TL;DR
Navigating the UK private medical insurance claims process can feel daunting, but it’s straightforward with the right guidance. As FCA-authorised experts who have helped arrange over 900,000 policies, WeCovr is here to demystify the paperwork, ensuring you can focus on what matters most: your health. Checklist of all paperwork, referrals, hospital reports, and claim forms required Making a claim on your private medical insurance (PMI) policy requires a clear paper trail.
Key takeaways
- You Feel Unwell: You develop a new symptom or have an injury (an acute condition).
- Visit Your GP: This is almost always the first port of call. Your GP assesses your condition. They cannot be a private GP if you want to claim on your insurance; it must be your registered NHS GP.
- Get a Referral: If your GP believes you need to see a specialist, they will write a referral letter.
- Contact Your Insurer: You call your PMI provider's claims line or log in to their online portal. You will need your policy number.
- Submit Your 'Claim': You provide details of your symptoms and the GP referral. This is the initial claim.
Navigating the UK private medical insurance claims process can feel daunting, but it’s straightforward with the right guidance. As FCA-authorised experts who have helped arrange over 900,000 policies, WeCovr is here to demystify the paperwork, ensuring you can focus on what matters most: your health.
Checklist of all paperwork, referrals, hospital reports, and claim forms required
Making a claim on your private medical insurance (PMI) policy requires a clear paper trail. Having your documents in order from the outset is the single best way to ensure a swift and stress-free process.
Here is a master checklist of the documents you will likely need. Keep this handy, and your claims journey will be significantly smoother.
| Document Type | Purpose | When is it Needed? |
|---|---|---|
| GP Referral Letter | To confirm a medical need for specialist consultation or diagnostics. | At the very start of the claims process. |
| Policy Number & Details | To identify you and verify your level of cover. | Every time you contact your insurer. |
| Claim Form (Online/Paper) | The official request to your insurer to authorise and pay for treatment. | After your GP referral, before you see a specialist. |
| Pre-Authorisation Code | The insurer's approval code, confirming they will cover the treatment. | Before you book any consultation, scan, or procedure. |
| Consultant/Hospital Invoices | Bills for the services you have received. | After each stage of treatment (consultation, tests, surgery). |
| Medical Reports | Detailed notes from your specialist about your diagnosis and treatment plan. | Insurers may request this for complex cases or to verify a condition. |
| Proof of Identity | Rarely requested, but good to have a form of ID on hand. | Only if the insurer needs to verify your identity. |
Understanding the Private Medical Insurance Claims Process: A Step-by-Step Guide
Before we dive into the details of each document, it’s helpful to understand the typical journey of a PMI claim in the UK. While specifics can vary slightly between providers like Bupa, Aviva, or Vitality, the core steps remain consistent.
The Goal: To get a 'pre-authorisation' number from your insurer. This number is your golden ticket—it's the insurer's formal agreement to cover the costs of your upcoming consultation, test, or treatment.
Here’s the typical flow:
- You Feel Unwell: You develop a new symptom or have an injury (an acute condition).
- Visit Your GP: This is almost always the first port of call. Your GP assesses your condition. They cannot be a private GP if you want to claim on your insurance; it must be your registered NHS GP.
- Get a Referral: If your GP believes you need to see a specialist, they will write a referral letter.
- Contact Your Insurer: You call your PMI provider's claims line or log in to their online portal. You will need your policy number.
- Submit Your 'Claim': You provide details of your symptoms and the GP referral. This is the initial claim.
- Receive Pre-Authorisation: The insurer checks your policy, confirms the condition is covered, and issues a pre-authorisation number for the specific next step (e.g., an initial consultation with a cardiologist).
- Book Your Appointment: You can now book an appointment with a specialist from your insurer's approved list. You give the hospital or clinic your pre-authorisation number.
- Attend and Get Treated: You attend your appointment, have tests, or undergo a procedure.
- Billing is Handled Directly: In most cases, the hospital or specialist will send their invoice directly to your insurer, quoting your pre-authorisation number. You don't have to handle the bills yourself.
