Code “02” on a sick leave certificate: what does it mean and how is the period of incapacity for work paid for this reason?

Why are codes written on sick leave?

The certificate of incapacity for work contains a lot of data that doctors and employers cannot do without. First of all, it contains data about the patient, namely, his name, patronymic and surname, company name, TIN. The information is recorded by the doctor, who opens the sheet if the person is unable to work for some time.

The most important section of the document is the part in which the codes for the reasons for disability are indicated. Several cells have been allocated for them:

• two – the code itself (from 01 to 15);
• three – to indicate an additional cipher (017-021);
• two – the changed code is recorded here, if necessary (the diagnosis has been clarified).

There are several purposes for using codes, in particular:

1. Compact and economical use of the form.
2. Simplifying and optimizing the work of HR staff. There is no need to understand the doctor’s often “unreadable” handwriting.
3. Minimizing the likelihood of errors.
4. Maintaining medical confidentiality.
5. Opportunity to cooperate with medical institutions abroad.

Important! The decoding of the codes is on the back of the form. Therefore, it is not difficult to understand the numbers and clarify the reasons for the employee’s absence.

general information

Only those doctors who have passed a special check by the FSS can issue sick leave.

An employee can receive payments if the document is correctly drawn up and submitted to the employer’s administration within the accepted time frame.

For a long time now, a special form has been used to fill out a certificate of incapacity for work.

Seven years ago, the form was changed and new rules for compiling forms were established.

Now, on any sick leave, the codes for the reasons for issuing a certificate of incapacity for work are indicated.

Is the diagnosis indicated? The diagnosis and cause of disability are indicated by 2 special numbers. The 1st indicates the cause, the 2nd is the generally accepted form of recording the disease according to ICD-10.

Any medical institution receives forms from FSS units. They are marked with serial numbers, so it is quite easy to trace fraudulent transactions. In addition, the new forms are protected with watermarks and microtext.

It is recommended to fill the sheet with black paste. Entries must be placed exactly within the boundaries of the cells and frames.

Such accuracy is required so that the sheet can be processed by the PC. The doctor has no right to make any changes to the completed document.

Sample certificate of incapacity for work

If you need to change the data, you need to use a different form. The employing organization may change the information on the form. Corrections are written on the reverse side of the sheet, and the corrected places are crossed out.

The sheet is filled out by the doctor and the employer. The attending physician fills out the first and third sections. The employer fills out the second section.

When working with certificates of incapacity for work, you need to rely on the Tax Code, Labor Code and Code of Administrative Offenses of the Russian Federation.

On the reverse side of the form there is a guide for filling out and a breakdown of all codes.

Types of codes on a sick leave form

All numerical codes reflecting the grounds for disability were developed and prescribed by a special order of the Ministry of Health and Social Development of the Russian Federation. The code is indicated in four places on the hospital form. They contain:

1. Root causes of employee disability.
2. Types of kinship.
3. Indications of violations of the regimen prescribed by the doctor.
4. Other.
5. Calculation conditions.

All codes, except the last one, are entered by the doctor. The conditions for calculating benefits are fixed by the employer.

How to decipher the first numeric code

The first two cells contain codes that reflect:

Important! The doctor can enter codes 14 and 15 only after receiving the “okay” of the insured employee.

Features of using additional codes

In the line intended to indicate the cause of disability, an additional code is written (in the next three cells):

If the reason for leave from work is fully reflected in the first code cells, then subsequent cells remain empty. If necessary, the doctor enters both the main code and the additional code into the form.

Designation of codes for caring for loved ones

The document provides a separate block to highlight the reason for absence from work, such as caring for a sick family member. Two lines are provided for cases where two loved ones may need help at the same time. Kinship is indicated by the following codes:

Example 3. Company employee I. A. Krotnova’s five-year-old child fell ill. Krotnova was absent for five working days and presented sick leave. In the cell reflecting the cause of disability, the code is 09, and in the “Care” block - 38. The company’s accountant received enough information to correctly calculate the sick leave benefit:

• the document was issued to the mother of the sick child;
• payment is made from the funds of the Social Insurance Fund.

If a working grandmother is caring for a sick child, then instead of code 39 the number 42 will be entered.

Special payment cases

Often in practice there are situations that differ from the standard ones.
For example, an employee, when visiting a doctor, could miss the date of appearance for a medical examination, as a result of which the doctor will put a note on the sick leave in the appropriate field. This will have an impact on subsequent benefit calculations:

• if the failure to appear at the doctor’s office was for an unexcused reason, the amount of benefits due from the date of violation of the regime is calculated based on the minimum wage;
• however, if the reason was valid (for example, the employee was busy caring for a sick child), the accountant has the right to pay for such sick leave according to the general rules, without reducing the amount of benefits.

