As an FCA-authorised broker that has helped arrange over 900,000 policies, WeCovr understands that navigating the world of private medical insurance in the UK can feel complex. This guide demystifies one of the most crucial steps in using your policy: getting pre-authorisation for your medical treatment.
WeCovr explains how to get approval before treatment
Private Medical Insurance (PMI) is your key to accessing fast, high-quality healthcare when you need it most. But before you can see a specialist or book a procedure, there's a vital gatekeeper: pre-authorisation.
Think of it as getting the green light from your insurer. It’s their official confirmation that the treatment you need is covered by your policy, ensuring you won't face unexpected bills later. Without it, you risk having your claim rejected and being left personally liable for the full cost of your private medical care.
This guide will walk you through every step of the pre-authorisation process, from your initial GP visit to receiving your treatment, making sure you feel confident and in control of your health journey.
What is Pre-Authorisation in Private Health Insurance?
Pre-authorisation is the process of getting your private medical insurer's approval before you undergo any consultation, test, or treatment. It is a mandatory step for almost all non-emergency private healthcare.
When you request pre-authorisation, your insurer will check several key things:
- Is the condition covered? They will confirm that the medical issue is an acute condition (a disease, illness, or injury that is likely to respond quickly to treatment) that began after your policy started.
- Is the treatment eligible? They will verify that the specific consultation, diagnostic test, or procedure is included in your plan.
- Is the specialist or hospital recognised? Insurers have a network of approved hospitals and specialists. Pre-authorisation confirms your chosen provider is on their list.
- Are you within your policy limits? They will check if the cost of the treatment falls within any annual financial limits or benefit limits on your policy.
Once approved, you'll be given an authorisation number or code. This code is your proof of cover, which you will give to the hospital and specialist. It's the signal for them to send the bill directly to your insurer, not to you.
Why is Pre-Authorisation So Important?
Pre-authorisation is a cornerstone of how the UK private medical insurance market functions. It protects both you and the insurer.
For You, the Policyholder:
- Financial Peace of Mind: The primary benefit is certainty. You know your treatment is paid for (up to your policy limits), eliminating the stress of potentially huge medical bills.
- Clarity on Cover: The process forces a clear conversation about what is and isn't included in your plan, preventing misunderstandings.
- Smooth Treatment Journey: With an authorisation code, the hospital's billing department deals directly with your insurer, making the process seamless for you.
For the Insurer:
- Cost Management: It allows them to manage costs by ensuring that the proposed treatment is medically necessary and appropriate for the condition.
- Eligibility Checks: It is their opportunity to verify that the claim is valid under the terms of your specific policy, particularly concerning exclusions like pre-existing and chronic conditions.
- Fraud Prevention: It acts as a crucial check to prevent fraudulent or ineligible claims.
According to NHS England data from 2024, the median waiting time for consultant-led elective care was over 14 weeks. With private health cover, this can be reduced to a matter of days or weeks, but only if the pre-authorisation process is followed correctly.
The Golden Rule of UK PMI: Acute vs. Chronic Conditions
Before we detail the pre-authorisation steps, it's vital to understand the fundamental principle of private medical insurance in the UK.
Standard PMI policies are designed to cover acute conditions that arise after you take out your policy. They do not cover pre-existing conditions or chronic conditions.
- Acute Condition: A condition that is curable and short-lived. For example, a cataract that can be removed, a joint that needs replacing, or appendicitis. Your body is expected to return to its previous state of health after treatment.
- Chronic Condition: A condition that is long-term and requires ongoing management but has no known cure. Examples include diabetes, asthma, high blood pressure, and Crohn's disease. PMI will not cover the routine management of these conditions.
- Pre-existing Condition: Any illness, disease, or injury for which you have experienced symptoms, received medication, advice, or treatment before the start date of your policy. These are typically excluded for a set period (e.g., two years) or permanently, depending on your underwriting type.
Understanding this distinction is the single most important factor in avoiding a rejected claim. If you attempt to get pre-authorisation for the long-term management of diabetes, it will be declined because it's a chronic condition.
Your Step-by-Step Guide to Getting Pre-Authorisation
Navigating the process can feel daunting at first, but it follows a logical path. Here’s a breakdown of the typical journey.
Step 1: Visit Your GP
Your journey to private treatment almost always begins with your NHS General Practitioner (GP). Even if your policy includes a "digital GP" service, you will likely need a formal referral from your registered NHS GP for specialist care.
- Discuss your symptoms: Explain your health concerns to your GP as you normally would.
- Request an "Open Referral": If your GP agrees you need to see a specialist, ask them for an open referral letter. This is crucial. An open referral recommends a type of specialist (e.g., a cardiologist or an orthopaedic surgeon) rather than a specific named person. This gives you and your insurer the flexibility to choose a specialist from their approved network.
As soon as you have your GP referral letter, it's time to contact your private health insurance provider. Do not book any appointments yet!
