­­­­­­­­­­­­­­­­­­­Currently, Provet Cloud doesn’t promote the postal mailing of insurance claims. We do have a feature that allows you to enter in an insurance company email address, and send the claims directly to the insurance company via email. The goal of Provet Cloud is to assist clinics in moving away from paper consumption, hence the reluctance to add features that promote it. If you have a claim to file with an insurance company that requires the physical paperwork via post, there is the Print claim option, however, you will need to address the insurance company envelope manually.

The insurance module is only available to certain subscription levels. You will need to contact your Provet Cloud customer representative to activate the insurance module if your subscription level qualifies. Once you have been notified that your module has been activated, you will need to turn the feature on in your system. Go to Settings–> Department–>Insurance–> and then edit the Insurance functions to represent your processes.

First you will need to enter in the insurance name and email address for claims. Settings–>Items&Lists–>Lists–> +Add list. At the dialog box, drop down type and select Insurance company. Title this list as you want to. For now, we will call this Testing Insurance Module. Go back to the list and select the Name to open up the following dialog box:

Select the +Add item box and this is the dialog box you should see:


The code can be anything you want, but it must remain unique. For this example, we are using the Insurance phone number as the code.

Now, go back to the list and see the Insurance company that you just created. Select the Additional information icon:

Open up the dialog box and this is where you can enter in the insurance company email address used for sending in claims:


Now, everything is set up to file the e-claims with this insurance company. Repeat the process to enter in additional insurance companies.

To e-file an insurance statement, go to the finalized invoice (when the client is checking out, select Pay Later) and when you scroll down to the Payments area, you’ll see a module titled Insurance with a +Claim button next to it.

Select that, confirm the patient name:

then a dialog box appears Create insurance claim. Here you double-check the patient information, then scroll down and fill out the insurance company information for emailing the claim to them:

You’ll see that the invoice is now listed under the Insurance module and has a status of Created. You can then go into the insurance invoice by selecting the edit pen, and double-check the information, and once done, select Send by email. This will change the status to Sent.

When payment is received, open the invoice in the same manner, and scroll down to see information on the claim, including a field for Compensation. Fill in the amount that the insurance company sends and the Remaining sum for client field will change to reflect the amount due after insurance payments.

The invoice will then change to reflect the payment status. If you send another invoice to the client, it will reflect the amount due after insurance payments there in the updated invoice. Process payment from the client as normal.

To file by post

You can follow all those steps above, then create the invoice. You can have it email to your shared inbox to connect to the client/patient records. Select Print, and that will print out all the attachments that would have gone via email, and then you can place those in an envelope addressed to the insurance company.

NOTICE: We are currently working on a module that will allow a third-party application to file the insurance claims from within the software for our United Kingdom clients. This is scheduled for implementation in 2018.