How to File a Health Insurance Claim as an International Student

Why You Need to Know How to File a Claim

Most international students never think about filing an insurance claim, until they need to. Whether you visited a doctor, had an emergency, or picked up a prescription, knowing how the claims process works can mean the difference between getting reimbursed and paying out of pocket.

Filing a health insurance claim as an international student can feel intimidating, especially in a foreign language. This guide walks you through the process step by step.

Two Types of Insurance Payment Systems

1. Direct Billing (Direktabrechnung)

The healthcare provider bills your insurance company directly. You pay nothing or just a co-payment at the point of service.

Common with:

• GKV in Germany (your Versichertenkarte handles it)
• NHS in the UK
• In-network providers in the US
• OSHC in Australia (for many services)

2. Reimbursement (Kostenerstattung)

You pay the full amount upfront and submit a claim to your insurance for reimbursement.

Common with:

• Private insurance (PKV) in many countries
• Out-of-network providers
• International student insurance plans
• Emergency treatment abroad

Step-by-Step: Filing a Health Insurance Claim

Step 1: Collect All Documentation

At every medical visit, collect and keep:

• Invoice/receipt (Rechnung): Itemized bill showing each service and cost
• Diagnosis codes: ICD codes identifying your condition
• Treatment description: What was done and why
• Prescription records: If medications were prescribed
• Referral letters: If you were referred by another doctor
• Lab results: If tests were performed
• Proof of payment: Bank statement or payment receipt

Pro tip: Take photos of all documents immediately. Paper gets lost; photos don’t.

Step 2: Check Your Policy’s Claim Requirements

Before filing, review:

• Claim submission deadline: Most insurers require claims within 30–90 days
• Required forms: Many insurers have specific claim forms
• Documentation requirements: What exactly needs to be submitted
• Submission method: Online portal, email, postal mail, or app

Step 3: Fill Out the Claim Form

Most insurers provide a claim form (online or PDF). Typical information needed:

• Your policy number
• Personal details (name, date of birth)
• Date and location of treatment
• Provider name and details
• Description of illness/injury
• Total amount claimed
• Your bank details for reimbursement

Step 4: Submit Your Claim

Submit all documents together:

• Completed claim form
• Original or certified copies of invoices
• Proof of payment
• Any supporting documentation

Submission methods:

• Online portal/app: Fastest, usually processed within days
• Email: Convenient, keep confirmation
• Postal mail: Use registered mail, keep copies of everything

Step 5: Track and Follow Up

• Note the date you submitted
• Most claims are processed within 2–6 weeks
• If you haven’t heard back within the stated timeframe, follow up
• Keep a log of all communication with your insurer

Country-Specific Claim Processes

Germany

GKV: You rarely need to file claims. Your electronic health card (Gesundheitskarte) handles billing directly. Exceptions:

• Treatment abroad
• Some alternative medicine treatments
• Services not covered by GKV

PKV: You typically pay upfront and submit claims:

1. Receive an itemized invoice (Rechnung nach GOÄ)
2. Submit to your PKV via app, email, or mail
3. Reimbursement within 1–4 weeks
4. Some PKV providers have apps for instant claim submission (photo of receipt)

United States

• In-network care: Usually direct billing: you pay only your co-payment
• Out-of-network care: Pay upfront, file a claim
• Required form: Usually CMS-1500 or the insurer’s own form
• Explanation of Benefits (EOB): Review this carefully: it shows what was covered and what you owe

Australia

• OSHC: Many providers have apps for easy claim submission
• Direct billing available at many hospitals and clinics
• For out-of-pocket expenses: submit receipts through your OSHC provider’s portal

Spain

• Public system: No claims needed: present your health card
• Private insurance: Direct billing at network providers; claim submission for out-of-network

How Long Does Reimbursement Take?

Country/System	Typical Processing Time
Germany (PKV)	1–4 weeks
Germany (GKV)	Usually direct billing
USA (in-network)	Direct billing
USA (out-of-network)	4–8 weeks
Australia (OSHC)	1–2 weeks
International plans	2–6 weeks

What If Your Claim Is Denied?

Don’t panic. Claims get denied for various reasons, and many denials can be overturned.

Common Reasons for Denial

• Missing documentation
• Claim filed after the deadline
• Treatment not covered under your plan
• Pre-existing condition exclusion
• Incorrect information on the form
• Provider not in network

How to Appeal

1. Read the denial letter carefully: Understand the specific reason
2. Contact your insurer: Ask for clarification
3. Gather additional documentation: Medical records, doctor’s letters supporting medical necessity
4. Submit a formal appeal: Most insurers have an appeal process
5. Escalate if needed: Contact the insurance ombudsman or regulatory body in your country
6. Seek help: Your university’s international office may assist

Tips for Smooth Claims

1. Keep Everything

Every receipt, every document, every communication. Create a dedicated folder (physical and digital).

2. Submit Promptly

Don’t wait until the last minute. Submit claims as soon as possible after treatment.

3. Use the Insurer’s App

Most modern insurers have apps that let you photograph and submit receipts instantly. Use them.

4. Get Itemized Bills

Always ask for itemized invoices, not just a total. Insurers need to see individual services and costs.

5. Know Your Policy

Understand what’s covered before you need care. Read about deductibles and co-payments so you know what to expect.

6. Ask for Translation

If documents are in a language your insurer doesn’t accept, get them translated. Ask the provider if they can issue a bill in English.

7. Keep Copies

Never send original documents without keeping copies. If mailing, use registered mail.

Common Mistakes

1. Not keeping receipts: No receipt = no reimbursement
2. Missing the deadline: Submit within the required timeframe
3. Incomplete forms: Fill out every field, even if it seems redundant
4. Not following up: Don’t assume silence means approval
5. Paying cash without a receipt: Always get a proper invoice
6. Not understanding your coverage: Know what’s covered before you get treated

Take Action: Be Prepared

The best time to understand your claims process is before you need it. Familiarize yourself with your insurer’s requirements now.

👉 Compare student health insurance plans, our tool highlights plans with easy claims processes, mobile apps, and direct billing options to minimize the hassle of getting reimbursed.