What are electronic incapacity for work and electronic sick leave?
The Eau has many names. To avoid confusion, let's first clarify common synonyms. In correct official German, we speak of the “eAU”, the “electronic AU certificate” or the “electronic certificate of incapacity for work”. In everyday life, you often only hear “electronic incapacity to work.” Among workers, on the other hand, are the terms “electronic sick leave”, “electronic sick leave” and “electronic health insurance” are common, as the eAU replaces the conventional yellow health insurance certificate. In principle, all of these variants mean the same thing.
Introduction of eAU in Germany
The electronic certificate of incapacity for work (eAU) is Mandatory since January 1, 2023. It replaces the previous paper certificate.
The eAU was gradually introduced in Germany. In the first stage, the employee proceedings, the certificate of incapacity for work was sent electronically from the medical practice to the health insurance company. However, patients continued to receive a paper illness report for their employer.
Since rolling out the second stage, the Employer procedures, the employer does not need to print it out on paper. The certificate of incapacity for work (AU) is now sent electronically by health insurance to the employer.
Legislative situation — for whom is the eAU mandatory?
The basis for the electronic certificate of incapacity for work is Appointment Service and Supply Act (TSVG), which makes a uniform electronic procedure for transmitting disability information mandatory for health insurance doctors and hospitals in Germany.
In addition, the TSVG states that the Obligation to submit to health insurance companies with doctors and institutions are located which determine the incapacity to work. That too Social Code (SGB) plays a role. According to Section 109, health insurance companies must provide the employer with a retrieval report upon receipt of the incapacity for work data.
The basic duty of an employee to report his inability to work to the employer remains in accordance with Section 5 Continued Payment Act (EntGfG) exist. This obligation usually exists even before the doctor's visit.
What are the exceptions to EAU?
Not all types of certificate of incapacity for work are affected by the obligation to issue them electronically. The exceptions are:
- AU for private patients
- AU from abroad
- Illness of a child
- Prohibition of employment
- Rehab and reintegration
- Minijob in a private household
How does the eAU work?
Health insurance companies, doctors, patients and employers are involved in issuing and processing the electronic certificate of incapacity for work. The linchpin of this is Telematics infrastructure (TI) — the state platform for health applications in Germany. Since the way it works is different for the different actors, we will look at the participants in detail below.
The electronic certificate of incapacity for work in medical practices
Just like the conventional AU, the eAU issued by the attending physician. The patient receives a printed version for himself. By midnight at the latest, the medical practice will then transmit the disability data to the health insurance company via telematics infrastructure. The same applies to hospitals.
Is there a technical fault Before, the doctor's office can send a paper certificate by post to the health insurance company. If the disorder is already known when the patient visits the doctor, he can also receive a paper certificate for his employer.
Technical requirements
In order to issue the eAU, doctors need the following technical requirements:
- electronic medical profession card (eHBA) as permission
- eHealth connector for creating qualified electronic signatures
- Connection to a medical communication service (KIM service)
- KBV-certified software for practice management
What tasks does health insurance take on?
After receipt of the disability data, the health insurance company issues the electronic certificate of incapacity for work for the Retrieval by employer available. He receives a corresponding notification. If the eAU is not yet available on the day following the sick leave (for example due to a technical fault), the employer receives an error message.
What do employers have to consider when it comes to eAU?
If the employee is legally insured, the employer himself or a representative such as the tax advisor which receive eAU from health insurance. The information from the certificate of incapacity for work can then be published accordingly in the payroll be recorded.
Note: There is no type of “subscription” for employees' EAUs. Each initial or subsequent certificate must be requested separately from the employer.
How does eAU work for employees?
If the employee is legally insured, he has no tasks. This is an automated process between doctor, health insurance and employer. However, he must independently inform his employer that he is absent due to illness.
For privately insured employees It is still true that they have the printed out sickness certificate or have to send an electronic counterpart to your health insurance company and employer yourself.
What information should be included in a certificate of incapacity for work?
In principle, there are two versions of the certificate of incapacity for work — one for doctors, health insurance companies and patients — and A second for employers. For reasons of health data protection and medical confidentiality, this contains less information. The health insurance company needs this information to verify the right to continued payment of pay and sickness benefits.
General information at eAU:
- Cost object identification
- Name, address, date of birth and insurance number of the patient
- Name and doctor number of the doctor
- Transit doctor (yes or no)
- Date of issue of AU
- Start and expected end of the AU
- First or subsequent certificate
- Work as a cause (yes or no)
Information that the employer does not receive:
- ICD-10 encrypted diseases or symptoms
- Status of insured person
- Establishment number of the issuing body
- Accident as cause (yes or no)
- Health problems (yes or no)
- Rehabilitation services (yes or no)
- Phased reintegration (yes or no)
- Sickness benefit claim (yes or no)
- Final certificate (yes or no)
- Other special features
Conclusion: eAU and modern healthcare
The electronic certificate of incapacity for work is in addition to the electronic health records and the E-prescription an important part of Digitalization of healthcare. It replaces the previous paper certificate and offers numerous benefits for all parties involved — including automated signature processes, a more efficient communication between different parties and, in the long term, even a cost reduction through leaner processes.
For these benefits to really be realized, the technology must work in the background. The federal government's telematics infrastructure is primarily responsible for this. But also the used Software in medical practices must work efficiently and reliably.
Increase the individual benefits of eAU for your medical practice through a clever combination with other digital methods such as digital anamnesis. As a result, you gain employee satisfaction and have more time for your patients. Nelly will help you with that.
Now you too can create a digital workflow in your practice. We advise you non-binding and free to your individual case!
The personal names used in this article always refer equally to all persons. Dual naming and alternate names are omitted in order to improve readability.
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