This cycle may repeat. For example, after an initial consultation, your specialist may recommend an MRI scan. You would then contact your insurer again for a new pre-authorisation number for the scan.
A Note on Health and Wellness
While insurance is for when things go wrong, prevention is always better than cure. Maintaining a healthy lifestyle can reduce your risk of developing many acute conditions. Simple habits like a balanced diet, regular exercise (even a 30-minute daily walk), and aiming for 7-8 hours of quality sleep can have a profound impact on your long-term health. To help our clients on their wellness journey, WeCovr provides complimentary access to our AI-powered nutrition app, CalorieHero, to make tracking your diet simple and effective.
Key Document #1: The GP Referral Letter
This is the cornerstone of almost every private medical insurance claim. Without it, your claim will not proceed.
What is a GP Referral Letter?
A GP referral letter is a formal document written by your NHS General Practitioner addressed to a specialist consultant. It serves two primary functions:
- Medical Justification: It explains your symptoms and medical history, outlining why the GP believes a specialist opinion is necessary.
- Insurance Requirement: It acts as proof for your insurer that your condition requires specialist investigation, justifying the use of your private health cover.
What Should a GP Referral Letter Contain?
A good referral letter will be clear and concise. It should include:
- Your personal details (name, date of birth, address).
- A summary of your symptoms and how long you've had them.
- The results of any preliminary tests the GP has already conducted.
- The GP's suspected diagnosis (if any).
- The type of specialist you need to see (e.g., "a Consultant Dermatologist" or "an Orthopaedic Surgeon specialising in knees").
Open Referral vs. Named Referral
Your GP can provide two types of referrals:
- Open Referral: This is the most common and recommended type for PMI. The letter will be addressed to a type of specialist (e.g., "Dear Gastroenterologist") rather than a specific person. This gives you and your insurer the flexibility to choose any consultant from their approved network.
- Named Referral: This is when your GP recommends a specific consultant by name. This is fine, but you must check that this specific consultant is recognised and covered by your insurer before booking an appointment. If they are not on your insurer's list, you will not be covered.
Pro Tip: Always ask your GP for an open referral. It makes the claims process much smoother and gives you a wider choice of specialists.
The Crucial Distinction: Acute vs. Chronic Conditions
This is the single most important concept to understand in UK private medical insurance. Misunderstanding this point is the number one reason for confusion and declined claims.
Private Medical Insurance is designed to cover acute conditions that arise after you take out your policy.
- Acute Condition: A disease, illness, or injury that is likely to respond quickly to treatment and lead to a full recovery. Examples include a broken bone, cataracts, appendicitis, or a hernia.
- Chronic Condition: A disease, illness, or injury that has one or more of the following characteristics: it needs long-term monitoring, has no known cure, is likely to recur, or requires ongoing management. Examples include diabetes, asthma, high blood pressure, and arthritis.
PMI does not cover chronic conditions. It also does not cover pre-existing conditions—any ailment you had symptoms of, or received advice or treatment for, in the years before your policy began (typically the last 5 years).
Real-World Example:
- Sarah develops sudden, sharp knee pain after a run. She has no history of knee problems. Her GP refers her to an orthopaedic surgeon. MRI scans show a torn meniscus. The surgery to repair it is an acute treatment and will be covered by her PMI.
- David has had osteoarthritis in his knee for ten years. It is managed with painkillers. This is a chronic condition. His standard PMI policy will not cover ongoing management, consultations, or a knee replacement for this pre-existing condition.
Understanding this distinction is key to managing your expectations and using your policy effectively. If you're ever unsure, the claims team at your insurer or an expert broker like WeCovr can clarify what is and isn't covered by your specific policy.
Key Document #2: Claim Forms and Pre-Authorisation
Once you have your GP referral, your next step is to formally start the claim with your insurer.
The Claim Form (Digital or Paper)
In the past, this was always a paper form you had to fill out and post. Today, most major UK insurers have moved this process online or handle it over the phone.
Whether online or on paper, you will be asked for:
- Your Policy Number: Keep your membership card or policy documents handy.
