Electronic Certificates as a Standard

From October 18, 2025, occupational medicine specialists will be required to issue certificates of fitness for work in electronic form as the primary method of documentation, as reported by the Infor.pl portal (Profilaktyczne badania lekarskie pracowników – zmiana przepisów od 18 października). The change concerns the default form – however, the patient retains the right to receive a paper printout of the certificate with the doctor's signature upon request. The paper version will also be available in emergency situations when the electronic system is not functioning, as well as for certain uniformed services.

How the New System Works

After the completion of preventive examinations, the ready document will be automatically made available on the Patient's Internet Account of the examined person, as stated by Infor.pl (Profilaktyczne badania lekarskie pracowników – zmiana przepisów od 18 października). The employee will be able to download the certificate as a PDF file. According to information from the Infor.pl portal (Profilaktyczne badania lekarskie pracowników – zmiana przepisów od 18 października), there is an option to send the document to the employer via email, however, regulations impose an obligation on the occupational medicine unit to directly deliver the certificate to the employer in a manner specified in the agreement between the parties.

What to Check Before the Examinations

Anyone referred for preventive examinations should first ensure that they have an active Patient's Internet Account. Access to this system will facilitate the quick download of the electronic certificate, although its absence will not prevent the issuance of a certificate – in such a case, one can ask the doctor for a paper printout. It is advisable to check in advance whether the account is functioning properly and whether we remember the necessary login details.

The change applies to all employees undergoing initial, periodic, and control examinations. Employers should also prepare to receive and archive medical documentation in digital form.

Advantages of Digitizing Documentation

The digitization of certificates in occupational medicine is part of a broader process of computerization of the Polish healthcare system. The electronic circulation of documents is intended to reduce the risk of losing important certificates, speed up their transmission, and facilitate long-term storage. For employees, this also means greater convenience – in many cases, there will be no need to personally collect the document from the medical facility, although this option remains available.

If you have questions regarding access to the Patient's Internet Account or the handling of electronic certificates, contact the NFZ helpline or ask the occupational medicine doctor during your visit.