Registration of a medical book

Having a medical book is more than just a formality when working in the beauty industry, particularly for services like manicures and pedicures. This document attests to your good health and ability to offer your clients safe services.

Sometimes it’s difficult to understand the correct way to register a medical book, especially with all of the requirements and steps involved. Nonetheless, a well-defined roadmap can streamline the procedure and guarantee complete adherence to health regulations.

We’ll guide you through the essential procedures required to register a medical book in this post so you can concentrate on what you do best—create stunning nails and offer your clients excellent services.

Step	Description
1. Medical Examination	Visit a certified clinic for a full medical check-up, including tests and specialist consultations.
2. Get a Certificate	Obtain a health certificate from the clinic, confirming you are fit to work.
3. Submit Documents	Take the certificate and your identification to the relevant authority to process the medical book.
4. Receive Medical Book	Once processed, your medical book will be issued, allowing you to work in the beauty industry.

Book structure

The "On a personal medical record and a sanitary passport" Order of Rospotrebnadzor No. 402 establishes a unified structure for the medical record form.

As per the prescribed norm, the medical file comprises:

1. Title spread. The region code is indicated in the upper left corner. Nothing else is filled in on this page;
2. A page with personal information about the owner of the medical record. Here is a photo protected by a hologram and a blue seal of the epidemiological center, personal data – full name, date of birth and home address, as well as the name of the organization where the medical record is issued and the position held;
3. Information about changing jobs;
4. Pages with data on past illnesses;
5. Data on the presence of mandatory vaccinations;
6. Places for notes of doctors who conducted the examination. This section is located from page 7 to page 16;
7. A place for fluorography results;
8. Pages for reflecting the results of tests;
9. On page 28 there is a mark of the Center for Epidemiology indicating the date of completion of training, its results and validity. The mark is protected by a holographic sticker.

Penalties for absence

The "Code of the Russian Federation on Administrative Offenses," dated 30.12.2001 N 195-FZ, stipulates the penalties in Art. 6.3.

When a medical record is missing, it means:

1. Warning;
2. For individuals – a fine from 100 to 500 rubles.;
3. For individual entrepreneurs – from 500 to 1000 rubles.;
4. For legal entities – a fine of 10 to 20 thousand rubles. .

In addition to salon employees who missed their scheduled examination, managers who permitted an employee to work without a personal medical record will also face sanctions.

The guilty party is subject to Section 236 of the Criminal Code if the Rospotrebnadzor inspection revealed that the client suffered grave consequences as a result of an employee’s failure to provide a medical book.

False medical book owners face penalties as well.

The original book contains the following:

• Watermarks on all pages of the document;
• Printed individual number;
• A photograph of the owner, which is protected by a round hologram and blue seal of the organization that sold the personal medical book;
• Page 3 is laminated.

The owner of the fake bears the risk of being fined or having to appear in court without even being aware of it. On the website of the head center of hygiene and epidemiology, you can verify the authenticity of the personal medical book.

How to arrange

We will state right away that an employee acts independently after obtaining a document and passing every exam level. Any departure from this guideline constitutes a breach and carries consequences.

Pay for a medical exam is something that the employer should cover. The employee is entitled to reimbursement for these costs if he paid for the doctors’ services on his own.

For registration, the following documents are required:

1. Passport of a citizen of the Russian Federation;
2. Photograph 3*4 – 2 pcs.;
3. In some regions, for example in the Moscow region, it is also mandatory to provide a referral for training from the employer and a certificate of registration in the Moscow region. The last point is relevant for visitors from other cities.

Proceed to the Center for Hygienic Services to the Population at the registration location with the required paperwork.

1. Write an application addressed to the Chief Physician of the Hygienic Center with photographs attached to it;
2. Sign an agreement for the provision of services for a fee and pay for the upcoming lecture and services of the employees of the Center for Epidemiology. The cost depends on the region and ranges from 800 to 2000 rubles. The first medical book can be issued free of charge;
3. Listen to a course on sanitary work with the population, and pass the certification;
4. On the same day, pick up the medical book with a stamp on passing the test;
5. Pass all the necessary tests and see doctors who will enter data on the results.

Contacting the Hygiene Service Center

On the day of the appeal, a lecture on public health and hygiene is given, but it follows the Center’s schedule. Depending on the area of activity, decreed groups receive separate training.

The designated group consists of employees in the domains of public catering, household services, education, and rearing that are subject to inspections.

The regional hygiene center’s website has the most recent schedule available.

The training takes three hours to a day to complete. Everything is dependent upon the student’s activities and the type of training—primary or repeated.

How primary training is conducted

The exact schedule may vary slightly depending on the location, but it looks something like this:

1. Lecture. Part 1 from 9:00 to 12.30;
2. Half-hour break from 12:30 to 13:00;
3. Lecture. Part 2 – from 13:00 to 15 hours.
4. Certification. Certification is testing on the material learned during lectures.

The lecture lasts for just three hours if the material is applied again. The certification results are valid for two years.

Medical examination

Such examinations can only be carried out by organizations that have been granted permission to carry out this kind of work. The list of organizations in your city can be obtained from the regional department of supervision or by calling the Rospotrebnadzor hotline.

