Receiving a letter stating your private medical insurance claim has been rejected can be distressing, especially when you're focused on your health. At WeCovr, an FCA-authorised broker that has arranged over 900,000 policies, we understand the complexities of the private medical insurance market in the UK. This guide will empower you to challenge a refusal with confidence.
A practical guide to challenging PMI claim refusals
Navigating the world of private medical insurance (PMI) can feel complex. You pay your premiums diligently, trusting that your provider will be there for you when you need them. So, when a claim is denied, it's easy to feel frustrated and confused.
The good news is that a rejection isn't always the final word. You have the right to appeal, and a significant number of complaints are resolved in the customer's favour. This comprehensive guide will walk you through the entire process, from understanding why your claim was denied to escalating it to the Financial Ombudsman Service if necessary.
Why Might a Private Health Insurance Claim Be Rejected?
Understanding the reason for the refusal is the first and most critical step in building a successful appeal. Insurers don't reject claims without a reason, and it almost always relates back to the terms and conditions of your policy.
Here are the most common reasons for a PMI claim rejection in the UK.
The 'Big Two': Pre-existing and Chronic Conditions
This is the most fundamental principle of standard UK private medical insurance and the source of most misunderstandings.
- Pre-existing Conditions: PMI is designed to cover new, eligible medical conditions that arise after your policy begins. It does not cover conditions (or related symptoms) for which you have experienced symptoms, sought advice, or received treatment in the years leading up to your policy start date (typically the last 5 years).
- Chronic Conditions: PMI is for the diagnosis and treatment of acute conditions—illnesses or injuries that are expected to respond to treatment and lead to your recovery. It does not cover the ongoing management of chronic conditions, which are long-term illnesses with no known cure, such as diabetes, asthma, hypertension, or arthritis. The NHS remains the primary provider for chronic care management.
Crucial Point: If your claim is for a condition deemed either pre-existing or chronic, it will almost certainly be rejected as it falls outside the scope of what standard PMI covers.
Common Policy Exclusions
Every policy has a list of specific treatments and circumstances that are not covered. These are always detailed in your policy documents. Common exclusions include:
- Visits to A&E (Accident & Emergency)
- Normal pregnancy and childbirth
- Cosmetic surgery (unless for reconstruction after an accident or eligible surgery)
- Treatment for addiction (alcohol, drugs)
- Experimental or unproven treatments
- Self-inflicted injuries
- Certain mental health treatments (though many modern policies offer enhanced mental health cover)
- Mobility aids, such as wheelchairs or stairlifts
Procedural Missteps
Sometimes, a claim is rejected not because the treatment isn't covered, but because you didn't follow the insurer's required procedure.
- No GP Referral: Most PMI policies require you to see your NHS or private GP first. Your GP assesses your condition and provides a referral to a specialist consultant. Bypassing this step can invalidate your claim.
- Lack of Pre-authorisation: You must contact your insurer before any consultations, tests, or treatment. They need to confirm that the procedure is covered and provide you with a pre-authorisation number. Proceeding without this approval is a common reason for rejection.
Underwriting and Disclosure Issues
- Non-Disclosure: When you apply for a policy, you have a duty to answer all questions about your medical history fully and honestly. If your insurer later discovers that you failed to disclose a relevant condition (even if you forgot), they may void your policy or reject a claim related to that condition.
- Moratorium Period Issues: Many people choose 'moratorium underwriting'. With this, you don't declare your full medical history upfront. Instead, the insurer applies a waiting period (usually two years). They will not cover any condition you had in the five years before the policy started, unless you remain completely free of symptoms, treatment, and advice for that condition for a continuous two-year period after your policy begins. A claim can be rejected if it falls within this moratorium.
Benefit Limits and Financial Caps
Your policy will have limits on how much it will pay out. These can be:
- An overall annual financial limit (e.g., £1 million or 'unlimited').
- Limits on specific treatments (e.g., a maximum of 8 physiotherapy sessions per year).
- Limits on outpatient consultations or diagnostics (e.g., up to £1,000 per policy year).
If your treatment costs exceed these limits, the claim for the excess amount will be rejected.
