Workforce Support Team | Workforce Support Team |
SOP-DE-WFS Sickness Handling - Workforce One | Number of Reviews: 2 |
Approvers: Olga | Date of Review: |
INTRODUCTION
This SOP is a guide on how to use the paper sick note validator.
Using the Sick Note Validator (paper sick notes)
Check Visual Status
First things first, check the visual status of the file uploaded and ask yourself;
Is this a sick note?
Is the quality good enough to see all details clearly?
Is the provided sick note from an online doctor?
Is the sick note falsified?
If you are unsure about the visual status of the sick note, ask your colleagues or team lead.
After you have checked the visual status of the sick note, select the corresponding option on the right side.
Bad Quality
If you can’t read the details, select the option "Bad Quality" and click on submit.
Confirm your choice in the popup and wait until the sickness validator gives you a response.
If the screen says "Sickness Handled ✅," solve the ticket and go to the next one.
Online Doctor
If you detect that the sick note is issued from an online doctor, select the option "Online Doctor" and click on submit.
Confirm your choice in the popup and wait until the sickness validator gives you a response.
If the screen says "Sickness Handled ✅," solve the ticket and go to the next one.
Falsified
If the sick note seems fake, flag the ticket to your team lead and go to the next ticket. The ticket will be handled by your team lead.
Not a Sick note
If the image you are seeing is not a sick note, check the conversation for any other files first.
If you still can't find a sick note, select the option "Not a Sicknote" and click on submit.
Confirm your choice in the popup and wait until the sickness validator gives you a response.
If the screen says "Sickness Handled ✅," solve the ticket and go to the next one.
Valid
1. Check Employee Name
To ensure the sick note belongs to the employee, check if the sick note is issued to the name shown on the right side.
1a. Check Employee Name - Child Sick Note
Validate that the last name or address is matching. If neither the surname nor the address are matching don't check the name checkbox and continue.
The sick note validator will automatically request a birth certificate from the employee.
Attention! After submitting set the ticket to "Pending/ Awaiting Employee Responses"
2. Check Sickness Type
Check on the left side if the sick note is issued as an Erstbescheinigung (First Time Request) or Folgebescheinigung (Follow-up Request) and select the respective option on the right side.
3. Check the Dates
Validate that the dates shown on the left side are identical to the dates shown on the right side.
Follow-up requests don't have a start date (1) therefore, please fill in the sickness end date and the issue date.
4. Doctor Stamp
Click the checkbox on the left side if there is a signature/stamp from the doctor in the address container of the doctor.
5. Submit your Response
After you have followed the steps, click on the blue submit button.
Success
If you are seeing this screen, you are almost done. The last step is to solve the ticket. After solving the ticket, you can move to the next one.
Data Mismatch
When this pop-up window is visible, it means that there is a difference between what the employee has stated vs. what you input into the sick note validator. In these cases, click cancel, and make sure that you haven't made any mistakes while filling in your responses. After revalidating, submit the request.
Adjustment Needed - Punch on the same day
If you are seeing this warning, please follow this guide here(sick leave same day punch).
Error while Handling
If you are seeing this error, please follow this step-by-step guide to create the sickness on Quiynx and handle the ticket manually. This includes replying to the employee and setting the ticket status to solved.