of Article 4.7 of Federal Law No. 255 of 2006, the Social Insurance Fund can conduct desk and on-site inspections of sick leave certificates (the correctness of employer payments of insurance coverage). A desk audit is a check of the final reporting provided by the employer. A desk audit is carried out by FSS employees in their department, without visiting the employer. If any errors, omissions, or discrepancies in information are detected, a notification is sent to the employer with a request to clarify the situation (make amendments). He submits the necessary documents, they are reviewed, and based on the results, an inspection report is drawn up. If no errors are identified, the employer is not separately notified of the results.

According to paragraph 3 of Article 4.7 of Federal Law No. 255, on-site inspections (inspections at the employer’s address) are carried out no more than once every 3 years, however, the FSS may decide to conduct an unscheduled on-site inspection if they have suspicions about the reporting provided. Based on the results of the inspection, a report is drawn up indicating all the shortcomings (if any).

Both in the case of a desk audit and in the case of an on-site inspection, employees of the Social Insurance Fund first of all pay attention to 2 things: the presence of errors (misprints, inaccuracies) in the documents submitted by the employer and the compliance of the information specified in the reporting with real data. In the first case, the employer may be punished with a fine, in the second - with a fine and criminal liability.

Checking the ENL by the employer on the website of the Social Insurance Fund

The employer must know how to check the electronic sick leave by number online in order to subsequently enter data into it for calculations. It is possible to check the electronic signature only after receiving an electronic digital signature and installing the software.

When receiving ELN numbers from employees, you need to go to your personal account, find the “Electronic sheets” tab, then “Request a sheet”. Fields to fill out will appear - ELN and SNILS number.

In the required sheet, the employer fills in the employee’s data (in the “To be filled out by the employer” tab) and saves the changes made. After this, the sheet is sent to the Social Insurance Fund, where the data will be checked and the payment of benefits will be assigned.

Let's figure out how to find out the electronic sick leave number by last name. The employer must make changes to the personal account interface. Sick leave certificates can be searched by full name. employee, by SNILS number, by ELN number, by ELN status and creation date.

Policyholders often resort to engaging an authorized representative to work with Portals and services. For the legal work of an authorized representative in the FSS services, a power of attorney is drawn up for the representative (in accordance with Chapter 10 of the Civil Code of the Russian Federation). Scanned form is uploaded to the Foundation Portal. An employee of the Social Insurance Fund studies the power of attorney, assesses its legitimacy and, if the result is positive, approves the power of attorney.

In the personal account, the employer calculates the payment amounts using an electronic calculator. The calculations are subsequently checked by FSS employees.

Checking sick leave for authenticity and compliance with standards

Since any person in most circumstances presents a temporary disability certificate as an excuse for his absence, the employer must be vigilant. Using invalid forms is considered a common scam. Since benefits are accrued within 10 days from the date of transfer of the document, you should verify the authenticity of the form during this period.

Relevance of the measure

This measure is necessary to avoid the accrual of money to unscrupulous employees and to stop fraud. Indeed, in case of an error, it is the manager who will be responsible for paying benefits on a false form. He will not be compensated for the money spent and, in addition, penalties will be applied. If the employee is accrued and paid benefits, then if the fact of forgery is revealed later than ten days, the money will be recovered from him exclusively through the court.

The following entities are allowed to check the originality of the ballot.

1. An employee who wants to ensure that the medical institution where he is a patient is properly licensed.
2. The manager or his representative - in order to confirm (exclude) the fact of absenteeism.
3. An employee of the Social Insurance Fund to verify the legality of insurance payments.

Personnel department employees, accountants, and security officers of a company or organization are required to distinguish a fake from an original. Any qualified specialist should know how to eliminate fakes and verify the authenticity of a sick leave certificate, protecting the employer from unnecessary payments.

Authentication options

Fake ballots vary in quality. Some specimens can be identified with the naked eye by tactile examination by touch. Others require closer inspection, both visually and under ultraviolet light. Still others are practically indistinguishable from the original, and therefore are not considered a craft. Considering the importance of the consequences, it is necessary to evaluate the certificate of incapacity for work in all available ways:

• Analyze the paper for compliance with visual features.
• Establish authenticity by certification from a medical organization.
• Request the information of interest to the FSS service branch (territorial center) or access its database online.

But to completely eliminate counterfeiting, you should use all three options.

Visual inspection

Poorly made fakes are easy to identify; just carefully study the form. The original has several security options that a fake document does not have.

1. When exposed to ultraviolet light, the Social Security Fund watermark and glowing words are visible.
2. The form has an embossed number, the convexity of which can be detected by tactile examination.
3. There is a 12-character barcode at the top left.
4. On the right side of the sheet the name of the manufacturer is indicated - SpetsBlank LLC - Moscow.
5. Below the line where the attending doctor signs, “Certificate of Incapacity for Work” is written in small letters.

Attention! The paper is distinguished by a dense, rough structure, since the composition includes microfibers (a smooth form is an indication of a fake). The quality is similar to banknotes.

Contacting a medical facility

Another option for checking the authenticity of a sick leave certificate is to contact a medical organization. In the modern, technically developed world, such a measure is considered of little relevance, but to make sure, an accountant can send a request to the clinic where the certificate of incapacity for work was issued. It is drawn up according to the established template and must contain the following information:

• name of the institution;
• personal data of the employee;
• details of the organization or company;
• Date of preparation.

The document is certified by the manager’s signature and seal.

