Filing Health Insurance Claims Easily in the EU Explained

Editor: Diksha Yadav on Jun 06,2025

 

Attempting to claim your benefits after navigating the European health system can be a simple process—if only it were the same for your insurance to claim your reimbursement. Whether you are a resident, an expat, or a traveler, knowing how to lodge a health insurance claim in Europe will enable you to reimburse your medical costs quickly and efficiently.

This comprehensive guide will help you understand the process, point-by-point, of submitting claims in the EU, wherever your country of residence may be. We will additionally cover claims forms in Europe insurance tips, the standard EEU healthcare reimbursement procedures, and methods to avoid the common mistakes you will encounter during the steps to submit a claim in the EU.

This guide clarifies each step of the medical claims process across the EU, from public insurance to private insurance to using an EHIC/GHIC card.

Why Filing a Health Insurance Claim Correctly Matters

By correctly filing a health insurance claim, you will be able to receive the financial benefit that your insurance coverage indicates. When you neglect important documents or steps in the process, you can experience unnecessary delays or claim denial, even if you are entitled to obtain reimbursement.

It is essential to understand the process for four primary reasons:

  • To ensure that you receive faster reimbursement for healthcare expenses in the EU
  • To avoid claim rejection because of other incomplete forms
  • To keep control of your healthcare expenses
  • To ensure that you are fully compliant with local and cross-border claim processes

When submitting a health coverage claim in Europe, you will find that accuracy breeds efficiency.

Step 1: Understand the Type of Healthcare You Received

Before initiating your claim, please identify what type of care you used:

  • Public care: State-funded services publicly delivered by national health systems (e.g., Assurance Maladie (France) or GKV (Germany))
  • Private care: Paid with your own money or through a private insurance provider
  • Cross-border care: Care delivered in another EU country under Regulation (EC) No 883/2004 or the Cross-border Health Care Directive

This distinction affects

  • The insurance claims forms you will need to use in Europe
  • Where do you need to submit your claim
  • And the documents you will require

Step 2: Know Your Insurance Coverage Type

Submitting a claim will depend on your level of coverage:

1. National Health Insurance (for example, NHS UK, CNAM France, GKV Germany)

Typically reserved for citizens or long-term residents. Generally, it is cashless in-network, but some services like specialist visits or medications will require reimbursement.

2. Private Health Insurance

Private health insurance is for faster access, out-of-network access, or enhanced service. Read your policy document; policies will vary, and some claim procedures may be electronic or paper.

3. EHIC/GHIC cardholders

Enables the holder to access public health care in other EU/EEA markets for a limited time. The holder may need to reimburse the insurer if they paid for a service.

4. Expats and foreign students

You may use international insurers (Cigna, Allianz) or government-approved local coverage. Dual paperwork may be required.

Pro Tip: Check your policy documents to see if there are maximums for your claims, your timeline for claims, and services.

Step 3: Collect All Essential Documentation

Before filling out any form, gather:

  • Medical report or diagnosis
  • Original invoices and receipts (with breakdown of services rendered)
  • Doctor’s stamp and credentials
  • Insurance ID or policy number
  • Bank details for reimbursement (often IBAN and BIC for EU transfers)

Some insurers may also ask for:

  • Proof of payment (credit card statement or bank slip)
  • Referral letter (if treatment requires a specialist)
  • Prescriptions (if medication reimbursement is requested)

Having a full document set minimizes back-and-forth.

Step 4: Complete the Correct Insurance Claim Form

A. For Public Insurance (e.g., France, Germany, Netherlands):

Use the national claim form. Examples:

  • France: Form “Feuille de soins” (Treatment Form)
  • Germany: Some Krankenkassen allow app-based claims; others use PDF forms
  • Netherlands: Declare via insurer portal or “zorgdeclaratie” forms

B. For Private Insurance:

Each insurer (e.g., AXA, Allianz, Bupa) has a specific form. Look for:

  • “Health Insurance Claim Form”
  • “Outpatient/Inpatient Medical Claim”

Many offer app-based filing.