Summary of Common Rejection Reasons
| Reason for Rejection | Explanation | How to Avoid It |
|---|
| Pre-existing Condition | The condition existed before your policy began. | Be aware that PMI is for new conditions. Choose a policy with underwriting that suits your history. |
| Chronic Condition | The condition requires long-term management, not a cure. | Understand that PMI covers acute conditions. Rely on the NHS for chronic care. |
| Policy Exclusion | The treatment is specifically listed as not covered. | Read your policy documents carefully before starting your cover. |
| No Pre-authorisation | You did not get approval from the insurer before treatment. | Always call your insurer before any appointment or procedure. |
| Non-Disclosure | You didn't declare a past medical issue during application. | Be completely honest and thorough when applying for your policy. |
| Benefit Limit Reached | You've exceeded the financial or session limits of your policy. | Track your usage and be aware of your policy's financial caps. |
Finding that rejection letter can be a shock. Take a deep breath and follow these steps methodically. Acting with a clear head is far more effective than reacting with frustration.
Step 1: Read the Rejection Letter Carefully
The letter from your insurer is your starting point. Do not just skim it. Read it several times to understand the exact reason they have given for the refusal. It should quote the specific clause or term in your policy that they believe justifies their decision. Is it a general exclusion? Do they believe the condition is pre-existing? Is it a procedural error? The reason they provide will be the foundation of your appeal.
Step 2: Review Your Policy Documents
Locate your policy documents. You are looking for the following:
- The full Policy Terms and Conditions (the 'policy wording').
- Your Schedule of Cover or Table of Benefits.
- The original application form, if you have it.
Compare the reason given in the rejection letter with the wording in your policy. Does the insurer's interpretation seem fair and accurate? Sometimes, the wording can be ambiguous, which can form the basis of a strong appeal.
Step 3: Gather All Your Evidence
Create a dedicated file for your appeal. Organisation is your best weapon. Gather every piece of relevant paperwork, including:
- The claim rejection letter.
- Your policy documents.
- All correspondence with the insurer (emails, notes from phone calls with dates, times, and who you spoke to).
- Your GP referral letter.
- Any letters or reports from your consultant or specialist.
- Your original claim form and all associated invoices.
Building Your Case: A Step-by-Step Appeal Guide
Once you have your evidence organised, you can begin the formal appeal process. The first stage is always to go back to the insurer themselves.
Phase 1: The Internal Appeal with Your Insurer
Every insurer has a formal complaints and appeals procedure, which they are required to have by the Financial Conduct Authority (FCA).
1. Write a Formal Appeal Letter or Email
Your appeal should be in writing so there is a clear paper trail. Structure your letter for maximum impact:
- Header: Include your full name, address, policy number, and the original claim reference number.
- Opening: State clearly and simply, "I am writing to formally appeal the decision to reject my claim [Claim Reference Number], as detailed in your letter dated [Date of Letter]."
- Address the Reason for Rejection: This is the core of your letter. Go directly to the reason they gave for the refusal and explain, point-by-point, why you disagree.
- Example: "Your letter states the claim was rejected because my knee condition was deemed pre-existing. However, as you can see from the attached letter from my GP, Dr. Smith, the knee pain I experienced four years ago was a minor sprain to my left knee and is medically unrelated to the current torn meniscus in my right knee."
- Present Your Evidence: Refer to the evidence you have gathered. Don't just say you have it; explain what it shows. "The enclosed report from my consultant, Mrs. Evans, confirms that my condition is acute and that a full recovery is expected following the proposed surgery."
- Be Clear About the Outcome You Want: State what you expect. "I request that you reconsider your decision and provide pre-authorisation for the recommended treatment without further delay."
- Maintain a Professional Tone: Be firm and factual, not angry or emotional. A polite, well-reasoned argument is far more persuasive.
- Set a Deadline: Conclude by stating that you expect a formal response in line with FCA guidelines and that if you do not receive a satisfactory resolution, you will be taking your complaint to the Financial Ombudsman Service.
2. Send Your Appeal to the Right Department
Send your letter or email to the insurer's official Complaints Department. The contact details should be in the rejection letter or on their website. Send it via recorded delivery if posting, or request a read receipt for an email.
