No more certificate queues. Automatic homologation, traceable, and no rework.
Central IT's Sick Leave Management System automates the receipt, AI reading and validation of medical certificates, from employee submission to the HR record, in minutes.
Built by Central IT · 25+ years in corporate technology · LGPD-compliant
The scenario
The manual certificate process is costing more than it looks.
Managing medical certificates is a critical process. It affects leave, payroll, occupational health and labor compliance. When done manually, it becomes a silent bottleneck: slow, inconsistent and untraceable.
Delays that affect payroll
Certificates stuck in an email queue or spreadsheet delay leave registration and create inconsistencies in payroll.
Manual review errors
Manual reading creates data inconsistencies: incorrect ICD code, mismatched dates, unvalidated physician license (CRM). Rework for HR, risk for the company.
No standardized process
Each analyst handles homologation their own way. Without a single flow, audits become a project and operational inconsistency piles up.
Zero visibility
Without a structured system, there's no way to know where each certificate is, who reviewed it, what decision was made, or how long it took. The history disappears.
These problems aren't about people, they're about process. The Sick Leave Management System automates what can be automated and structures what needs a human touch.
The solution
A solution that reads, validates and approves, with AI at the center of the flow.
The Sick Leave Management System automates the receipt, review and validation of medical certificates. The AI reads the document, extracts the critical information, validates the physician's professional license and routes it to the responsible department, with a protocol number generated and real-time status.
HR stops being the bottleneck in the process. The AI handles triage; the analyst focuses on cases that require human judgment.
Process automation
Automatic receipt, reading and validation. The process moves out of email inboxes and spreadsheets into a structured, auditable flow.
Security and anti-fraud
Verification of certificate authenticity and the physician's CRM standing with the CFM (Federal Council of Medicine), preventing fraud. Data is reviewed by the employee before confirmation.
Traceability and control
Automatic protocol number for every request. Real-time status. Complete history. Auditing as a quick lookup, not a project.
Standardized service
A single, structured flow for all certificates, regardless of who operates it. Operational consistency guaranteed.
Scale without losing quality
High request volumes handled with the same performance. The AI processes up to 100 requests per minute without degradation.
In practice
The journey of a certificate: from submission to homologation.
Under normal conditions, the process goes from submission to homologation in under 3 minutes.
Submission by the employee
ImmediateThe employee logs into the system, data is filled in automatically, selects the reason, attaches the document (PDF, JPG or PNG, up to 10 MB) and generates the protocol number on the spot.
Automatic AI reading
Up to 1 minuteThe AI reads the document and automatically extracts: appointment date, return date, days of leave, ICD code (ICD-11), and the physician's CRM license number and state.
Automatic validation
Up to 2 minutesThe system validates the physician's CRM standing with the CFM (Federal Council of Medicine) and checks the document's authenticity against fraud. The extracted data is presented to the employee for review and confirmation.
Routing
ImmediateThe validated request is automatically routed to the responsible department's service queue, with ownership assigned.
Homologation
3 min to 24 business hoursAutomatic eligibility: homologation in up to 3 minutes. Manual review by HR: up to 24 business hours. In-person evaluation: automatic scheduling at an accredited clinic.
Record and history
ImmediateClosure with a complete record: decision, person responsible, turnaround time and full traceability of every step.
From the certificate's arrival to the HR record: automatic, traceable, and no email in between.
What the solution does
Features that cover the entire certificate lifecycle.
Submission and registration
- Access via the corporate system
- Employee data filled in automatically
- Reason selection and medical document attachment
- Required-field validation before submission
- Free-text notes and description field
- Automatic protocol number generation
AI reading and validation
- Automatic document reading
- Extraction of appointment date and return date
- Automatic calculation of leave days
- Identification of the ICD code (ICD-11 standard)
- Identification of the physician's CRM license and state
- Validation of the physician's CRM standing with the CFM (Federal Council of Medicine)
- Document authenticity verification (anti-fraud)
- Configurable AI analysis parameters
- Presentation of data for review and confirmation
Workflow and homologation
- Automatic routing to the responsible department
- Service queue with ownership assignment
- Automatic homologation when eligibility criteria are met
- Automatic scheduling at an accredited clinic, when needed
- Automatic notification to the employee and the clinic
- Automatic closure after homologation
Tracking and traceability
- List of requests by user with status and deadline
- Search by protocol number
- Complete request history
- Turnaround-time monitoring by stage
- Full traceability of every action
Service level
Defined SLA. Clear commitments.
