This regulation updates the rules for maintaining and storing occupational health documentation and refreshes document templates (including the preventive medical examination record).
What’s new?
Two Polish Ministry of Health regulations introduce further digitalisation of occupational health documentation and clarify how medical certificates are issued and transferred between employees, occupational health providers, and employers.
Key changes
Regulation on preventive examinations and medical certificates:
- Electronic medical certificates: Certificates may be issued in electronic form, recorded in the Medical Information System, and made available to employees via the Internet Patient Account (IKP). On request, a paper version may also be provided.
- Delivery to the employer: Certificates (electronic or paper) are provided to the employer by the occupational health service provider, in the form and timeframe agreed in the contract.
- Individual recommendations for employees: If a physician identifies a need for additional health-related actions, separate recommendations may be issued. These are provided only to the employee (not to the employer) and can be made available electronically (via IKP) or on paper.
- Less information for employers: The medical certificate provided to the employer contains only the information necessary from an occupational health and safety perspective.
- New templates: Updated certificate templates apply under the new regulation.
The regulation also clarifies the scope of information included in the medical certificate provided to the employer. The document contains only the information necessary from an occupational health and safety perspective. In addition, new templates for medical certificates have been introduced.
Timings and transition
- Entry into force: 17 April 2026.
- 6-month transition: For six months from entry into force, certificates may still be issued/transferred under the previous rules and templates.
- First 3 months: Individual recommendations may be issued only in paper form.
Regulation on occupational health medical documentation
This regulation updates the rules for maintaining and storing occupational health documentation and refreshes document templates (including the preventive medical examination record). The aim is to support the ongoing digital transformation and simplify formal requirements. It enters into force on 18 April 2026.
Practical takeaway for employers
- Review your agreement/process with your occupational health service provider to ensure it covers the format and timeframe for delivering certificates to the employer.
- Prepare for a mixed period where old and new templates may be used (transition period).
- No change to referrals: The template used for referrals to preventive medical examinations remains unchanged – continue using existing referral forms.
Contact our Health & Benefits expert in Poland to discuss how these changes impact your organisation:
Edyta Nowak-Skawska
Head of the Health & Benefits Department
GrECo Poland
T +48 882 366 293
