A doctor’s note, sometimes called a medical excuse or sick note, is an official document issued by a licensed healthcare provider. This documentation verifies a medical condition or appointment that resulted in an absence from work. Employers often require this confirmation to ensure the absence is legitimate and to confirm an employee is medically fit to return to their duties, sometimes with specific work restrictions.
Standard Medical Providers
The most conventional source for medical documentation is your established Primary Care Physician (PCP) or an existing specialist. A PCP is ideally suited for providing notes for routine illnesses, pre-scheduled medical procedures, or follow-up appointments. Since the provider has an established relationship with the patient, they possess the necessary medical history to support the documentation accurately.
For extended absences or conditions like chronic diseases or physical injuries, the documentation should come from the relevant specialist. These specialists can provide detailed certification regarding the necessary duration of leave and any physical or cognitive limitations upon returning to the job. Inform the physician during the consultation that a work note is needed to ensure it is prepared before you leave the facility.
Immediate Care and Walk-In Clinics
When an acute, unexpected illness or injury occurs, and a scheduled appointment is not possible, immediate care facilities offer an alternative for documentation. Urgent Care centers handle non-life-threatening conditions like the flu, sprains, or minor infections, and routinely issue work excuses based on their examination. Utilizing Urgent Care for a doctor’s note is faster and significantly less expensive than visiting an Emergency Room (ER) for a non-emergent issue.
An Emergency Room visit should be reserved exclusively for severe medical crises, such as a suspected stroke or major trauma. While ER physicians can provide documentation, using the ER solely to obtain a sick note places an undue burden on resources intended for true medical emergencies. For most acute illnesses requiring a short-term absence, an Urgent Care clinic is the more appropriate choice for receiving prompt medical verification.
Virtual and Telehealth Documentation
The evolution of remote healthcare has made obtaining a doctor’s note more convenient through dedicated telehealth platforms and virtual visits. A note issued after a telehealth consultation is considered just as valid as an in-person note, provided it comes from a licensed healthcare provider. This method is effective for common, easily diagnosed ailments where a physical examination is not strictly necessary, such as upper respiratory infections or migraines.
During a virtual visit, the licensed physician reviews the patient’s symptoms and health history via video or audio to determine if a medical excuse is appropriate. Once approved, the documentation is typically delivered digitally, often as a secure PDF, allowing for immediate submission to an employer. However, for conditions requiring hands-on assessment, laboratory tests, or diagnostic imaging, an in-person visit remains necessary.
Required Components of the Documentation
Regardless of the source—PCP, Urgent Care, or telehealth—the medical documentation must contain specific information for an employer to accept it as valid. The document must clearly state the patient’s full name, the date the medical provider issued the note, and the contact details and signature of the licensed healthcare provider.
The note must explicitly state the specific date or dates the employee was advised to be off work. It should also include a fitness-for-duty statement, detailing the expected return date and any specific work restrictions, such as lifting limits or reduced hours. While the diagnosis is protected by privacy laws, the functional limitations related to work duties must be communicated to the employer.