The system operates with formal service-level agreements, so you know exactly what to expect.
Availability and operation
Automatic processing
Steps requiring manual review
The employee has up to 48 hours after the certificate is issued to submit it. The system automatically tracks the deadline and notifies when needed.
Security and governance
Medical data requires special protection.
The system was built for it.
Medical certificates contain sensitive health data, a special category of personal data under the LGPD. The system was designed with specific controls to ensure protection, traceability and regulatory compliance.
Secure storage
Documents stored with role-based access control. Only HR and the person responsible for the request can access the certificate's content.
Policy-defined retention
Data retained for 5 years per labor and occupational health requirements. Controlled, traceable disposal at the end of the period.
Complete audit trail
Every action logged: who accessed it, what was changed, when a decision was made. Immutable history available at any time.
LGPD compliance
Health data handled as a sensitive category. Access restricted by role-based need, with traceability and documented legal basis.
Built on Central IT's corporate infrastructure, a benchmark in environments that can't afford downtime.
Application
Where the system has the biggest impact.
HR with a high volume of employees
Companies with hundreds or thousands of employees, high monthly certificate volume, and HR overloaded with manual review.
80–90% of the volume automated with homologation in minutes. HR focuses on the cases that require review.
Operations with multiple sites or branches
Certificates arriving from different locations by email, WhatsApp or in person, with no centralized flow.
A single submission channel, a standardized flow and centralized visibility regardless of location.
Structured occupational health program
The need to cross-reference leave, ICD codes and return times for occupational health planning and PCMSO.
A structured history with ICD-11 codes, leave days and per-employee traceability, ready for analysis and reporting.
Companies undergoing audit or certification
Labor audits, ISO certification or regularization require demonstrating control over leave and medical documentation.
Complete traceability of every request, decision and person responsible. Auditing as a quick lookup, not a project.
Case study
Central IT uses its own solution to manage its certificates.
Managing certificates without integrated resources and AI made the process slow, manual and error-prone, impacting HR performance and the reliability of leave data. The motivation was to have a smart, automated solution, with more speed, security and control over homologation.
Precise AI analysis
Automatic identification of the ICD code, leave days and the issuing physician's details.
Validation with the CFM
CRM license and certificate authenticity verified automatically, for greater legal certainty and less fraud.
A lighter HR routine
An end to repetitive manual tasks, with control over pending homologations in the queue.
Efficient occupational health
Gains in productivity, compliance and the quality of the employee experience.
More than just approving certificates: the platform promotes organizational health, security and innovation, with artificial intelligence applied to leave management.
FAQ
Frequently asked questions.
Does the AI read any type of certificate?
What happens if the AI can't read the document?
How is the physician's CRM license validated?
How does the system prevent fraudulent certificates?
Does the employee need training to use the system?
Does the system integrate with payroll systems?
What's the usage limit?
How does it work for cases that need an in-person evaluation?
Is the solution LGPD-compliant?
Services
From diagnostics to operation, with Central IT by your side.
Specialized services to bring certificate management to life and evolve it as HR and occupational health maturity grows.
Process diagnostics
Mapping of the current certificate flow, volumes and integrations before implementation.
Assisted implementation
Configuration of workflows, eligibility rules and SLA, with go-live supported by Central IT.
Payroll and ERP integration
Connection via open APIs to the payroll, HR and ERP systems already used by the organization.
HR training
Training for HR and occupational health teams on workflows, queues and dashboards.
Security and compliance
Support for LGPD compliance, with access control, defined retention and an audit trail.
Support and continuous evolution
Ongoing support, SLA and platform evolution as the operation matures.