Poland shifts occupational health to digital – what employers need to know

New regulations have introduced electronic occupational health certificates in Poland, replacing the longstanding paper-based system. The reform goes beyond a simple change of format – it reshapes the flow of medical information between physicians, employees and employers.

Under the Regulation of the Minister of Health of 20 March 2026 (amending the regulation on medical examinations of employees, preventive healthcare and medical certificates issued for Labour Code purposes), which took effect on 17 April 2026, occupational health certificates are now issued electronically, stored in the Medical Information System and made available to the employee via the Patient Internet Account (IKP). Upon request, the employee may also obtain a printed copy with the issuing physician’s wet-ink signature. Previously, these certificates existed only in paper form and were typically delivered to the employer by the employee. Under the new model, the certificate is transmitted to the employer in the manner and within the timeframe set out in the employer’s agreement with its occupational health service provider. Since an employer may not lawfully admit an employee to work without a valid certificate, these agreements now require careful review to ensure timely and reliable delivery of information.

The regulation also narrows the scope of information disclosed to employers. The certificate directed to the employer will contain: a statement that the employee, in the absence of health contraindications, is fit to perform or take up work at a specified position; alternatively, a statement that health contraindications exist and the employee is unfit to perform or take up work; or a statement that the employee has lost the ability to perform current work as of a specified date. In addition, the certificate will include the date of the next periodic examination and, where applicable, recommendations for the employer arising from working conditions (e.g. provision of corrective eyewear). In addition, a new category of individual health recommendations may be issued by the physician directly to the employee; these are not shared with the employer.  A transitional period of up to six months (until 17 October 2026) allows certificates to still be issued and delivered under the previous rules. Employers should use this window to review and, where needed, amend agreements with occupational health service providers and update internal HR procedures.