FeaturesProduct capabilityLimits apply
Track insurance claims by hand: from invoice to settlement, with a history of every step
DrOnlineIQ lets a clinic prepare an insurance claim from an invoice, split it between the insurer's share and the patient's share using the terms the clinic has stored, and then follow the claim: submission, the insurer's answer, rejection and resubmission, and payments. It is manual. The product sends nothing to any insurer: the clinic hands the file over in the way that insurer accepts it and records here what happened.
Create a free 14-day trial account with demonstration data, or ask for a demo. Do not enter real patient data during the trial.
Who it serves and what it solves
A clinic with insured patients
Each insurer has a record in the clinic with its terms, the documents it asks for and how to submit. Each patient has a policy with a member number, a plan name and a validity period.
A desk that is asked: what does the patient pay?
When a claim is prepared, the insurer's share and the patient's share show before you save. If the clinic has stored no terms for that insurer, the product does not guess a percentage: the clinic types the expected amount.
An accountant chasing what is owed
A report shows what is still owed by each insurer, by the age of the claim since it was submitted. The claim page shows charged, approved, received and still owed.
An owner who wants a trail for every step
A claim's history cannot be edited or deleted: who created it, who submitted it, what the insurer answered, which payment was recorded and when.
A realistic day
Set the insurer up once
On the Insurers page the clinic records the name, phone and e-mail, the share the insurer pays and its ceiling per claim (if they are known), the documents it asks for, and how to submit (portal address, e-mail or paper). If the percentage is left empty, the product assumes nothing.
The patient's policy
On the Billing tab of the patient's file a policy is added: the insurer, member number, plan name, valid from and until, and whether it is primary or secondary.
From the invoice to the claim
After an invoice is issued, reception presses Claim from insurer, chooses the lines to claim and the policy, and the working shows Insurer pays and Patient pays. The invoice lines are copied into the claim, so no amount is typed twice, and the file gets a number such as CLM-20261025-0001.
Documents, then Ready to submit
Files (PDF, JPG, PNG or WebP) are uploaded under the document types the insurer asks for. The claim becomes Ready to submit only when that list is complete, or when someone writes a reason, which stays in the history.
Hand it over, then record it
The clinic gives the file to the insurer itself. Then it presses Record submission, chooses the way (the insurer's portal, e-mail, paper or another way) and writes the insurer's reference, if any, and the date.
The insurer's answer, line by line
When the answer arrives, the clinic records it for each line: the approved amount and the reason for any reduction, or a rejection with a reason code and the text the insurer wrote. The answer can be recorded once.
Rejection and resubmission, or payments
A rejected claim is either closed, if the clinic accepts the rejection, or resubmitted as a second attempt with a number ending in R2, after writing what was corrected. When money arrives, each payment is recorded until the claim is Settled.
Who does what
- Reception
- Prepares claims from invoices, adds patients' policies and the insurers, uploads documents, and records the submission, the insurer's answer and the payments.
- Practitioner
- Reads claims only. Any change from a doctor is refused.
- Cashier
- The accountant role (shown here under this heading) works with claims as reception does: prepares, follows, records payments and reads the report of what is owed.
- Owner
- Can do all of the above and decides which insurers the clinic works with and on what terms.
What the product does today
A record of insurers and of patients' policies. Each insurer has an optional share and ceiling, a list of documents and a note on how to submit. A policy can carry its own terms, which take precedence over the insurer's. One active primary and one active secondary policy per patient.Limits apply
Manual claim tracking: there is no direct connection to any insurer, and the file is handed to the insurer in the way that insurer accepts.
A claim from the lines of an issued invoice, with the insurer's share and the patient's share. The calculation is rounded once on the total and spread over the lines, and a ceiling is applied if there is one. With no stored terms there is no estimate and the amount is typed. A line can be in only one live claim.Limits apply
Manual claim tracking: there is no direct connection to any insurer, and the file is handed to the insurer in the way that insurer accepts.
A number for every claim in the form CLM-date-sequence, never repeated within a clinic even when twenty claims are created at the same moment. A resubmission keeps the number and adds R2, then R3.Limits apply
Manual claim tracking: there is no direct connection to any insurer, and the file is handed to the insurer in the way that insurer accepts.
A path of statuses guarded by the database itself, not only by the screen: Draft, Ready to submit, Submitted, Approved or Partly approved or Rejected, then Partly settled, then Settled or Closed, and also Void and Resubmitted. A claim cannot jump from Draft to Approved, and it cannot be edited once it is ready or sent.Limits apply
Manual claim tracking: there is no direct connection to any insurer, and the file is handed to the insurer in the way that insurer accepts.
Documents kept in private storage, opened only after signing in and only within their own clinic, up to 10 MB a file. The files of a claim that was sent stay with it, and a new file, such as the insurer's letter, can still be added.Limits apply
Manual claim tracking: there is no direct connection to any insurer, and the file is handed to the insurer in the way that insurer accepts.