3. Await the 'Final Response'
The insurer has up to eight weeks to investigate your complaint and provide you with a 'final response'. They may contact you during this time for more information.
Real-Life Scenario:
David's insurer rejected his claim for an MRI scan on his back, stating he had not disclosed a 'back problem' on his application. David reviewed his records and realised he had mentioned visiting a chiropractor for minor stiffness five years prior. In his appeal, he argued that minor stiffness did not constitute a 'back problem' or a formal medical condition requiring disclosure. He included a note from his GP confirming he had no history of chronic back issues. The insurer reviewed his case and agreed their initial assessment had been too strict, and they approved the claim.
What If Your Internal Appeal is Rejected? Escalating Your Complaint
If you receive a final response from your insurer that still upholds their decision, or if they fail to respond within eight weeks, you have the right to take your case to the Financial Ombudsman Service (FOS).
The Financial Ombudsman Service (FOS)
The FOS is a free, independent, and impartial service for settling disputes between consumers and financial services businesses, including insurance companies. They are your most powerful ally if you believe you have been treated unfairly.
When can you go to the FOS?
You must complain to the FOS within six months of the date on your insurer's final response letter.
How does the FOS process work?
- Submit Your Complaint: You can do this online via their website or by post. You will need to provide all the same information you gave to your insurer, including your appeal letter and their final response.
- Case Handling: The FOS will first check if they can handle your complaint and will ask the insurer for their side of the story. An FOS case handler will then review all the evidence from both sides. They will assess whether the insurer has acted fairly and reasonably and correctly applied the terms of the policy.
- The Decision: The handler will give their initial assessment. If you and the insurer agree, the case is closed. If you disagree, you can ask for a formal, final decision from an ombudsman.
- A Binding Outcome: An ombudsman's decision is legally binding on the insurance company. If they find in your favour, they can order the insurer to pay the claim and may also award compensation for any distress or inconvenience caused.
According to the FOS's own data, they often find in the consumer's favour. In their 2022/23 annual review, they reported upholding 34% of general insurance complaints they received, showing that challenging an insurer's decision is often worthwhile.
The Role of an Expert Broker Like WeCovr
This entire process can be daunting. This is where having a good PMI broker on your side from the beginning is invaluable.
If you purchased your policy through an expert broker like WeCovr, they can provide crucial support during an appeal. As your representative, they can:
- Advocate on Your Behalf: They can speak to their contacts at the insurance company to argue your case.
- Interpret Policy Wording: Their expertise means they can spot ambiguities or unfair interpretations of the policy terms.
- Help Structure Your Appeal: They can guide you on what evidence to include and how to phrase your arguments for the best chance of success.
While a broker's primary duty is to the clients who bought policies through them, their advice highlights the significant benefit of using an expert service to find the best PMI provider from the outset.
Key Terminology Explained: Understanding Your PMI Policy
Insurance documents are filled with jargon. Understanding these key terms is essential.
- Acute Condition: A disease, illness, or injury that appears suddenly, is likely to respond quickly to treatment, and leads to a full or near-full recovery. Example: A broken bone, appendicitis, or a cataract.
- Chronic Condition: A condition that is long-lasting, has no known cure, and needs ongoing monitoring and management. Example: Diabetes, high blood pressure, asthma, Crohn's disease.
- Moratorium Underwriting: The most common type of underwriting. You don't declare your medical history, but a 2-year waiting period is applied to any condition you've had in the 5 years before joining.
- Full Medical Underwriting (FMU): You complete a detailed health questionnaire. The insurer reviews it and may apply specific exclusions to your policy from day one, but anything not excluded is covered immediately.
- Pre-authorisation: The process of getting formal approval from your insurer before you undergo any consultation, scan, or treatment. It is a mandatory step.
- Benefit Limit: The maximum amount your policy will pay, either for a specific treatment type or for all your claims within a policy year.
Proactive Tips to Avoid Claim Rejections in the First Place
The best way to deal with a rejected claim is to prevent it from happening.
- Be Meticulously Honest: When applying for cover, disclose everything, even if it seems minor. It is better to have a condition excluded from the start than to have a claim rejected later.
