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How to Manage Insurance Policies in the Client Card (New Client Card)

In this article, we will walk you through how to view, add, and manage insurance policies from the client card.

The Insurance tab on the client card holds the client's insurance policies and, below them, the insurance cases opened against those policies. This guide shows you how to view a client's policies, add a policy (including a second policy with the same insurer), and manage or remove one.

Step 1: Access the Client Card

Start by logging into your Pabau account, then open the client card of the client you want to update by using the search bar at the top of the screen.

The search bar at the top of the Pabau screen

Step 2: Open the Insurance Tab

In the panel on the left side of the client card, click the Insurance tab, next to Personal and Relationships.

The Insurance tab on the client card

NOTE: If you don't see the Insurance tab, the Insurance Billing feature is switched off for your account. An administrator can switch it on in Setup > Business Details > Features.

Step 3: View Insurance Policies and Cases

Every policy the client holds appears as its own card under Insurance Policies, showing the insurer's name and the membership number, plus the insurer's address, phone and email where available. The policy set as the client's default payer shows a Default Payer chip, and you can click a membership number to copy or edit it. A client can hold more than one policy with the same insurer, for example a personal policy and a company scheme, and each one gets its own card. Below the policies, the Case Details section lists the client's insurance cases.

  1. Click New Policy to add another policy (see Step 4).
  2. Click Add Case at the bottom of Case Details to open a new case. If the client has more than one policy, Pabau first asks which policy the case is for. You need at least one policy before you can add a case. See How to Manage Insurance Case Details.

Two WPA policy cards under Insurance Policies with New Policy marked, and the Case Details section below with Add Case marked

Policies come first, then the client's cases under Case Details

Step 4: Add a New Policy

  1. Click New Policy at the bottom of the list.
  2. In the Add Insurance Provider window, select the insurer under Your Insurance Provider. A tick appears on the selected card. An insurer the client already has a policy with is marked Already linked.
  3. Click Assign to client. If you picked an Already linked insurer, the button reads Add another policy instead, and the client keeps their existing policy with that insurer.

The Add Insurance Provider window with an Already linked insurer selected and the Add another policy button marked

Picking an Already linked insurer adds a second policy with it

If the insurer you need isn't listed, click + Add insurance provider in the bottom-left corner to create it. Fill in the following details, then click Save:

  • Name - the insurer's name (required).
  • Provider No. - the insurer's reference number.
  • Phone / Fax / Email / Website - the insurer's contact details.
  • Street / City / County / Post Code / Country - the insurer's address.

The form for adding a new insurance provider

Once the insurer is chosen, a window titled with the insurer and the client's name opens.

  1. Enter the client's Member ID, the number printed on their insurance card.
  2. Click Create. The new policy appears as its own card under Insurance Policies.

The policy window with the Member ID field and the Create button marked

Enter the member ID from the insurance card

TIP: Outside the UK, click More options before saving to record fuller policy details, such as the policy type, status, dates and scans of the insurance card.

NOTE: To learn more about linking an insurance policy to a client, see How to Link Insurance with Client.

Step 5: Manage an Existing Policy

  1. Click the three-dot menu on a policy card. It offers:
    • Set as default payer - the insurer is billed first by default on new invoices for this client. Once set, the same menu shows Remove as default payer.
    • Sharing settings - choose whether information about the client is shared with this insurer (Share) or kept private (Restrict).
    • Remove insurance provider - shown when this is the client's only policy with the insurer. It unlinks the insurer from the client; membership numbers and cases tied to it stay on file.
    • Remove policy - shown instead when the client has more than one policy with the insurer.
  2. To remove one of several policies with the same insurer, click Remove policy.

A policy card's three-dot menu with Remove policy marked

Remove policy appears when the client has several policies with one insurer

  1. In Remove this policy?, click Remove.

The Remove this policy? message with the Remove button marked

The client's other policies with that insurer stay

Only that policy is removed. The client's other policies with the same insurer stay, and any case on the removed policy moves to the latest remaining policy with that insurer.

What's next?

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For more guides, browse the related articles below or use the search bar at the top of the page. You can also watch our video learning series, the Pabau Academy, or visit the Support page for additional help.