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Documentation for residents unable to use the “My HER-SYS” system

Last updated date:2022/11/17

Certificate of COVID-19 Infection and Recovery Period Completion substitute documents

The Life Insurance Association lists the following documents as accepted substitutes for a Certificate of COVID-19 Infection and Recovery Period Completion to confirm that you contracted the new coronavirus (COVID-19). See this page(外部サイト) for details.
Ask your contracted insurance company regarding which documents they accept.

  • PCR test or antigen test results conducted at health care or medical facilities
  • Itemized statement of medical treatment (that lists among medical fees “additional charges for hospitalization due to secondary infections” (Including outpatient care and temporary handling on medical fees as well as outpatient care and temporary handling for reimbursement))
  • Prescriptions or instructions for taking COVID-19 medication
  • Digital correspondence (via LINE app or other SMS) results received from public health centers designated by local governments to follow up on health checks
  • Copy of emails sent between the public health center and the resident testing positive
  • Guidance documents sent from public health center to resident testing positive (including notes about health observation and daily life support)
  • PCR or antigen test results from testing centers other than health care facilities (excluding testing kits bought over the counter)

If you are unable to use either the Certificate of COVID-19 Infection and Recovery Period Completion from “My HER-SYS” or any of the substitute documents, please check over the list of where to apply and submit an application here.

Certificate of COVID-19 Infection and Recovery Period Completion at home or at other accommodation

In principle, those who can get a Certificate of COVID-19 Infection and Recovery Period Completion from “My HER-SYS” are asked to do so.
See this page about getting a “My HER-SYS” Certificate of COVID-19 Infection and Recovery Period Completion.

How long does it take to be issued?

Currently, it takes about three weeks until the certificate is issued once the application is received electronically, or about one month by post.
Note that it may take longer in some cases if application details need to be confirmed individually.
Also note that certificates for submitted by families at the same time may still be issued separately depending on if details need to be confirmed.
We cannot answer questions regarding the status or processing progress of applications. Thank you for your understanding and cooperation.

Where to apply

If you are diagnosed with COVID-19 and need a “Certificate of COVID-19 Infection and Recovery Period Completion at Accommodation or Home” to request hospitalization benefits such as medical insurance from an insurance company, please apply as shown below.
Note that the application process differs depending on where you recovered. Read the following carefully before applying.
(1) Completed recovery at home in Yokohama following a doctor’s examination (including if you were hospitalized at any point during home recovery period)apply to the City of Yokohama
 ※If recovery was completed outside of Yokohama, contact that city government’s relevant organization.
(2) Submitted a Voluntary Recuperation to Kanagawa Prefecture by 25 September 2022apply to Kanagawa Prefecture(外部サイト)
*The Voluntary Recuperation / Notification System is a Kanagawa Prefecture program. See the link below for details in Japanese.
https://www.pref.kanagawa.jp/docs/ga4/covid19/ms/mt_report.html(外部サイト)
(3) Yokohama residents who completed recovery at a specified accommodationapply to the City of Yokohama
※If you are not a resident of Yokohama, please contact your relevant local government.
(4) Proof needed of the period of time hospitalized due to COVID-19 → inquire to the hospital where you were hospitalized.
[Reference]
Ministry of Health, Labour and Welfare website: Q&A related to COVID-19 (for businesses) Category 10 Other (Harassment in the workplace, cancelling recruitment/dismissal/termination, etc.) (Item 7)
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/kenkou_iryou/dengue_fever_qa_00007.html#Q10-7 (外部サイト)