You can usually do this:
- By phone (the most common method)
- Through their online portal or app
This is the point where you officially start your claim and request pre-authorisation.
Your insurer will need specific details to assess your claim. Having this information ready will make the call much quicker and smoother.
Information Checklist for Your Pre-Authorisation Call
| Information Required | Why It's Needed |
|---|
| Your Policy Number | To identify you and your specific level of cover. |
| Your Full Name & Date of Birth | For security and verification. |
| Details of Your Symptoms | To understand the medical issue you're facing. |
| The Date Symptoms First Started | To check this is a new condition that started after your policy began. |
| Your GP's Details | To confirm the source of the referral. |
| The Type of Specialist Referred | e.g., Dermatologist, Gastroenterologist, etc. |
| Details of Any Prior Treatment | Be honest about any past consultations or medication for similar issues. |
Based on this, the insurer will make an initial assessment. If the condition appears to be a new, acute one, they will proceed to authorise the first step: your initial consultation with a specialist.
Step 4: Receive Your Authorisation Number
If your initial request is approved, your insurer will give you an authorisation number.
- For the Consultation: They will authorise the initial consultation with a specialist. They may give you a list of 2-3 approved specialists in your area to choose from.
- Take note of the number: Write it down carefully and keep it safe.
Step 5: Book Your Specialist Appointment
Now, and only now, should you book your appointment.
- Choose a specialist from the insurer's approved list.
- Contact the specialist's secretary to book the appointment.
- When booking, state that you are a patient with private medical insurance and provide your policy number and the authorisation number.
This tells the specialist's office to bill your insurer directly.
Step 6: After the Consultation – Authorising Treatment
During your consultation, the specialist will determine what happens next. This could be:
- Further diagnostic tests (e.g., an MRI scan, blood tests, an endoscopy).
- A course of treatment (e.g., physiotherapy).
- A surgical procedure.
Crucially, each of these subsequent steps requires a new pre-authorisation.
You or the specialist's secretary will need to contact your insurer again with the details of the proposed tests or treatment. This will include:
- The name of the procedure.
- The Procedure Code (a unique code for the medical treatment, also known as a CCSD code).
- The estimated cost.
- The hospital where it will take place.
The insurer will review this new request. If approved, they will issue a new or updated authorisation number covering these specific next steps. This process is repeated for each stage of your treatment pathway.
What to Do in a Medical Emergency
The pre-authorisation process is designed for planned, elective treatment. It does not apply in the same way for genuine medical emergencies.
If you are admitted to a hospital in an emergency (e.g., for a suspected heart attack or severe injury), your priority is to get immediate medical attention. Most private policies state that you or a family member must contact them within 48 hours of admission to inform them.
The insurer will then work with the hospital to assess cover. In many cases, emergency stabilisation happens in an NHS A&E, and you might then be transferred to a private room or facility once your condition is stable and cover is confirmed.
Common Reasons for a Pre-Authorisation Request Being Denied
It can be distressing to have a claim denied, but it almost always comes down to the terms and conditions of the policy.
Top Reasons for Denial:
- Pre-existing Condition: The insurer's medical team determines that your symptoms or the underlying condition existed before your policy began. This is the most common reason for rejection.
- Chronic Condition: The treatment is for the ongoing management of a long-term condition, not for an acute flare-up that can be resolved.
- General Policy Exclusion: The treatment itself is not covered by your plan. Common exclusions include cosmetic surgery, treatment for addiction, fertility issues, and uncomplicated pregnancy.
- Outpatient or Benefit Limit Exceeded: Your policy may have a financial limit on outpatient services (like consultations and scans). If the proposed treatment exceeds this limit, it will be denied.
- Specialist or Hospital is Not Recognised: You have tried to book with a provider who is not part of the insurer's approved network.
What to Do if Your Claim is Denied:
- Ask for a Reason in Writing: Request a clear, written explanation for the denial, referencing the specific clause in your policy document.
- Review Your Policy: Read the section your insurer has referenced. Does their reasoning seem fair?
- Provide More Information: Sometimes a denial is due to a misunderstanding. You or your specialist may be able to provide more clinical information to support the claim that the condition is acute and eligible.
- Use the Formal Appeals Process: All insurers have a formal complaints and appeals procedure. Follow it step-by-step.
- Contact the Financial Ombudsman Service (FOS): If you have exhausted the insurer's internal process and are still unsatisfied, you can take your case to the FOS. They are an independent body that settles disputes between consumers and financial services firms.
An expert PMI broker like WeCovr can be invaluable in these situations. We understand policy wording inside-out and can often help advocate on your behalf to resolve disputes with insurers.
How Different Insurers Handle Pre-Authorisation
While the core principles are the same across the market, there can be slight variations in process between the best PMI providers.
