What file format are the medical certificates?

All Prime Medic certificates are issued as secure PDF (Portable Document Format) files. This industry-standard format ensures the document looks the same on all devices and protects the integrity of the digital signature.

Can I open the certificate on my mobile phone?

Yes. PDF files are universally compatible with all modern smartphones (iOS and Android), tablets, and computers without needing to purchase extra software.

Why can't I get a Word document version?

We do not issue editable formats like Word documents to prevent fraud. Providing a read-only PDF ensures that the medical details assessed by the doctor remain unaltered and trustworthy for employers.

Do I need special software to view the file?

Most devices have built-in PDF viewers. However, if you have trouble, you can use free, trusted software like Adobe Acrobat Reader to view and print your certificate.

Certificate Formats and Accepted File Types

Introduction

A medical certificate used to be just a paper document that someone physically gave to you. Nowadays, it is a digital file that you can receive instantly on your phone or computer. Still, digital files vary widely.

Simply put, the file format of your online medical certificate makes a big difference. It will affect whether the paper is secure, whether your boss can review it, and whether it complies with Australian digital health privacy standards.

This article explains the various digital formats used for medical documents and the rationale for preferring certain file types, such as PDF, in the healthcare industry. Additionally, the article will outline methods for securely accessing and sharing your files while preserving their integrity.

If you are interested in more general record management tips, please refer to Record Keeping and Patient Control.

Standard File Formats for Online Medical Certificates

Maintaining Australian digital health standards and ensuring reliability are our top priorities. We can provide you with a file that will be displayed identically on an iPhone, an Android tablet, or a corporate Windows PC

The Two Standard Formats

Portable Document Format (PDF): The ideal choice for medical purposes, a paper copy. The PDF preserves the content's appearance and ensures the unchangeable placement of the doctor's signature, dates, and text.
Secure Verification Links (HTML): In most cases, instead of sending you a file, the provider may provide a secure link (URL). This link provides access to a live, read-only view of the certificate on their secure server.

What is the reason we do not use it?

Medical certificates are issued in secure file formats such as PDF to ensure data integrity and prevent unauthorised alterations. While formats like Word documents (.docx) and plain text files (.txt) are not recommended due to editability, the clinical validity of the certificate is primarily determined by the doctor's professional assessment, regardless of format.

Security concerns are the main reason why these formats are chosen. Read about how these file types are facilitating our Digital Signature Verification and comply with the strict Privacy Act 1988 Policy.

Why PDF Is the Standard for Medical Certificates

PDF does more than just make life easier. It is a security tool.

Security Features of PDFs

"Flattening": When we create a medical certificate, the document's layers (text, signature, logo) are flattened into a single image. Thus, it is not possible to change the dates by "clicking and typing" on them.
Encryption: PDF certificates are encrypted to ensure data protection and prevent tampering. The preferred delivery method is our secure portal, ensuring certificates are accessible for verification while maintaining strict security.
Metadata Preservation: Additionally, a PDF may retain hidden information about its creation date and author, providing an additional layer of verification against forgery.

This format is constructive in our compliance with the rules. See also Data Privacy and Access Rights and our Quality Compliance.

How to Open and Verify a Digital Certificate File

Receiving a file is one matter; opening it properly is entirely different.

Procedure:

Ensure that you download the file from the Prime Medic portal to your device. Just viewing the file in the browser is not reliable enough.
Use a Reader: Open the file with a specialised application, such as Adobe Acrobat Reader or a native file viewer on your phone.
Check the Code: In the document, you should find either a QR code or a unique ID.
Do Not Convert: Resist the urge to "Export to Word" to correct a typo. This defeats the purpose of the digital signature.

If you suspect a file may be fraudulent, our "Who Can Validate an Online Medical Certificate" guide can help you verify the document's authenticity. Is it difficult for you to open a document? Check our Help Centre.

File Type Restrictions and Employer Requirements

Employers and educational institutions have strict IT policies regarding what they will accept as evidence of illness.

Why "Screenshots" Are Often Rejected

Sometimes patients take a photo of their device screen and forward it to their superiors as an image file (.jpg or .png). HR departments may reject these files because:

The security data is missing: Screenshots are not recommended because they lack security features and can be easily altered. Always send the original PDF certificate or a secure verification link to ensure the document's clinical integrity and validity.
They can be edited. Images can be easily modified using simple photo apps.
Not clear enough: The letters get unclear, especially when zoomed in.

Tip: Never send a screenshot; always send the real PDF or a secure link.

Ensuring you send the correct format is crucial. Read more in Sharing Your Certificate, Consent and Security. Employers additionally have specific Legal Compliance obligations concerning these files.

Prime Medic's Secure Document Delivery Method

We do not just "attach" files without any strings. The whole delivery system is designed around privacy.

Portal Generation: In our secure portal, the certificate is created dynamically.
Secure Retrieval: We do not send the file directly by email (which can be intercepted); instead, we send you a notification email. You can then access the PDF by logging in to the secure portal.
Virus Scanning: All files we create are 100% malware-free, which is essential when your employer accesses them on a company network.

The technical workflow we are employing aligns with our Quality Compliance. Your information is protected. See our Privacy statement.