C. For EHIC/GHIC or Cross-Border Reimbursement:

Use Form S2 (prior authorization) or Form E126 for unplanned care. Submit to your home country’s health authority.

Always keep a copy of the form for your records.

Step 5: Fill in the Claim Form Accurately

Take your time here—minor errors can lead to delays.

Common form sections:

  • Personal details: Name, date of birth, address, insurance number
  • Treatment details: Date, diagnosis, service type (e.g., consultation, surgery)
  • Provider information: Doctor/hospital name, license number, address
  • Payment details: Amount paid, currency, how you paid
  • Signature and declaration

Double-check everything. If unsure, contact your insurer’s customer support.

Step 6: Submit the Claim with All Supporting Documents

Each insurer or health authority has specific submission options:

  • Online portals or mobile apps (most private insurers + some public systems like France’s Ameli)
  • Postal submission (some public systems and traditional insurers)
  • In-person at insurance counters or embassies (for expats or emergencies)

Include:

  • Completed claim form
  • All supporting receipts and reports
  • Bank info for reimbursement

Submission deadlines vary:

  • France: Up to 2 years from treatment
  • Germany: 3 months usually
  • UK (NHS overseas claim): 6 months

Check your insurer or your country’s health authority site for exact deadlines.

Step 7: Track Your Claim Status

After submission:

  • Public insurance portals (like Germany’s TK or France’s Ameli) allow online tracking
  • Private insurers may email updates or show status in their apps
  • You may be contacted for additional documents—respond promptly

Reimbursements usually take

  • 1–4 weeks for domestic public claims
  • 2–8 weeks for international/EHIC-related claims
  • 1–2 weeks for digital private insurer claims

If payment is delayed, please follow up with the support team by referencing your claim number.

Special Case: Filing a Cross-Border Claim in the EU

Thanks to EU Regulation 883/2004 and the Cross-Border Healthcare Directive, you’re covered for care in other EU states under specific conditions.

How it works:

  • Unplanned care (e.g., emergency): Use EHIC/GHIC. Pay upfront, claim later.
  • Planned treatment abroad: You may need prior authorization (Form S2).

Submit to your home country insurer or national health authority with:

  • Proof of treatment and payment
  • Valid EHIC/GHIC or S2
  • Relevant claim forms (varies by country)

Claims must align with your home country’s coverage policies, even if the treatment happened elsewhere.

Avoiding Common Claim Filing Mistakes

To ensure fast and successful health coverage claims in Europe, avoid:

  • Submitting incomplete documentation
  • Filing after the deadline
  • Using wrong or outdated claim forms
  • Not checking if pre-approval was needed
  • Failing to retain copies of paperwork

If your claim is rejected, most systems allow appeals. Include:

  • A cover letter explaining your case
  • Any additional documents
  • Request for reconsideration (keep it polite and factual)

Helpful Tips for a Smooth Medical Claim Process in the EU

  • Use EU health insurance cards (EHIC/GHIC) wherever possible—they simplify direct access
  • Choose providers in-network with your insurer for smoother claims
  • Keep a claim checklist on your phone or notebook during travel or treatment
  • Translate documents if required—especially for international or cross-border claims
  • Scan and store all records digitally (Google Drive, Dropbox, etc.)

Knowing how to file a health insurance claim in Europe isn't just about paperwork—it's peace of mind when health issues arise.

Final Thoughts: Filing Made Easy with the Right Preparation

Completing a health insurance claim in Europe can be relatively straightforward. If you know what your insurer expects from you, your type of healthcare, and the steps specific to the country you are in, you can submit a claim with ease and speed.

Whether you are figuring out insurance claim forms in Europe, reimbursed for healthcare fees by the EU in any form, or learning how to submit claims in Europe, your best tools are preparation and accuracy.

We encourage you to use this guide as a checklist the next time you receive care, whether at home or abroad.


This content was created by AI