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Kareo Help Center

Add Insurance Policy

There are two scenarios where you can add one or more insurance policies to a patient record: Either at the time of creating a new patient record, or when adding a case to an existing patient record.

To add insurance policy from the New Patient window

  1. On the New Patient window, click Save & Add Policy.
  2. On the patient's insurance card, find the claim remittance address; in the Select Insurance Plan window, search for the insurance plan by entering the zip code or PO Box number printed on the card.
  3. Select an existing insurance plan ONLY if the company name, plan name and address match what is on the patient's insurance card.
  • If the insurance plan is not in the list of plans, click New at the bottom of the window to create a new insurance plan.  
  1. Enter general information. See below.
  2. Click Save when finished.

To add insurance policy to a case

  1. In the patient record, click the Cases tab.
  2. Select an existing case or add a new one.
  • Add to existing case: You would add a policy to an existing case when the patient's personal insurance has changed.
  • Add a new case: You would add a new case when the payer scenario has changed. For example: A patient has been treated by his/her personal insurance and then comes into the office with an injury that is related to workers' compensation or an auto accident.
  1. On the New Case or Edit Case window, click Add on the right of the window.
  2. On the patient's insurance card, find the claim remittance address; in the Select Insurance Plan window, search for the insurance plan by entering the zip code or PO Box number printed on the card.
  3. Select an existing insurance plan ONLY if the company name, plan name and address match what is on the patient's insurance card.
  • If the insurance plan is not in the list of plans, click New at the bottom of the window to create a new insurance plan.  
  1. Enter general information. See below.
  2. Click Save or the Eligibility tab to check patient eligibility.
  3. If a new case, enter a name for the case and select the payer scenario. See also New Patient Case.
  4. Click Save on each window until you are back on the Find Patient window.

General Tab

New Insurance Policy.jpg

  1. Insurance: Automatically entered when you select the insurance plan from the Insurance Plan list.
  2. Adjuster: Optional. Enter the name and contact information of the insurance adjuster associated with the policy.
  3. Insurance Type: Medicare only. Select the policy type from the drop-down list.
  4. Enter all applicable policy/group numbers and group name printed on the patient's insurance card.
  5. Copay: If applicable, enter the patient's copay amount.
  6. Deductible: If applicable, enter the patient's deductible.
  7. Effective Start and End Dates: Optional. Enter the effective start and end dates for the insurance policy from the patient's insurance card. Although optional, entering start and end dates enables the system to alert you when an insurance policy has expired.
  8. Policy through Employer: Optional. Checking this box will automatically enter the employer name on the patient's record.
  9. Patient Relationship to Insured: If the insured is different than the patient, select the relationship from the drop-down menu and enter the information in the Insured section (j). Note that you must enter complete information in all the fields to avoid a possible claim rejection.
  10. Active: Checked by default. Unchecking will deactivate this policy for the patient.
  11. Notes: Optional. Enter any notes.