When calculating maternity sick leave, there are also some nuances:

• the benefit amount is paid from the first day of maternity leave at the expense of the Social Insurance Fund;
• When calculating the average daily payment, excluded periods are subtracted from the total number of calendar days for the previous two years, i.e. days of illness of the insured person.

According to clause 5 of Art. 6 Federal Law No. 255-FZ of December 29, 2006, there are restrictions on the number of paid sick days for care, which depend on the age of the child and the cause of disability. For example, an employee has already cared for a minor between seven and fifteen years of age for 40 days in the current year.

And again provides sick leave for a period of 8 days. It is legally established that an employee can use 45 days a year while on sick leave with such a child. In this case, only 5 calendar days are subject to payment, since the limit has already been exceeded.

Possible violations of the prescribed regime: code designations

The sick leave form contains a line to indicate violations of the patient's regimen. If he ignores the doctor’s instructions, then he has the right to write down a two-digit code indicating:

The presence of such codes in the document gives the accountant the right to accrue benefits in a reduced amount: the minimum wage is taken as the basis. When there are no notes on non-compliance with the prescribed regime in the document, but code 021 is present in the line about the grounds for incapacity for work, the amount of the benefit is also reduced.

What are they needed for?

All the shortcomings have been corrected in the new form, but the important part for basic information remains the same. The procedure for completing the sheet remains the same, but some codes in the new form must be indicated by the manager .

The use of codes on sick leave is convenient for a number of reasons:

To maintain secrecy.

If a certificate of incapacity for work needs to be passed from hand to hand, then you can be calm and confident that a stranger will not find out about the illness . In the document it will be possible to distinguish only certain letters and numbers, but not the name of the disease.

This is important to know: What length of service is needed for 100 percent sick pay?

Use codes to save space in your document.

A certificate of incapacity for work usually consists of an abundance of information, because... it must be filled out by both the healthcare worker and the employer. All necessary data must be included in the document and be as useful as possible.

The doctor must indicate the specific clinic, patient information, the name of the doctor and the period of time that the employee will remain incapacitated. The employer indicates its necessary information about the employee. Thus, this amount of information takes up a lot of space, and the codes allow you to limit yourself to the size of one sick leave .

It becomes easier for the HR department to work thanks to the presence of codes. Everyone knows that doctors have to see hundreds of patients a day, which is why their handwriting is often difficult to read. Naturally, deciphering the code in this case is much easier than understanding the doctor’s handwriting.

Thanks to the use of codes, it becomes possible to cooperate with hospitals in other countries. The codes refer to the same diseases in all countries. For this reason, clinics abroad can easily understand the records of their foreign colleagues.

Errors are kept to a minimum.

Due to the fact that there is no longer a need to understand doctors’ handwriting, the possibility of making a mistake when reading doctor’s notes is minimized.

to contents

Other codes on the hospital form

The health worker can enter one of seven codes in a separate line of the document (“Other”):

Errors in codes. What to do?

When filling out the sick leave form, you must adhere to the following requirements:

• all entries are made in block letters;
• you cannot go beyond the boundaries of the cells;
• Blots, strikeouts, and corrections are not allowed in the codes.

You cannot use a corrector or cover up incorrectly written codes. If a medical institution employee makes a mistake, he will have to issue a duplicate certificate of incapacity for work.

What to do if there is an error in the instructions

When making entries on the sick leave certificate, mistakes can be made by both the doctor and the employer. The main difference is that if any data is incorrectly indicated on the certificate of incapacity for work by an employee of a medical institution, the form must be replaced, and the patient is given a duplicate.

If the employer made a mistake on the sick leave, he has the right to make a correction by crossing out the incorrect entry and indicating the correct data on the back of the sheet, followed by their certification by the organization’s chief accountant.

How is sick leave paid? Details are in the video.

Subordination code on sick leave

The employer must write down the subordination code. It is assigned by the FSS upon registration of an enterprise or company as an insurer. The Social Insurance Fund sends a notice. It indicates the company's registration number and its subordination code. The latter serves to indicate the insured’s affiliation with a specific territorial branch of the fund.

The code consists of five digits. The first four contain the code of the territorial branch of the Social Insurance Fund to which the insurance company belongs. Fifth digit for:

• enterprises (legal entities) – 1;
• separate divisions – 2;
• individuals and merchants – 3;
• Individual entrepreneurs who registered with the Social Insurance Fund voluntarily – 4.

The subordination code is indicated by the policyholder on the title page of the report according to f. 4-FSS.