Applying for a Certificate of COVID-19 Infection and Recovery Period Completion

Who is eligible to be issued a certificate in Yokohama
Diagnosed as positive with COVID-19 by a doctor and has completed recovery at home
Please apply(外部サイト) by ≪e-application≫ online.
Refer to the manual(PDF:2,129KB) for filling out the online application here.
See this manual(PDF:1,239KB) for how to download the certificate once the application is approved.
*Note that Yokohama will not issue a Certificate of COVID-19 Infection and Recovery Period Completion for those who tested positive via self-testing antigen tests available over the counter or provided free by Kanagawa Prefecture after January 28, 2022, and reported the result to the Prefecture and recovered at home(外部サイト), but have not been examined at a health care facility. Those in this category should apply to Kanagawa Prefecture instead.
*Starting July 26, 2022, the Certificate of COVID-19 Infection and Recovery Period Completion is now provided online and can be downloaded from the “My Page” following online application. See the details here(PDF:597KB).
*If you cannot complete the online application, please prepare a return envelope and apply by post. You may download the application form via the link below or by picking up a form from the Public Relations Section of your local Ward Office. Refer to the information on this page(PDF:964KB) before applying by post. Also, because there is a risk that the application form or return envelope may be damaged when the submitted envelope is opened, please choose an envelope size with sufficient room.

Changes to the Certificate of COVID-19 Infection and Recovery Period Completion based on the simplification of notifications

In accordance with the revised 4 August 2022 directive(PDF:7,439KB) from the national government (about reducing the burden on health care facilities and public health centers to cope with the spread of infection in anticipation of the BA.5 subvariant becoming the dominant Omicron strain) the following documents are to be submitted to public health centers by medical institutions for persons other than those subject to intensive observation.
Because the notification forms have been simplified to no longer include “diagnosis date,” “onset of symptoms,” or “sample collection date,” Public Health Centers cannot track the recovery period.
For this reason, the Certificate of COVID-19 Infection and Recovery Period Completion issued by Yokohama will be updated as of the applications received starting 29 August 2023 to no longer list the start and end dates of the recovery period.
See the format after the update here(PDF:201KB).

Frequently Asked Questions

Q. Can I check the progress of the Certificate of COVID-19 Infection and Recovery Period Completion application?
A. We are currently processing applications from many people, so we are unable to answer regarding the status of individual applications.
Q. I’m a close contact. Can I be issued a Certificate of COVID-19 Infection and Recovery Period Completion?
A. We cannot issue a Certificate of COVID-19 Infection and Recovery Period Completion to close contacts.
Q. My doctor told me that I was “presumed [to test] positive” for COVID-19. Can I be issued a Certificate of COVID-19 Infection and Recovery Period Completion?
A. A Certificate of COVID-19 Infection and Recovery Period Completion can be issued only if the doctor determines a positive test results and submits the notification to the appropriate public health center.
However, those who are presumed to test positive cannot apply for a Certificate of COVID-19 Infection and Recovery Period Completion via MyHER-SYS, so please apply to the City of Yokohama.
Q. Can I apply for both myself and my family with a single login ID via electronic application?
A. It is possible to update the information for each person being treated one by one and apply that way. Note that the application must be made by the person being treated or their parent or guardian.
Q. Can you issue a Certificate of COVID-19 Infection and Recovery Period Completion according to the format designated by my insurance company?
A. We cannot issue a Certificate of COVID-19 Infection and Recovery Period Completion in other formats. Your understanding is appreciated.
Q. Can I receive a Certificate of COVID-19 Infection and Recovery Period Completion in English?
A. The Certificate of COVID-19 Infection and Recovery Period Completion is only issued in Japanese. We cannot provide the document in other languages.
Q. How do I download the Certificate of COVID-19 Infection and Recovery Period Completion after it is released electronically?
A. See this page(PDF:1,239KB).

Inquiries

Contact Kanagawa Prefecture for a Certificate of COVID-19 Infection and Recovery Period Completion if you have undergone voluntary recuperation.

Voluntary Recuperation / Notification refers to testing positive via an over-the-counter antigen test kit or a few kit distributed by Kanagawa Prefecture, notifying Kanagawa Prefecture by 25 September 2022 and beginning voluntary recovery without consulting a health care facility. The prefecture considers people in this category eligible.
Kanagawa Prefecture issues a Certificate of COVID-19 Infection and Recovery Period Completion for those who have undergone Voluntary Recuperation.
For that reason, Yokohama personnel cannot answer any questions about the status of the application, etc.
Please contact Kanagawa Prefecture via the inquiry form(外部サイト) on the prefecture web site.

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