What does the new notification procedure change for you?
For insured persons, the introduction of the electronic certificate of incapacity for work (eAU) changes little – the basic procedure for reporting sickness remains the same.
In the event of illness, you must report sick to your employer and present a certificate of incapacity for work (AU) from the third day at the latest. Your attending physician will issue the AU as usual.
What is new: Your so-called obligation to present it no longer applies. From October 1, 2021, your doctor will forward your data on incapacity for work directly to your health insurance provider. This new electronic reporting channel applies to all persons insured under the statutory health insurance scheme – including those in marginal employment.
However, you are still obliged to report your illness. You must report sick to your employer by telephone, fax, e-mail or also via messenger services (WhatsApp, SMS, etc.). You should clarify with your employer in advance which communication channel they prefer. This is because you are obliged to ensure that your sick note reaches your employer without delay.
Has the “yellow slip” had its day?
However, the “yellow slip” will not be completely abolished for the time being: Your doctor will continue to hand you a paper certificate of incapacity for work despite the new notification procedure. This paper certificate serves as proof and documentation for you.
When will the electronic certificate of incapacity for work be introduced?
The Appointment Service and Supply Act (TSVG), which will come into force in May 2019, regulates the process of gradual digitization and networking of the healthcare system. It stipulates that the new eAU notification procedure will be introduced in two steps:
- From October 1, 2021, your doctor will transmit your eAU to your health insurance company in the event of illness.
- Starting July 1, 2022, your health insurance company will also forward your eAU data to your employer.
From 2022, the entire AU reporting procedure will therefore be carried out in digital form across the board. From this date, only the electronic certificate of incapacity for work will be used. Both your employer and your health insurance company will then be fully integrated into the electronic AU notification procedure.
What are the advantages of the electronic certificate of incapacity for work?
The new electronic reporting procedure offers several advantages for you:
- Your sick note will reach your health insurance company faster than by mail.
- Timely notification of your inability to work is ensured.
- Possible sick pay payments can be made more quickly.
A complete documentation of your sick leave can also be guaranteed with the eAU. This can also avoid conflicts under labor law, for example. For example, the question of whether or not a certificate of incapacity for work was submitted to your employer on time. The electronic certificate of incapacity for work simplifies the reporting procedure, reduces bureaucracy and releases you from the obligation to present it.
What technical requirements do you need?
You can find more information about the electronic patient file here.
The technical requirements must be provided by your attending physicians or your medical practice. The telematics infrastructure (TI) is the heart of the replacement of the paper-based AU.
As with the paper-based AU, the eAU also requires a signature from your attending physician. This means that your eAU is signed electronically by him or her. The so-called qualified electronic signature (QES) is intended for this purpose.
At the so-called e-health connector, your doctor identifies himself using his health professional card (eHBA) and his PIN number. Your data is then “digitally signed” and your eAU is transmitted to the health insurance company.
In certain cases, your doctor can also alternatively identify himself with his medical practice card (SMC-B) and sign your eAU – a high level of security is guaranteed in both cases by the TI’s encrypted communication.
In the event of a technical malfunction of the TI, your doctor will ensure that your health insurance company is informed of your sick leave.
To do this, your doctor stores your eAU in the practice management system (PVS) and transmits it at a later time, when the technical problems have been resolved.
If this is not possible within one working day – in the case of prolonged technical problems – your treating practice will send a paper copy of your AU itself. However, according to the Federal Association of Statutory Health Insurance Physicians, this substitute procedure should only be necessary very rarely.