- Personal Details: Your name, DOB, and contact information.
- GP Details: The name and address of your GP practice.
- Symptom Information: A brief description of your symptoms, when they started, and what part of the body is affected.
- Referral Details: You'll need to confirm you have a GP referral. Some insurers may ask you to upload a copy.
The All-Important Pre-Authorisation Number
After you submit your initial claim information, the insurer assesses it against your policy's terms. If everything is in order, they will issue a pre-authorisation number.
Think of this as permission to proceed. This number confirms:
- The insurer agrees the condition is eligible for cover.
- They have authorised a specific action (e.g., one initial consultation, one MRI scan, or a specific surgical procedure).
- They will pay for this action, up to the limits of your policy.
You must have a pre-authorisation number before you incur any costs. Do not book a specialist appointment or a scan until you have this number. When you book, you will give this number to the hospital or clinic's reception team, who use it for billing.
Key Document #3: Hospital and Consultant Paperwork
For the most part, you won't need to handle invoices and payments yourself. The private healthcare system in the UK operates on a direct settlement basis.
How Direct Settlement Works
- The hospital and the consultant (e.g., the surgeon and the anaesthetist) have their own fees.
- After your treatment, their billing departments will send separate invoices directly to your insurance provider.
- They will quote your name, policy number, and the pre-authorisation number for that specific treatment.
- Your insurer processes the invoices and pays the hospital and consultants directly.
This is a seamless process designed to keep you out of the financial administration. However, there are times you might see this paperwork.
| Document | What It Is | Why You Might See It | Action to Take |
|---|---|---|---|
| Consultant Invoice | A bill from the specialist for their time (consultation, surgery). | Sometimes sent to you by mistake, or if there's a shortfall. | Forward it immediately to your insurer. Do not pay it yourself. |
| Hospital Invoice | A bill from the hospital for the room, nursing care, tests, and theatre fees. | As above, usually sent directly to the insurer. | Forward it immediately to your insurer. Do not pay it yourself. |
| Shortfall Letter | A notification that a consultant's fee exceeds your policy limit. | Some top consultants charge more than the standard insurance rate. | You are liable to pay the difference directly to the consultant. Your insurer will tell you if this is the case. |
| Discharge Summary | A report from the hospital summarising your stay and treatment. | A copy is sent to your GP, and you may receive one too. | Keep it for your records. It's a useful summary of your treatment. |
Top Tip: Even though you don't handle the bills, it's wise to create a digital or physical folder for any health-related correspondence you receive. This includes appointment letters, discharge summaries, and any letters from your insurer.
How to Avoid Common Claim Delays and Rejections
A rejected claim is frustrating, but most can be avoided by understanding your policy and following the correct procedure. The vast majority of claims are paid; according to 2023 data from the Association of British Insurers (ABI), 97.4% of individual private medical insurance claims were successful.
Here are the most common pitfalls and how to steer clear of them.
| Pitfall | Why It Happens | How to Avoid It |
|---|---|---|
| Condition is Not Covered | Trying to claim for a pre-existing or chronic condition, or a specific exclusion like cosmetic surgery. | Read your policy documents carefully. If in doubt, call your insurer or broker before getting a referral. |
| No GP Referral | Self-referring to a specialist without consulting your NHS GP first. | Always start with your GP. It is a fundamental requirement of almost all UK PMI policies. |
| No Pre-Authorisation | Booking and attending an appointment before getting approval from your insurer. | Never book anything without a pre-authorisation number. The process is usually quick (often on the same phone call). |
| Using an Unapproved Provider | Seeing a consultant or using a hospital that is not on your insurer's approved list. | Use the approved hospital list provided by your insurer. Most have an easy-to-search online directory. |
| Exceeding Policy Limits | Your policy may have annual limits on outpatient cover (e.g., £1,000 for consultations and tests). | Check your outpatient limits before starting a course of diagnostics. Your insurer will track this for you. |
| Incomplete Information | Not providing all the details the insurer needs on the claim form. | Take your time when filling out forms or speaking to the claims handler. Have your GP referral letter in front of you. |
The Value of an Expert Broker
Navigating these rules can sometimes feel complex, especially if your medical situation is not straightforward. This is where an independent PMI broker like WeCovr adds immense value. Not only can we help you compare the market to find the best private health cover for your needs and budget, but we can also provide guidance during the claims process. Our expertise can be invaluable in liaising with insurers and ensuring you've got all the right documents in place.