General Comparison of Pre-Authorisation Processes (Illustrative)
| Provider | Typical Process Highlights | Digital Tools |
|---|
| AXA Health | Strong emphasis on their "Fast Track Appointments" service, often arranging the specialist appointment for you. Clear online portal for claims. | Excellent member online portal and app for claim tracking. |
| Bupa | Well-established telephone-based claims process. Often provides an "open referral" search tool to find approved consultants. | Robust Bupa Touch app for managing policies and starting claims. |
| VitalityHealth | Process is integrated with their wellness programme. May require engagement with their "Vitality GP" service first. Strong focus on their premier consultant panel. | Highly integrated app that combines claims, GP access, and wellness rewards. |
| WPA | Known for flexible policies and good customer service. Often allows more freedom in choosing a specialist, as long as they are fee-assured. | Simple and effective online portal for claim submission and management. |
At WeCovr, we work with all these leading insurers and more. Our expertise allows us to not only find you the right policy but also to explain the specific claims process for your chosen provider, so you know exactly what to expect.
We believe in a holistic approach to your health and wellbeing. That's why when you arrange your private medical insurance through us, you get more than just a policy.
- Complimentary Access to CalorieHero: All our clients receive free access to our AI-powered calorie and nutrition tracking app, CalorieHero. Maintaining a healthy weight and balanced diet can significantly reduce your risk of developing many acute conditions, helping you stay healthier for longer.
- Discounts on Other Insurance: Protecting your health goes hand-in-hand with protecting your family's future. Clients who purchase PMI or Life Insurance through WeCovr are eligible for exclusive discounts on other types of cover, such as income protection or critical illness insurance.
- Expert, Ongoing Support: WeCovr enjoys high customer satisfaction ratings because our service doesn't stop once you've bought a policy. We are here to help you understand your cover and navigate processes like pre-authorisation, at no extra cost to you.
Wellness Tips to Help You Stay Out of the Doctor's Office
The best claim is the one you never have to make. Investing in your health is the most effective way to reduce your need for medical treatment.
- Balanced Diet: Focus on whole foods – fruits, vegetables, lean proteins, and whole grains. A Mediterranean-style diet is consistently linked to better cardiovascular health. Use your free CalorieHero app to track your intake and make healthier choices.
- Regular Physical Activity: The NHS recommends at least 150 minutes of moderate-intensity activity (like brisk walking or cycling) or 75 minutes of vigorous-intensity activity (like running or tennis) a week.
- Prioritise Sleep: Aim for 7-9 hours of quality sleep per night. Poor sleep is linked to a weakened immune system, weight gain, and higher stress levels. Create a relaxing bedtime routine and keep your bedroom dark, quiet, and cool.
- Manage Stress: Chronic stress can have a real physical impact on your body. Incorporate stress-management techniques into your day, such as mindfulness, deep breathing exercises, yoga, or spending time in nature.
Frequently Asked Questions (FAQs)
How long does private health insurance pre-authorisation take?
For a straightforward initial consultation, pre-authorisation can often be granted in a single phone call that takes 15-20 minutes. For more complex procedures or tests, the insurer may need to review clinical information from your specialist, which could take a few working days. It's best to contact your insurer as soon as you have the referral to avoid delays.
Do I need pre-authorisation for every single appointment?
Generally, yes. You need authorisation for the initial consultation. If that consultant recommends a follow-up appointment for the same condition, it may be covered under the initial authorisation, but you must check. Any new step, such as a diagnostic scan (MRI, CT) or a surgical procedure, will always require a new, specific pre-authorisation. Never assume you are covered; always call your insurer to check first.
What happens if my treatment plan changes midway through?
This is quite common in medicine. For example, a surgeon might discover something unexpected during a procedure that requires additional work. In these situations, the hospital's clinical team will typically contact your insurer directly during or immediately after the procedure to get authorisation for the change. As a patient, you are not usually involved in this mid-treatment authorisation process.
Why can't I just book an appointment and claim the money back later?
Attempting to do this is extremely risky. Without pre-authorisation, you have no guarantee that the condition, treatment, or provider is covered by your policy. The insurer could reject your claim, leaving you responsible for the entire bill, which can run into thousands or even tens of thousands of pounds. The pre-authorisation process is mandatory to protect you from this financial risk.
Take Control of Your Health with WeCovr
Understanding pre-authorisation transforms your private medical insurance from a confusing document into a powerful tool for your health. By following the steps, being prepared, and always communicating with your insurer, you can ensure a smooth and stress-free journey through private healthcare.
The UK private medical insurance market offers a wide array of choices, and finding the policy that truly fits your needs and budget is the first step. At WeCovr, our expert advisors provide independent, no-obligation advice to help you compare the UK's leading insurers. We'll help you find the right cover and be there to support you when you need to use it.
Ready to explore your options? Get a free, no-obligation quote from WeCovr today and take the first step towards faster healthcare and total peace of mind.