The Ministry of Health’s Order No. 29N, dated January 28, 2021, contains information about referrals for examinations as well as the process for performing a medical examination. The following details are approved in the document and must be included in the referral:

• Name of the organization whose employee will undergo inspection, form of ownership and OKVED code;
• Name of the medical organization that will conduct the examination, its address, phone number, OGRN;
• Full name, gender and date of birth of the employee;
• Position and type of work;
• Policy number.

Either print out the template and manually fill it out, or enter the data electronically. Records of the recommendations that are made must be maintained by the organization making the recommendations.

Physicians who need to be seen:

• Therapist;
• Dermatovenerologist;
• Ophthalmologist;
• Neurologist;
• Narcologist;
• Psychiatrist;
• ENT;
• Gynecologist – for women.

Tests listed:

• Fluorography. In private clinics, the result is issued on the same day, in public ones – from 1 to 3 days;
• ECG – same day;
• General blood test for glucose and cholesterol levels – same day;
• Blood test for RW or syphilis – in private ones – same day, in public ones from 1 to 2 days;
• Test for gonorrhea – from 1 to 5 days;
• Analysis for helminthiasis – from 1 to 4 days;
• Cytological examination.

It is also advised to perform a hepatitis and sexually transmitted infection analysis. Updates to the analyses are made once a year.

In a state institution, passing a medical exam is free; in a private institution, it may cost anywhere from 1,500 to 4,000 rubles. The region and the medical institution’s standing have an impact on the total cost.

On-site training: information for salon owners

In the event that all of your staff members require training, center representatives can be summoned right to the salon. This work system is applicable to recently hired staff members at new salons.

For the Epidemiology Center staff members’ on-site visit:

1. Assemble a group of 10 employees;
2. Write an application addressed to the head physician of the Center with an appendix in the form of a complete list of employees, their positions, date of birth, registration address. Also attach two photographs of each employee measuring 3 * 4 to the application;
3. Pay for training at the current price list;
4. Provide premises suitable for training.

When training takes place on-site, certification is completed through paper tests. Employee testing results are recorded in their medical records and the register.

Handling the document

1. After receiving the medical book, the employee transfers it to the employer and issues it to the owner upon request;
2. For accounting, data on all movements are entered into the Journal of recording the results of medical examinations of employees (Movement of personal medical books). The medical book is issued upon application against signature;
3. After the employee"s dismissal, the document is returned to him for transfer to a new place of work.

Frequently asked questions

Is a medical book necessary for an administrator of a beauty salon?

Employees providing household services are required to submit to a medical examination in accordance with the Federal Law "On the Sanitary and Epidemiological Welfare of the Population," dated 30.03.1999 N 52-FZ. Since we are discussing the industry as a whole rather than specific professions, the administrator, being an employee of a beauty salon, is required to go through a medical examination in addition to the masters. The owners of beauty salons are subject to the same regulation.

There is currently no set list of occupations for which a medical examination is required. As a result, various departments may have different opinions on this matter. For instance, there are differences between Rospotrebnadzor and the Ministry of Labor’s requirements regarding who is required to have a medical examination. It is also crucial that the list of professions be expanded by the authorities of the Russian Federation’s constituent entities, provided that they first obtain a medical book.

How should you proceed if your medical book is lost?

Make a statement to the organization where you received the lost book in order to reclaim it. Should this procedure be necessary as a result of the employer losing it, he will be responsible for covering all restoration costs.

For those working in beauty salons, a medical record is crucial because failing to keep one up to date can be harmful and illegal. You can shield the client and the master from potential dangers and serious outcomes by conducting an honest and timely medical examination. Do you still have questions? Post a question in the comments!

In order to guarantee that clients receive safe and hygienic services and to comply with health regulations, professionals in the manicure and pedicure industry must obtain a medical book. This procedure is essential to keeping a reliable and respectable company because it entails a number of medical exams to verify that the technician is free from communicable diseases.

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6 comments on “Registration of a medical book”

Irina

Could you please let me know how frequently manicurists must go through medical examinations and if there are any specific requirements right now (related to quarantine measures)?

Editorial

Hi there, Irina! Every employee in the beauty industry is required to undergo a medical examination once a year. It is required to have a standard medical examination once a year for manicurists, as there have been no decrees regarding the expansion or suspension of these exams.

Galina

Hi there! Would you kindly instruct me on how to complete the form for a medical examination on risk factors for a manicurist? Many thanks ahead of time

Editorial

Greetings, Galina! You must complete a standard referral form, such as this one, in compliance with the Russian Ministry of Health and Social Development’s Order No. N 302n, dated April 12, 2011.

Ulana

Greetings for the evening. Could you please let me know where I can get a referral for a medical exam? I have a new medical book, I am registered as self-employed, and no clinic will accept me without a referral right now. Anyhow, where can I get one?

Editorial team

Hi, Ulana! Make an appointment at the state clinic where you live. Inform the staff at reception that you would like to renew your health book, and they will compile a list of all recommended doctors.

Purchasing a medical book is a necessary first step for anyone in the pedicure and manicure business. It demonstrates to your clients that you value their health and safety in addition to making sure you comply with legal requirements.

Getting a medical book might seem like a difficult task, but if you take the right steps, it’s actually quite simple. To prevent any delays, make sure you finish all required medical examinations and obtain all required paperwork.

Keeping a current medical book is just as vital as obtaining one. Updating and maintaining your license on a regular basis will help you stay in compliance with laws and give your customers the best service possible.

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