VSAbsence reporting (SIVI)
HiBob to the absence insurer via SIVI: sick leave from Bob reported per policy
With an integration between HiBob and the absence insurer, approved sick leave of employees of the Dutch employer in Bob goes to the insurer automatically, as a SIVI employer-to-insurer message. A work accident chosen as the reason in Bob arrives at the insurer as a cause code, without any medical information going along.
What the integration does
Organisations that use HiBob worldwide and have placed the absence risk in the Netherlands with an absence insurer often pass sickness and recovery on by hand in the insurer's portal. Whoever does it does not always know which policy an employee falls under when Bob holds several Dutch employers.
- At the start we link each Dutch employer in Bob to the payroll tax number the policy with the insurer is held on.
- Employee or HR requests sick leave in Bob, open-ended if the duration is still unknown.
- KoppelHet receives HiBob's notification, fetches the request and converts the reason into a cause code.
- Per agreed period, new reports, changes, corrections and cancelled reports go to the insurer in one message.
What to watch for with HiBob and Verzuimverzekeraar (SIVI)
- Bob knows employers as legal entities, with a field for a tax number. That data can only be read through the API. KoppelHet uses that field when it holds the payroll tax number, but the insurer wants the number of the unit holding the policy, so with several employers under one policy a fixed table takes precedence.
- A sick policy in Bob can have reasons, such as an accident at work. For the insurer that is not medical data but a cost question. KoppelHet translates such reasons into the cause code work accident or traffic accident with recourse; all other reasons become other, and the text itself never goes along.
- On a hard change of date or time Bob replaces the request with a new one and names the first and the previous request. KoppelHet then sends the insurer a correction with the old first day of absence, under the same absence number, instead of a new sickness report.
- Bob reports separately when HR fills in the end date of an open-ended request. Only then does the insurer receive the recovery date. A temporary contract that ends during the sickness does not close the absence, as the standard requires.
- Requests that enter Bob through an import are always approved straight away. At go-live we set a start date, so an import of past absence does not arrive at the insurer as a flood of new reports.
- If sick leave in Bob is cancelled or deleted after the insurer already has it, it goes along as a cancelled report, with everything beneath it. A declined request is called disapproved in the API and is never reported.
- Bob also holds colleagues in other countries. Only employees of a Dutch employer in Bob appear in the message; absence elsewhere stays in Bob.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Do we need to create new reasons in Bob?
Only if there is no reason yet for a work accident or traffic accident. Reasons can be set per policy type.
Can this run alongside our integration with the health service?
Yes. Health service and insurer each get their own SIVI message from the same sick leave in Bob.
Is the citizen service number sent to the insurer?
Only if the insurer asks for it and you agree. By default the employee ID from Bob is sent.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob through the time off webhooks (requested, approved, declined, cancelled, deleted, updated, imported and set end date) and the Time Off API (fetching the request, GET /timeoff/requests/changes for the check, reason codes per policy type). Employers through the Employer API (POST /employers/search, read only, fields /employer/taxIdentifier and /employer/country). A service user with rights on the sick policy and on employers and work locations.
- Message Verzuimmeldingen from employer to insurer (XML, targetNamespace VerzuimmeldingenWerkgeverVerzekeraar, file name prefixed WV-), processing codes 01 new, 02 changed, 03 cancelled, 04 for information and 05 correction, cause codes 10, 11 and 99. Transport to be agreed per insurer.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Verzuimverzekeraar (SIVI) | Notes |
|---|---|---|
Employer (/employer/taxIdentifier of tabel) | Werkgever: loonheffingennummer | The number of the unit that holds the policy |
root.id | Identificatie werknemer | |
originalRequestId of het id van de eerste aanvraag | Verzuimgeval identificatie | |
Startdatum van de aanvraag | Datum eerste verzuimdag | |
percentageOnRange of uren per dag | Percentage verzuim | |
Einddatum + 1 dag | Datum hersteld en Einde verzuim J/N | |
Reason code bij het ziektebeleid | Oorzaak verzuim (10, 11 of 99) | Only the code, never the text |
- HiBob – Employers (Employer API)
- HiBob – Get policy type reason codes
- HiBob – Time off request updated (webhook)
- HiBob – Time off request created from import (webhook)
- HiBob – Set end date to a time off request (webhook)
- SIVI – Verzuimstandaard Werkgevers – Verzekeraars
- SIVI – Toelichting Verzuimstandaard Werkgevers > Verzekeraars 2022 (pdf)
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