Transfer of the data of certificate for incapacity to work

Transfer of certificates for incapacity to work

In 18 October 2014 entered into force the amendment of the Health Insurance Act, § 53, according to which the service of electronic certificates for incapacity to work (TVL E) became mandatory for all employers as of 1 January 2015. For using E-TVL service the employer is required to join the service in the State Portal at www.eesti.ee.

As of 01.01.2015 electronic transfer of data of the certificates for incapacity to work became mandatory for employers. The doctor shall no longer issue a certificate for incapacity to work on paper.

We recommend that the internal rules of an institution be adjusted on how an employee shall notify the employer of his or her illness and return to work (by telephone, word of mouth, e-mail, etc.).

The service displays all the pending certificates for incapacity to work for the employer. In addition, certificates for incapacity to work of employees can be searched on an individual basis.

Ordering of notification service of the pending certificates for incapacity to work for the employer

 All the companies registered in the commercial register are eligible for joining the notification service. The board member entered in the B-card is able to order the service from the notification calendar. Initially, the notification is sent only to the email address.

The notification service cannot be ordered and directed to the official email:
- by state and local government agencies;
- companies that have the specification of the right of representation in the commercial register (e.g.,: On the B card, two management board members have the right of representation, the member of the management board of the company is a foreigner who has no Estonian personal identification code).
 
Joining the service by an institution entered in the Commercial Register
 
The service of electronic transmission of the data of certificate for incapacity to work is available  for legal persons and  for sole proprietors registered in the commercial register in the State Portal.
 

Entering the State Portal takes place via ID-card, Mobile ID or Internet bank. To transmit data, select the role of the representative after entering.

Please consult instructions for use of the service.

The person entered on the company registration card (board member, sole representative) shall be granted, upon entry to the State Portal, automatically the right of the administrator of the company which gives him or her immediate access to all the services. If the administrator wants to grant the right to use the service to another employee, it can be done in the State Portal.

The instructions for management of the rights to use the services of the State Portal: https://www.eesti.ee/est/teemad/kodanik/riigiportaali_abi/e_teenused/#step2

Direct link to the management of the right to use the services of the State Portal: https://www.eesti.ee/portaal/!xteeportal.p_oigused_teenuste_kasutamiseks

If problems occur with the rights of use of the service of the State Portal, write to the email address of the State Portal Helpdesk at: help@ria.ee

For questions that arise from the use of the employer data transfer service, please call the helpline 16363 of the Estonian Health Insurance Fund or email at the address: info@haigekassa.ee

Joining the service by a state or local government agency

The service of electronic transfer of the data of the certificate for incapacity to work is located on the State Portal

Entering the State Portal takes place via ID-card, Mobile ID or Internet bank. To transfer data, select the role of an official after entering. Please consult instructions for use of the service.

State and local government agencies require the appointment of the administrator with the help of the helpdesk of the State Portal if this has not been done, or the administrator is desired to be replaced.

Application for appointment of the administrator (form in doc format or in odt format) must be signed by the signatory/signatories. The application may be sent digitally signed at: help@ria.ee  or by mail: State Information System Authority Rävala 5, 15169 Tallinn Estonia.

The administrator of the agency can immediately use the full range of services. If the administrator wants to grant the right to use the service to another employee, it can be done in the State Portal.

The instructions for management of the rights to use the services of the State Portal:  https://www.eesti.ee/est/teemad/kodanik/riigiportaali_abi/e_teenused/#step2

Direct link to the management of the right to use the services of the State Portal: https://www.eesti.ee/portaal/!xteeportal.p_oigused_teenuste_kasutamiseks

If problems occur with the rights of use of the service of the State Portal, write to the email address of the State Portal Helpdesk at: help@ria.ee. For questions that arise from the use of the employer data transfer service please call the helpline 16363 of the Estonian Health Insurance Fund or email to the address: info@haigekassa.ee.

Transfer of the data of certificate for incapacity to work of a non-resident employer

A non-resident employer is not able to use the E-TVL service in the State Portal www.eesti.ee as the company is not registered in the Estonian Commercial Register.

As a temporary solution, the Health Insurance Fund will perform from 1.1.2015 an inquiry of the certificates for incapacity to work issued by a physician to an employee of a non-resident employer. The Health Insurance Fund then transfers the data of the employee’s certificate for incapacity to work and the form of the employer’s certificate to the employer. The transferred document will be the basis for the employer for the determination and payment of the sickness benefit.

In order for the Health Insurance Fund to be able to determine and pay sickness benefit for your employees, please return the completed employer’s certificate:

● via email to the address tvh@haigekassa.ee
● by mail or by hand delivery to Lastekodu 48, Tallinn 10144
 

The Health Insurance Fund will not pay the insured person a benefit for incapacity to work for those which submitted to the Health Insurance Fund later than 90 calendar days after the day of returning to work specified on the page. If the employee does not receive the benefit due to the fault of the employer, the employee is entitled on the basis of Law of Obligations Act to demand from the employer compensation for the damages.

Additional documents of the certificate for incapacity to work

Transfer to an easier job

Marking of the agreed remuneration

The certificates for incapacity to work to be sent by mail, need to be submitted to the Health Insurance Fund Harju Department at the address Lastekodu 48, 10144 Tallinn.Further information can be obtained on Health Insurance Fund information phone 16 363.