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Insurance Tab

The Insurance tab tracks device insurance coverage associated with a user. Think of it as the insurance card on file - documenting what coverage exists, when it's active, and which provider handles claims for device damage or loss.

This tab helps districts determine whether incidents are covered by insurance and streamline the claims process.

Optional Feature

This tab only appears when insurance tracking is enabled in General Settings. Many districts don't use this feature. If you don't see this tab, insurance tracking is not enabled for your district.

Permission Required

To view the Insurance tab, you need the View Users permission assigned to your role. Adding or modifying insurance records may require additional permissions based on district configuration.

Understanding Insurance Tracking​

Think of insurance tracking as documenting who has device insurance - similar to how schools track who has medical insurance or who's signed up for the meal plan.

What insurance tracking does:

  • Documents insurance provider (company name)
  • Records coverage period (start and end dates)
  • Tracks enrollment status (active/expired)
  • Links to incident claims processing
  • Helps determine if damage/loss is covered
  • Streamlines claim submissions

What insurance tracking doesn't do:

  • Process actual insurance claims (handled by insurance company)
  • Automatically bill or charge premiums (billing handled separately)
  • Replace incident reporting (incidents still created normally)

Why insurance tracking is important:

  • Financial protection - Know which incidents may be covered
  • Claims processing - Quickly identify insured users during incident review
  • Compliance - Track insurance enrollment for district requirements
  • Parent communication - Verify coverage before discussing incident billing
  • Reporting - Generate lists of insured vs. uninsured users

What You'll See on the Tab​

The Insurance tab displays insurance coverage records for this user:

Insurance Record Fields​

Each insurance entry contains:

FieldWhat It Shows
Insurance ProviderCompany name (e.g., "SafeDevice Insurance", "Worth Ave Group")
Policy/Plan NumberUnique identifier for this coverage (if tracked)
Coverage Start DateWhen coverage becomes active
Coverage End DateWhen coverage expires
StatusActive, Expired, or Pending
Premium AmountCost of insurance (if tracked)
NotesAdditional coverage details or restrictions
ActionsEdit, Delete (if you have permission)

Example active insurance:

Insurance Provider: SafeDevice Insurance
Policy Number: SDL-2024-001234
Coverage Start: 08/01/2024
Coverage End: 06/30/2025
Status: Active
Premium: $75.00
Notes: Full replacement coverage, $50 deductible per claim
Actions: [Edit] [Delete]

Example expired insurance:

Insurance Provider: Worth Ave Group
Policy Number: WAG-2023-005678
Coverage Start: 08/01/2023
Coverage End: 06/30/2024
Status: Expired
Premium: $65.00
Notes: Historical record - not renewed for 2024-25
Actions: [Edit] [Delete]

No insurance on file:

No insurance coverage records found for this user.

Insurance Coverage Scenarios​

Districts implement insurance in different ways:

Opt-In Insurance​

How it works:

  • Parents choose whether to purchase insurance
  • Premium charged annually or per semester
  • Coverage only for users who opted in

Use case:

  • District offers optional protection plan
  • Parents buy if they want coverage
  • Those without insurance pay out-of-pocket for damage/loss

Required Insurance​

How it works:

  • All users required to have insurance
  • Premium included in technology fees
  • Universal coverage across all users

Use case:

  • District mandates insurance as part of 1:1 program
  • Fee collected from all families
  • Claims processed for any damage incident

Tiered Insurance​

How it works:

  • Multiple insurance options (basic, premium, etc.)
  • Different deductibles and coverage levels
  • Users choose plan that fits needs/budget

Use case:

  • Basic plan: $50 premium, $100 deductible
  • Premium plan: $100 premium, $25 deductible
  • Comprehensive plan: $150 premium, $0 deductible

Adding Insurance Records​

How to Add Insurance​

  1. Open user profile
  2. Click Insurance tab
  3. Click Add Insurance button
  4. Fill in coverage details:
    • Insurance provider
    • Policy/plan number (if applicable)
    • Coverage start date
    • Coverage end date
    • Premium amount (if tracking payments)
    • Notes about coverage specifics
  5. Click Save
  6. Insurance record appears on tab

When to Add Insurance​

Beginning of school year:

  • Parent enrolls in district insurance program
  • Premium payment received
  • Add insurance record documenting coverage

Mid-year enrollment:

  • Parent purchases insurance after initial device issue
  • Add insurance with current start date
  • Coverage applies to future incidents only (typically)

Renewal:

  • Existing insurance expires
  • Parent renews for new school year
  • Add new insurance record or extend existing one

Common Use Cases​

Scenario 1: Student Has Damage Incident - Check Insurance​

Student reports cracked screen:

  1. Create incident report as normal
  2. Open student's user profile
  3. Click Insurance tab
  4. Review coverage:
    • Active insurance found: SafeDevice Insurance, $50 deductible
  5. Click Incident History tab
  6. Open the damage incident
  7. Note in incident: "User has active insurance, $50 deductible. Submit claim to SafeDevice Insurance."
  8. Process insurance claim with provider
  9. Charge user only $50 deductible, insurance covers rest

Result: Insurance coverage verified, appropriate deductible applied.

Scenario 2: Parent Questions Damage Charge​

Parent calls asking why they're being charged $150 when they bought insurance:

  1. Open student's user profile
  2. Click Insurance tab
  3. Check insurance status:
    • No active insurance found
    • Previous insurance expired 06/30/2024
    • Incident occurred 09/15/2024 (after expiration)
  4. Explain to parent: "Your insurance expired on June 30th and wasn't renewed for this school year. The damage occurred in September, so there's no coverage. The full repair cost applies."
  5. Offer opportunity to purchase insurance for remainder of year

Result: Clarified why insurance doesn't apply, resolved parent's confusion.

Scenario 3: Beginning of Year Insurance Enrollment​

District collects insurance premiums at start of school year:

  1. Finance provides list of families who paid insurance premium
  2. For each enrolled user:
    • Open user profile
    • Click Insurance tab
    • Click Add Insurance
    • Enter details:
      • Provider: District Self-Insurance Program
      • Start: 08/01/2024
      • End: 06/30/2025
      • Premium: $75
      • Notes: Full replacement, $50 deductible
    • Save
  3. Bulk import option may be available for large enrollments

Result: All insured users documented, ready for incident processing.

Scenario 4: Lost Device - Determining Coverage​

Student reports device lost:

  1. Create loss incident
  2. Open student's user profile
  3. Click Insurance tab
  4. Review coverage:
    • Active insurance: Worth Ave Group
    • Notes: "Covers theft and loss, $100 deductible, 2 claims per year max"
  5. Review incident count for year:
    • This is first loss incident this school year
  6. Process claim through Worth Ave Group
  7. Charge user $100 deductible
  8. Insurance pays device replacement cost

Result: Insurance covers majority of cost, user pays only deductible.

Insurance and Incident Processing​

How Insurance Affects Incident Billing​

With insurance (covered incident):

  1. Incident created (damage/loss reported)
  2. Insurance coverage verified on Insurance tab
  3. Claim submitted to insurance provider
  4. Invoice created for user showing:
    • Deductible amount only (e.g., $50)
    • Note: "Insurance covering remainder of cost"
  5. User pays deductible
  6. Insurance reimburses district for repair/replacement cost

Without insurance:

  1. Incident created
  2. No insurance found on Insurance tab
  3. Full repair/replacement cost billed to user
  4. Invoice created showing full amount
  5. User responsible for entire cost

Insurance expired or incident not covered:

  1. Incident created
  2. Insurance found but doesn't apply (expired, claim limit reached, intentional damage excluded)
  3. Full cost billed to user
  4. Document reason insurance didn't apply

Editing and Deleting Insurance Records​

Editing Insurance​

When to edit:

  • Correcting coverage dates
  • Updating policy number
  • Changing provider name
  • Adding notes about coverage restrictions

How to edit:

  1. Find insurance record to edit
  2. Click Edit button
  3. Modify fields as needed
  4. Click Save

Deleting Insurance​

When to delete:

  • Record created by mistake
  • Duplicate entry
  • Insurance enrollment was refunded/cancelled

How to delete:

  1. Find insurance record to delete
  2. Click Delete button
  3. Confirm deletion
  4. Record is permanently removed
Historical Records

Consider carefully before deleting insurance records. Even expired insurance provides historical context. Only delete truly erroneous entries.

