How to Register a New Employee with PhilHealth and Obtain a PhilHealth Identification Number

The Philippine Health Insurance Corporation (PhilHealth) provides vital healthcare coverage for employees in the Philippines. Registering new hires is a legal obligation under the National Health Insurance Act of 1995 (RA 7875), reinforced by the Universal Health Care Act (RA 11223). This guide walks you through registering a new employee and obtaining their PhilHealth Identification Number (PIN)—ensuring compliance and employee well-being.

Why Register New Employees with PhilHealth?

PhilHealth registration enables access to hospitalization, outpatient services, and preventive care. For employers, non-compliance—such as failure to register or remit contributions—can result in fines from ₱5,000 to ₱10,000 per employee, plus interest and other legal actions, as detailed in the 2013 Revised Implementing Rules and Regulations.

Step-by-Step Guide to Registering a New Employee

Step 1: Register as an Employer

Before enrolling employees, your company must obtain a PhilHealth Employer Number (PEN).

• If your company was registered with the Social Security System (SSS) before July 1, 1999, you’re automatically enrolled but must update your PhilHealth records.

• New employers can register via the Philippine Business Registry (PBR) or at a PhilHealth office with:

  • Accomplished Employer Registration Form (ER1)
  • Business permit and registration documents (e.g., DTI, SEC)
  • BIR Certificate of Registration (Form 2303)

• Upon approval, PhilHealth issues your PEN and Certificate of Registration, which should be posted in the workplace.

Step 2: Register the Employee

Employers must register new hires with PhilHealth within 30 days from the date of employment, if the employee doesn’t yet have a PIN.

• Have the Employee Complete the PMRF: Download the PhilHealth Member Registration Form (PMRF) from philhealth.gov.ph . The employee fills out two signed copies.

• Attach Required Documents:

  • One valid ID (e.g., passport, SSS, TIN)
  • One 1x1 photo
  • PSA-issued Birth Certificate
  • Marriage Certificate (only if updating civil status)

• Submit to PhilHealth:

  • The employer (usually through HR) submits the documents to a Local Health Insurance Office (LHIO) or PhilHealth Express branch.
  • Employers may allow the employee to submit directly, if preferred.

• Receive the PIN and MDR:

  • PhilHealth issues the employee’s 12-digit PIN and Member Data Record (MDR).
  • A paper-based PhilHealth ID is optional; the PIN and MDR are the key identifiers.

Step 3: Remit Monthly Contributions via EPRS

Employers must remit contributions for all covered employees—both their share and the employee’s—via the Electronic Premium Remittance System (EPRS).

✅ 2025 Contribution Guidelines:

• Rate: 5% of the employee’s monthly basic salary
• Salary floor: ₱10,000
• Salary ceiling: ₱100,000
• Total monthly contribution: ₱500 to ₱5,000 (shared equally)

🗓️ Remittance Schedule Based on PEN:

💡 Example: For June 2025 contributions with a PEN ending in 7, remit between July 16 and 20.

🧾 Using the EPRS:

• Log in via the PhilHealth EPRS portal
• Add employees with their 12-digit PIN
• Generate and submit the Employer Remittance Report (RF-1)
• Upload proof of payment (e.g., bank transaction slip) through the platform
• Monitor posting status and receive electronic confirmation of remittance

EPRS ensures secure, compliant, and auditable submissions for all registered employees.

Step 4: Maintain and Update Records

Once employees are registered and contributions are remitted:

• Verify the accuracy of each employee’s PIN and MDR
• Update records regularly and reflect changes in status using the Er3 Form (for separation, LOA, etc.)
• Store and reconcile RF-1 reports for audit purposes
• Support employees with updates to their information via the PhilHealth Member Portal or actioncenter@philhealth.gov.ph

Tips for a Smooth Registration

• First-Time Jobseekers: RA 11261 waives government documentation fees for those with a valid barangay-issued certificate
• Digital Assistance: The Member Portal supports updates to personal records and dependents
• Avoid Penalties: Timely registration and remittance prevent fines and benefit disruptions

Benefits of PhilHealth Membership

Registered employees enjoy access to:

• Inpatient/outpatient case rate packages
• Maternity, dialysis, and tuberculosis care
• Ability to declare qualified dependents
• Optional PhilHealth ID as a supporting government-issued ID

Conclusion

Proper PhilHealth registration is a foundational compliance step for Philippine employers. By securing your PEN, submitting PMRFs for new employees, using EPRS for remittances, and keeping records up to date, you ensure both legal compliance and support your team’s health security.