It’s a question that comes up more often than you would expect. An employee calls in sick, sees a GP over a video call, and sends through a digital fit note the same day. The employer looks at it and hesitates. Is this legitimate? Do they have to accept it?
The short answer is yes. But the full picture involves a few layers of regulation, shifting workplace norms, and common misunderstandings worth clearing up.
Digital Fit Notes Are Legally Valid
In April 2022, another regulatory change removed the requirement for fit notes to be signed in ink. This means fit notes can now be issued, signed, and transmitted entirely digitally: no paper needed. No ink. No trip to a surgery to collect a printout.
According to a government evaluation of the 2022 reforms, most employers had already received digital fit notes and were comfortable doing so. Many were not even aware that a specific law change had occurred, having accepted it as part of the wider move to electronic health systems.
So when someone receives a fit note following an online consultation and forwards it to their employer by email, that document holds the same legal weight as a physical one handed over in person. If the professional who issued it is registered and authorised to do so, the format doesn’t undermine its validity.
Can an Employer Refuse an Online Fit Note?
This is where things get slightly more complicated. Employers are generally required to accept a valid fit note. They cannot reject one simply because it was issued online or because the consultation happened over video rather than face-to-face. The consultation method does not affect the legitimacy of the document.
However, employers are not obliged to implement every adjustment recommended on a fit note. If a fit note suggests amended duties or a phased return, the employer can assess whether those adjustments are practical within the business. If they decide the adjustments are not feasible, the employee remains signed off as unfit for work. This is a workplace decision, not a medical one, and it applies equally to fit notes issued in person or online.
Some employers still have internal policies that specify they require fit notes from NHS GPs rather than private providers. Private healthcare professionals who are GMC-registered (or registered with the equivalent body for their profession) can issue valid fit notes.
Employees who find their employer pushing back on a legitimate fit note, whether issued online or otherwise, can seek advice from ACAS or Citizens Advice.
Why Online Fit Notes Are Becoming the Norm
The practical reality is that getting a GP appointment in the UK can take days, sometimes weeks. For someone who has been unwell for more than seven days and needs a fit note to access statutory sick pay or justify continued absence, that delay creates a real problem.
Online consultations solve this problem straightforwardly. A GMC-registered GP assesses the patient by video, determines whether they are fit or unfit for work, and issues a digital fit note, often on the same day. This is not a lesser standard of care. Video assessments have been part of UK general practice for years, and for many conditions, particularly those that do not require a physical examination, they are perfectly appropriate.
The growth of telehealth services offering fit note consultations reflects demand, not a drop in standards. Patients want faster access. Employers benefit from quicker documentation. And the regulatory framework supports it.
The Seven-Day Rule
It is worth reiterating that fit notes are required only when an employee has been off sick for more than 7 consecutive calendar days, including weekends and bank holidays. For absences of seven days or fewer, employees self-certify. This means they simply inform their employer that they are unwell. No medical evidence is needed, and employers should not request it for short-term absence.
If an employer does require medical evidence for absences shorter than seven days, that falls outside the fit note system entirely. A GP may charge a fee to issue a private medical certificate in these circumstances.
SSP, Sick Notes and Your Rights
A valid fit note, whether issued digitally or on paper, supports an employee’s eligibility for Statutory Sick Pay. Employers should not withhold SSP because a fit note was issued online. They should also avoid withholding SSP if there is a delay in receiving the fit note, provided they are aware that the absence is genuine.
If an employee has been continuously absent and the employer knows the sickness is real, SSP should be processed as normal while the paperwork catches up. Withholding it as a pressure tactic can backfire. Employees are entitled to a written statement of reasons if SSP is stopped, and they can escalate the matter to HMRC for a determination.
Where Does This Leave Employers?
Employers who have not updated their absence policies since 2022 should review them. The regulatory changes around digital fit notes and extended certification were significant, and internal policies that still reference wet signatures, in-person appointments, or GP-only certification may now be out of step with the law.
To speak plainly, a digital fit note issued by Hola Health’s registered healthcare professionals is a valid legal document. Employers are expected to accept it, process any associated sick pay, and engage with any recommendations about workplace adjustments. Rejecting it on the basis that it came from a video call rather than a waiting room is not a defensible position.
Need a Fit Note Today?
Hola Health offers same-day online consultations with GMC-registered GPs. Get in touch today, get assessed, and receive a valid digital fit note sent straight to your inbox.
No waiting rooms. No two-week waits. Just fast, professional care when you need it.