In the vast majority of cases, the treating staff easily provides the necessary information, but they have the right to keep it secret. According to the law, all information about patients, their diseases and treatment regimens are considered a hospital secret and are not subject to disclosure.

Check with the FSS

The fastest and most accessible way to determine the validity of the ballot and the possibility of further correcting the information is to visit the FSS Internet resource. The employer is required to obtain an electronic signature and create an account on the State Services website. After this, log into the policyholder’s account on the page cabinets.fss.ru.

You can find the sheet of interest if you know the following information:

• FULL NAME. subordinate;
• SNILS;
• ballot number;
• date of its registration;
• document status.

On the FSS Internet portal, a quick check of sick leave is required not only by the employer, but also by his subordinate or medical specialist.

You can collect the most comprehensive information if you formally send a request to the nearest FSS branch where the person of interest is insured. The application must be completed taking into account the rules for maintaining documentation. It must indicate the following:

• sick leave number and date of issue;
• information about the medical institution that issued the form;
• employee information;
• details of the organization in which he works.

The application should indicate that the response must be sent in writing. A copy of the ballot issued to the subordinate must be attached to it.

Real but illegally obtained sheet

One of the options for a fake ballot is a stolen piece of paper. It is not considered a fake, since upon detailed study it meets all the requirements and is made on appropriate paper. It’s just that at one time such forms disappeared from the doctor’s office or were stolen for the purpose of subsequent illegal sale. You need to check them and pay attention to the name and address of the medical institution, which must match the data on the seal imprint.

You can check the authenticity of the document on the FSS website. The resource is free and available to everyone. It contains a database where all the numbers of fake ballots, illegally produced or stolen from medical institutions are entered. To do this you need to do the following:

• open the “Information for Employers” section;
• click on the “Invalid Forms” tab;
• download the list of available documents;
• check the digital code of the form with the available numbers in the database.

A sick leave certificate is considered fake if the first nine numbers match. But please note that the list on the website is updated once a month, so the information may not always be up to date.

Fidelity of design

The original origin of the form does not provide a 100% guarantee of the authenticity of the document presented. The current copy has a unified form and requires compliance with the filling rules in accordance with accepted standards:

• information is entered by hand or on a computer in Russian;
• entries are made in capital block letters and in black ink only;
• It is allowed to use a capillary, gel or fountain pen (but not a ballpoint pen);
• letters or numbers must be within the cell;
• if a copy is issued, it must be marked with an o;
• In case of an error or typo, the form should be replaced with a new one.

Corrections by crossing out are allowed if the employer made an inaccuracy in filling out.

The first part of the form must be filled out by the attending physician. He needs to enter the following:

• name of the medical institution and its OGRN;
• FULL NAME. the patient and his date of birth;
• his place of work;
• reason for temporary disability (in the form of a code);
• treatment period (indicating the period of possible extension).

The information is confirmed by a specific doctor, who indicates the position, surname and initials and signs. The form is certified by the seal of the institution, and the imprint must be viewed twice.

Checking an electronic sick leave certificate by a doctor

Doctors are not always informed about how to view an electronic sick leave certificate on the FSS website.

To set up a personal account in a medical institution you need:

1. Preparation of equipment and software;
2. Obtaining an electronic digital signature for a legal entity, for a doctor drawing up an electronic medical record and for the chairman of a medical commission.
3. Obtaining written consent from the patient, filled out according to the standard form, for issuing a form in electronic form. The patient is required to fill out such consent in each medical institution where he intends to open sick leaves.

After completing these steps, the doctor creates a new document and fills in the required fields. To minimize the number of errors, a format-logical control system is built into the program. For example, the patient's name does not contain numbers, and a male patient is not able to register on maternity leave. Such checks are carried out automatically at all stages of processing.

The doctor must be scrupulous when working with sick leave, fill out information about the patient correctly, and extend the sick leave if the patient requires additional time for treatment. After 15 days of illness, the doctor transfers the patient to a medical and social examination, as a result of which the certificate is extended for up to 1 year.

How can I check my sick leave?

If the employee is absent from the workplace and absenteeism is excluded, the employee is required to provide a certificate of temporary incapacity for work. Temporary disability benefits are calculated within 10 days after the sick leave is provided, after which benefits are paid.

In the case of issuing an electronic certificate of temporary incapacity for work, there is no need to check the sick leave certificate, because the possibility of document falsification is excluded.

It is important for the policyholder to detect a false document in a timely manner, because this is fraught with refusal to reimburse FSS expenses.

The temporary disability certificate form was approved by order of the Ministry of Health and Social Development of the Russian Federation dated April 26, 2011 No. 347n “On approval of the form of the temporary disability certificate form.”

The sick leave form is a secure printing product with a security level of level “B”. The certificate of incapacity for work has several degrees of protection against forgery:

• presence of watermarks with the corporate emblem of the Social Insurance Fund of the Russian Federation;
• raster pattern of fields and rectangles for signatures;
• the main color of the form smoothly transitions from the edges to the center;
• the paper feels like a banknote and has security fibers in blue, pink and light green;
• Each medical form has its own code.

Checking an electronic sick leave certificate by an employee

An employee must know how to check an electronic sick leave certificate and find out its details. On the FSS website there is a personal account of the insured person, to which every employee gets access. By logging into your personal account, you will see a list of sick leave certificates, the employee will find the current one and find out the necessary details.

When issuing a sheet in electronic form, the employer does not have the right to demand sick leave in paper form. To exercise the rights of employees, the employer is obliged to install software and receive sick leave in electronic form.