The insurer's payments are recorded on the claim in parts, with what the insurer deducted and what the clinic writes off. The payments never add up to more than the approved amount, even when several people record at once, and a recorded payment cannot be edited.Limits apply
Manual claim tracking: there is no direct connection to any insurer, and the file is handed to the insurer in the way that insurer accepts.
A printable claim sheet with the clinic, the patient, the lines and a place for signature and stamp. It says on its face that it is not an electronic submission and has not been sent to the insurer.Limits apply
Manual claim tracking: there is no direct connection to any insurer, and the file is handed to the insurer in the way that insurer accepts.
An Owed by insurers report: what was submitted and is not fully settled, per insurer, by age since submission (up to 30 days, 31 to 60, 61 to 90, over 90) and per currency. The invoice page has an Insurer's portion section.Limits apply
Manual claim tracking: there is no direct connection to any insurer, and the file is handed to the insurer in the way that insurer accepts.
The statuses of a claim, as they appear on screen
The status changes when the clinic records an action, and the page shows the next step.
- Draft: the lines and documents are checked
- Ready to submit: the documents are complete, or a reason for what is missing is written
- Submitted: the clinic handed it over and recorded the method and the reference
- Approved, Partly approved or Rejected: according to the insurer's answer
- Rejected, then Resubmitted: a new attempt linked to the first, or Closed if the clinic accepts the rejection
- Partly settled, then Settled: according to the payments recorded
- Closed: ended with a reason written, and whatever is left is written off
- Void: as long as no money has arrived, and its lines can be claimed again
Setting up and moving over
What you need before it works
- A private file store connected to your deployment. Until then every upload answers with a clear error and nothing is stored.
- Start by recording the insurers the clinic works with, then the policies of insured patients. If you do not know an insurer's terms, leave the share empty: the product does not assume a percentage.
- A claim is built on an issued invoice, so the clinic needs to be working with invoices in DrOnlineIQ first.
- Everything runs in the browser. You need a printer only to print the claim sheet, and private file storage set up on the clinic's platform for documents to upload; if it is not set up, the product refuses the file and says so. Try uploading one file before you rely on it.
- No import of claims from other software or from a notebook is described here. Start new claims from their invoices, and follow old open ones by preparing a claim for their invoice.
- Insurance claims are not available for beauty and non-medical service businesses.
Limits worth knowing
- The product sends nothing to any insurer, and has no integration with any insurer, its own forms or its tariff lists. The clinic hands the file over in the way the insurer accepts (its portal, e-mail or paper) and records what happens.
- A recorded payment cannot be reversed or edited. If a payment within the approved amount was entered wrongly, the way out today is to close the claim with a reason and a note.
- What the insurer pays is recorded on the claim, not as a payment on the invoice, so it does not enter the cash book, the invoice status or the income reports. The patient's portion stays on the invoice and is collected with the usual payments.
- There is no coordination between two insurers: each line is in one live claim. A claim closed with nothing approved frees its lines so another insurer can be claimed, but the product does not work out the second insurer's share from what the first paid.
- The claim sheet has been viewed on screen only, not checked on paper. Print one sheet and look at it before you rely on it.
- Claim lists are cut at 300 rows with no paging; use search and the status or insurer filter.
- An insurer's ceiling is in the clinic's currency; on a claim in another currency the share is typed.
Questions
Does DrOnlineIQ send the claim to the insurer?
No. There is no connection to any insurer and no electronic submission. The claim is prepared and printed or saved here, the clinic hands it over itself in the way the insurer accepts, and then records the submission here.
Does the product know our insurer's rates?
It knows only what the clinic records: the share the insurer pays and its ceiling, on the insurer or on the patient's policy. If nothing is recorded it gives no estimate, and the clinic types the expected amount.
Who can work with claims?
The owner, the accountant and reception prepare and record. A doctor reads only and cannot change anything. Another clinic's claim does not exist for this clinic; it is not merely forbidden.
What happens when the insurer rejects a claim?
The clinic records the rejection with a reason code and the insurer's text. Then it either closes the claim and accepts the rejection, or resubmits after writing what was corrected. That makes a new attempt with a number ending in R2, with the same lines and files, and the first attempt stays in the history as it was.
Does the insurer's payment show in the cash book or on the invoice?
No. It is recorded on the claim, and the invoice page shows the insurer's portion, what was received from the insurer and the patient's portion in a separate section. Insurers' payments are not posted to the cash book today.
Can two insurers cover one patient?
A primary and a secondary policy can be recorded, but each line is in one live claim at a time and the product does not work out the coordination between two insurers. If the first claim is rejected and closed with nothing approved, its lines are free for the other insurer to be claimed.
How do I see how much insurers owe us?
In the Owed by insurers report: for each insurer, what was submitted and is not fully settled, by age since submission and per currency, so two currencies are never added together.
Price
Plans are annual. Prices are read from the same list that checkout uses.
Essential
499,000 IQD
/ year
Professional
699,000 IQD
/ year
Business
1,200,000 IQD
/ year
Enterprise
By agreement
Try it in your own practice
Create a free 14-day trial account with demonstration data, or ask for a demo. Do not enter real patient data during the trial.
Content last updated: 2026-10-24