What is the eAU?
The electronic certificate of incapacity for work (eAU) is the digital successor to the classic sick note. Doctors no longer issue the certificate on paper. They send it digitally to the employee's health insurance fund. The fund makes the information available to employers, who can retrieve it electronically. Since 1 January 2023 the eAU has been mandatory for all medical practices. Employers must also retrieve the data electronically to check sick notes reliably.
Benefits of the eAU
- Easier transmission The eAU removes the need to hand in sick notes in person. This speeds up the flow of information and reduces error rates.
- Less administrative work The switch to a digital process removes paperwork, which reduces the workload for everyone involved.
- Faster processing Because the health insurance fund sends the data directly to the employer, processing and documentation are quicker.
- Transparency and traceability Digital recording and archiving of the data makes tracking easier and gives a clear overview.
How the eAU works
Step 1: Doctor's visit
At the appointment, the doctor confirms the incapacity for work and sends the data electronically to the patient's health insurance fund.
Step 2: Informing the employer
Employees are still required to tell their employer that they are off sick. The employer then retrieves the relevant data from the health insurance fund.
Step 3: The employer retrieves the data
The employer receives information from the health insurance fund such as the employee's name, the start and end of the incapacity for work and further details, for example whether it is a first or a follow-up certificate.
Challenges and special cases
Although the eAU has been introduced everywhere, there are some exceptions. For example, the electronic process does not apply to employees with private health insurance, to sick notes for parents caring for a sick child or to mini-jobs (Minijobs) in private households. The employee also still receives a paper certificate as evidence. It can prove the incapacity for work in exceptional cases, such as technical failures. The system is also prone to human error, for example when doctors send certificates late or not at all.
Conclusion
The eAU is a major step towards digitalisation and greater efficiency at work. It takes work off employees and employers, cuts paperwork and speeds up processes. For a smooth rollout, companies need to make sure their systems are ready to retrieve the data. Their staff also need the right training.
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