- Read and Understand Your Policy: Before you sign up, read the key facts and policy wording. Pay close attention to the exclusions list.
- Use an Expert PMI Broker: This is arguably the most effective preventative measure. A broker like WeCovr will take the time to understand your needs and health history. They will then compare policies from across the market to find one with suitable terms, explaining the differences in underwriting and cover. This expert guidance dramatically reduces the risk of choosing an inappropriate policy.
- Always Follow the Procedure:
- Get a GP referral.
- Get pre-authorisation before every single step.
- Use a consultant or hospital from your insurer's approved list.
- Keep Good Records: Store your policy documents, along with a log of every interaction you have with your insurer, in a safe place.
Enhancing Your Wellbeing with Modern PMI
Today's private health cover is about more than just treating illness; it's also about promoting wellness. Many top-tier policies now include valuable benefits designed to keep you healthy:
- Digital GP Services: 24/7 access to a GP via phone or video call.
- Mental Health Support: Access to counselling and therapy, often without needing a GP referral.
- Wellness Programmes: Discounts on gym memberships, fitness trackers, and health screenings.
At WeCovr, we believe in supporting your entire health journey. That's why customers who purchase a PMI or Life Insurance policy through us receive complimentary access to CalorieHero, our cutting-edge AI calorie and nutrition tracking app. We also offer our valued clients discounts on other types of cover, helping you protect your family and finances more affordably. Our high customer satisfaction ratings reflect our commitment to providing ongoing value.
Comparing Your Appeal Options
| Feature | Internal Appeal with Insurer | Financial Ombudsman Service (FOS) |
|---|
| Who you deal with | The insurer's internal complaints team | An independent, impartial adjudicator |
| Cost to you | Free | Free |
| Is it the first step? | Yes, this is always the mandatory first step. | No, you can only go to the FOS after receiving a 'final response'. |
| Typical Timeline | Up to 8 weeks for a final response. | Can take several months due to high caseloads. |
| Decision Power | The insurer can choose to overturn its own decision. | The FOS's decision is legally binding on the insurer. |
Can I appeal a rejection for a 'pre-existing condition' if I didn't know I had it?
Yes, you can appeal, but success depends on your policy's underwriting. If you have 'moratorium' cover, the insurer can investigate your medical history for the 5 years prior to your policy start date. If they find evidence of symptoms or advice for that condition, they can reject the claim. Your appeal would need to show the symptoms were for a different, unrelated issue. With 'Full Medical Underwriting', if you didn't declare it because you genuinely didn't know, you have a stronger case, but the insurer may argue it was a symptom you should have sought advice for.
How long do I have to make an appeal against a rejected claim?
You should first complain to your insurer as soon as possible. They have up to 8 weeks to provide a 'final response'. Once you have this letter, you have six months from the date on the letter to take your complaint to the Financial Ombudsman Service (FOS). Do not miss this six-month deadline, as the FOS is unlikely to review your case after this period has passed.
What are my chances of winning a health insurance appeal?
Your chances depend entirely on the quality of your evidence and the reason for the rejection. If the rejection is due to a clear policy exclusion, your chances are low. However, if the issue is a subjective interpretation of your medical history (e.g., whether something was 'pre-existing') or if the policy wording is ambiguous, you have a reasonable chance. The Financial Ombudsman Service upholds over a third of general insurance complaints, demonstrating that challenging an insurer is often successful.
Will making a complaint or an appeal affect my future health insurance?
No. You are legally protected from being penalised for making a legitimate complaint. Your insurer cannot cancel your policy, increase your premiums at renewal, or refuse to offer you cover in the future simply because you made a complaint or took them to the Financial Ombudsman Service. The entire process is regulated to ensure it is fair for consumers.
Navigating a claim rejection is challenging, but you are not powerless. By understanding your policy, gathering your evidence, and following a structured process, you can build a compelling appeal.
The best foundation for a smooth claims experience is choosing the right policy from the start. For clear, independent advice on finding the right private medical insurance in the UK for your needs and budget, speak to our friendly experts.
Get your FREE, no-obligation PMI quote from WeCovr today and gain peace of mind.