Real-Life Claim Scenarios: Document Flow in Action
Let's walk through two common scenarios to see how the documents come into play.
Scenario 1: A Hernia Repair
- Step 1: Mark feels a lump and discomfort in his groin. He visits his NHS GP.
- Step 2: The GP suspects an inguinal hernia and writes an open referral letter for a General Surgeon.
- Step 3: Mark calls his insurer. He provides his policy number and details from the GP letter.
- Step 4: The insurer confirms hernia surgery is covered and issues a pre-authorisation number for an initial surgical consultation.
- Step 5: Mark uses the insurer's online directory to find an approved surgeon at a local private hospital and books an appointment, providing his pre-authorisation number.
- Step 6: The surgeon confirms the diagnosis and recommends surgery.
- Step 7: Mark calls his insurer again with the surgeon's plan. They issue a new pre-authorisation number covering the entire surgical "package" (surgeon, anaesthetist, hospital stay).
- Step 8: Mark has the surgery. The hospital and consultants send their invoices directly to the insurer.
- Step 9: Mark receives a discharge summary, which he files away. The claim is settled without him seeing a single bill.
Scenario 2: Investigating Dizziness
- Step 1: Chloe experiences recurring dizzy spells. She sees her NHS GP.
- Step 2: The GP is unsure of the cause and provides an open referral letter to see a Neurologist.
- Step 3: Chloe logs into her insurer's online portal, enters her policy details, and uploads a scan of the referral to start her claim.
- Step 4: The insurer issues pre-authorisation for a neurology consultation.
- Step 5: The neurologist recommends an MRI of the brain and some blood tests to rule out serious issues.
- Step 6: Chloe calls her insurer to get pre-authorisation for the MRI and tests. She checks her outpatient limit on her policy documents to ensure she has enough cover. The insurer confirms she does.
- Step 7: Chloe has the scan and tests. The hospital bills the insurer directly using the new pre-authorisation number.
- Step 8: The results are clear, and the neurologist diagnoses a benign condition. No further treatment is needed. The claim is complete.
Managing Your Claim in the Digital Age
The PMI landscape has embraced technology, making claims management easier than ever. Most leading insurers offer:
- Online Portals: Secure websites where you can start a new claim, track existing ones, view your policy documents, and find approved specialists.
- Mobile Apps: Many of the portal's features are available on your smartphone, allowing you to manage your health cover on the go.
- Digital Document Uploads: Instead of posting, you can often just take a photo of your GP referral letter and upload it directly.
Embracing these tools can significantly speed up the start of your claim. However, all insurers still maintain excellent UK-based call centres if you prefer to speak to a person.
As a WeCovr client, you also get access to other benefits designed to support your overall wellbeing. This includes discounts on other insurance products like life or travel insurance and complimentary access to our CalorieHero app to help you build healthy nutritional habits. We believe in providing value that extends beyond just the insurance policy itself. Our high customer satisfaction ratings reflect this commitment to supporting our clients' complete health and financial wellbeing.
Do I need to tell my private health insurer about every GP visit?
What happens if my private health insurance claim is rejected?
Can I use a private GP for my referral?
Do I have to pay an excess on my claim?
Ready to explore your options for private health cover? The team at WeCovr can help you compare policies from across the market to find the perfect fit for you, your family, or your business, all at no cost to you.
[Get Your Free, No-Obligation PMI Quote Today]
Sources
- Office for National Statistics (ONS): Inflation, earnings, and household statistics.
- HM Treasury / HMRC: Policy and tax guidance referenced in this topic.
- Financial Conduct Authority (FCA): Consumer financial guidance and regulatory publications.











