Why do veterinary insurance claims get delayed?

The most common causes are missing/partial invoices, no listed diagnosis or reason for visit, incomplete medical records (often prior history and waiting-period records), and reviews for possible pre-existing conditions or exclusions.

What documents should I submit to avoid delays?

An itemized, paid invoice (all pages), a completed claim form, your pet’s diagnosis or visit reason, and medical records from all vets seen—typically 12 months before policy start (or since adoption) through the end of waiting periods.

How do I make sure my invoice is acceptable?

Include every page and ensure it shows clinic name, date of service, itemized services/meds with codes if available, unit prices, discounts, taxes, total amount billed, and proof of payment.

What if my veterinarian hasn’t sent records yet?

Call the clinic to authorize release, confirm the insurer’s fax/email, and ask for a confirmation once sent. Then notify the insurer and upload any records you also have via your portal to keep the claim moving.

Do pre-existing conditions always delay claims?

They often trigger additional review. Provide prior records, diagnostics, and any clearance notes your vet can document. Some policies allow condition curability or look-back re-evaluation after a symptom-free period.

How long does claim processing usually take?

Simple, complete claims can finish in a few business days; complex claims or those awaiting records can take up to 30 days. Use your insurer portal to monitor status and respond to requests quickly.

What’s the fastest way to submit paperwork?

Upload via the insurer’s portal/app in PDF format (one file per document), use clear filenames (e.g., “Invoice_2025-02-Dental.pdf”), and avoid photos with shadows or cut-off edges.

Can I get paid directly to the vet instead of reimbursement?

Some insurers and clinics support direct pay. Ask your vet and insurer in advance; if available, submit pre-authorization and required forms before the procedure.

What if my claim stays on hold?

Contact the insurer to get a specific document list, set a follow-up date, loop in your vet with a records request, and upload confirmations. Keep a log of calls and uploads for reference.

How do I appeal a denied or partially paid claim?

File a written appeal by the deadline in your policy, citing clause numbers. Include supporting medical notes, labs, imaging reports, and a vet letter clarifying diagnosis/onset and medical necessity.

pet insurance claim delays

Understanding Veterinary Claim Delays: Common Causes and How to Avoid Them

Waiting on a pet insurance payout? Most delays come down to missing details—partial invoices, no diagnosis, or incomplete medical records. Here’s exactly what to submit and how to follow up so your claim gets paid fast.

John Constantine

18 Oct 2025 • 2 min read

For many pet owners, pet insurance provides peace of mind—until a claim gets delayed. Waiting for reimbursement can be stressful, especially when you’re counting on financial support for your pet’s care. Understanding why veterinary claim delays happen and how to prevent them can help you navigate the process smoothly.

Common Reasons for Veterinary Claim Delays

Veterinary insurance claims can be delayed for several reasons. Here are some of the most frequent issues:

Missing or Incomplete Invoices
Insurance providers require a full, itemized invoice for your pet’s treatment. If any pages are missing or the invoice doesn’t show important details like discounts, taxes, or the total billed amount, your claim may be put on hold until the full document is provided.

Missing Diagnosis or Reason for Visit
Insurers need a clear diagnosis or a specific reason for your pet’s visit. If this information is missing from your claim submission or claim form, processing will pause until it’s received.

Missing Medical Records
Many providers need detailed medical records for your pet, often covering the 12 months before your policy started (or since adoption for new pets) through the end of any waiting period. If records from all veterinarians your pet has seen aren’t provided, your claim may be delayed. Sometimes the insurer will request these records from your vet, but if they’re not sent after multiple requests, your claim remains on hold.

Pre-existing Conditions
If your pet has any conditions that could be considered pre-existing, the insurer may require additional documentation to determine coverage eligibility. Delays can occur if these records aren’t promptly provided.

How to Prevent Claim Delays

To help ensure your claim is processed quickly:

Double-check that you’ve included every page of your itemized invoice.

Clearly state your pet’s diagnosis or the reason for the veterinary visit on the claim form.

Work with your veterinarian to make sure all required medical records are sent to your insurance provider as soon as possible.

If your claim is placed on hold, contact your vet and the insurer to confirm what documents are needed and follow up until they are submitted.

Submitting Additional Information

Most insurers allow you to email additional documents or upload them through your customer account. Be sure to follow any file size or format requirements to prevent further delays.

Final Thoughts

While claim delays can be frustrating, they often result from missing information. By understanding what’s required and proactively gathering documents, you can help speed up the process and get the support your pet deserves.

Common Reasons for Veterinary Claim Delays

How to Prevent Claim Delays

Submitting Additional Information

Final Thoughts

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