Insurance Enrollment Workflows​

Different districts handle insurance enrollment differently:

Manual Entry (Per User)​

Process:

  • Parent enrolls in insurance
  • Payment received/verified
  • Staff manually adds insurance record to user profile

Best for:

  • Small districts
  • Low insurance participation
  • Initial program setup

Bulk Import (CSV)​

Process:

  • Collect insurance enrollments
  • Create CSV file with user IDs and coverage details
  • Import all insurance records at once

Best for:

  • Large districts
  • Beginning of school year with many enrollments
  • Districts with high insurance participation

Integration with Payment Portal​

Process:

  • Parent enrolls and pays through online portal
  • Insurance record automatically created in system
  • No manual entry needed

Best for:

  • Tech-forward districts
  • Automated workflows
  • Reducing manual data entry

Tips for Using Insurance Tab​

✅ Do:

  • Check insurance status before billing damage/loss incidents
  • Update insurance records annually
  • Document deductible amounts in notes
  • Verify coverage dates match incident dates
  • Keep expired insurance records for historical reference
  • Note claim limits in insurance record notes
  • Cross-reference with Incident History when processing claims

❌ Don't:

  • Assume insurance covers all incidents (check coverage limits, exclusions)
  • Delete historical insurance records
  • Forget to renew insurance records for new school year
  • Bill full amount without checking insurance first
  • Apply insurance to incidents outside coverage dates
  • Overlook deductible requirements

Common Questions​

Q: Does insurance automatically apply to incidents? No. Insurance verification and claims processing are manual steps. When an incident occurs, staff check the Insurance tab, verify coverage, and process the claim through the insurance provider. The system doesn't automatically reduce billing based on insurance.

Q: What if insurance was purchased after the incident occurred? Typically, insurance only covers incidents that occur during the active coverage period. If device was damaged before insurance started, it's usually not covered. Check your insurance provider's policy for specifics.

Q: Can a user have multiple insurance records? Yes. Common scenarios:

  • Current year and historical records
  • Multiple coverage periods (semester-based insurance)
  • Changed providers mid-year

Only one should be active at a time for the current period.

Q: What's the difference between insurance premium and deductible?

  • Premium - Cost to purchase the insurance (e.g., $75/year)
  • Deductible - Amount user pays when filing a claim (e.g., $50 per incident)

Example: Parent pays $75 premium for coverage. When incident occurs, they pay $50 deductible, insurance covers rest.

Q: Why don't I see the Insurance tab? Insurance tracking is an optional feature. If disabled in General Settings, the tab doesn't appear. Contact your system administrator if you need insurance tracking enabled.

Q: How do I know what's covered by insurance? Check the insurance policy/plan documentation from your provider. Common coverages:

  • Accidental damage (drops, spills)
  • Theft (with police report)
  • Loss (after investigation)
  • Manufacturer defects (if not under warranty)

Common exclusions:

  • Intentional damage
  • Cosmetic damage
  • Accessories (unless specified)
  • Incidents beyond claim limit (e.g., max 2 claims per year)

Q: Can I edit insurance to extend the coverage date? Yes, if insurance is renewed. Edit the insurance record and update the coverage end date. Or add a new insurance record for the renewal period.

Q: What happens if insurance claim limit is reached? If a user has filed maximum claims allowed (e.g., 2 per year) and has another incident, they're responsible for full cost even though insurance is "active." Document this in incident notes.

Q: Do I need to track insurance premium payments here? The Premium field is optional. Some districts track it for reference, others handle payments entirely through billing system. Use whatever fits your workflow.

Q: Can parents see their child's insurance status in the parent portal? This depends on portal configuration. Typically, insurance information may or may not be visible to parents. Check with your system administrator.

Q: What if the incident exceeds insurance coverage limit? Example: Device cost is $600, insurance max is $500. Insurance pays $500 (minus deductible), user pays difference plus deductible. Document in incident and invoice notes.

Q: Should I delete expired insurance records? No. Keep them for historical reference. Expired records show coverage history, which may be relevant for questions about past incidents.

The Insurance tab provides tracking for device insurance coverage, helping districts determine when incidents are covered and streamlining the claims process. When enabled and properly maintained, insurance tracking reduces billing disputes and accelerates incident resolution.

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