Medical Insurance and Insured Members
Why this matters
If you take members whose insurer or employer pays for them, the money arrives late — and from someone who is not standing in front of you. That creates two problems a paper book handles badly.
The first is finding out too late that cover has run out. A member says their insurer covers them and the front desk waves them through. Nobody checks the card in the drawer. Three weeks later the insurer refuses the claim. Now you are asking a member for the 120,000 TZS they genuinely believed was covered — for training they have already done.
The second is your takings figure lying to you. Record an insurance-funded membership as a normal sale and your day looks like money came in when nothing did. Record nothing and the membership does not exist. Owners end up with a shadow list of "insurance ones" on a separate page, which is exactly the sort of thing that gets lost.
Kazafit holds the insurers you accept and every member's policy with its expiry date, and lets you sell a membership against a policy. The member starts training immediately, while the bill stays open with the insurer named against it. Your takings figure stays honest, because an insurance sale is not counted as cash until you mark it paid.
What you can do
- Keep one tidy list of the insurers you accept. Your front desk picks Jubilee from a list instead of spelling it three different ways across three members. The Insurance Providers tab holds the list; the Add Provider box is headed "Insurance companies you work with".
- Switch an insurer off without deleting the history. Each insurer has an "Active and available for selection" tick. Untick it and it shows as "Not available" — the past cover records stay.
- Record who is covered, by whom, under what number. The Members Cover tab shows the member, their policy number, the insurer, whether the policy is active, and the cover dates.
- Spot dead cover on the Members Cover list. Any cover date that has already passed turns red on the row, so you can see a lapsed policy there before you go to sell against it.
- Find a policy fast. Filter the cover list by member, by policy number, by active or not active, or by insurer, and page through it.
- Bill a membership to the insurer. When you sell or renew for a member who has cover on file, a blue "Medical Insurance Detected" panel appears. Tick the insurance box and pick the policy. The member starts training today, and Kazafit ties the bill to that policy and leaves it unpaid.
- See which bills are sitting with an insurer. Invoice Report has an Insurance Details column showing the insurer name against the invoice.
How to get started
Two things have to exist first. The member must already be in your member list, and the insurer must be on your list before you can record anyone's cover with them. So set up the insurers first.
- Open Medical Insurance from the left menu — it sits under Money & Reports.
- Switch to the Insurance Providers tab and press Add Provider. Type the insurer's name (the box suggests "For example: Jubilee Insurance"), leave the active tick on, and press Register Provider. You will see "Medical insurance provider created". Repeat for every insurer you accept.
- Go back to the Members Cover tab and press Add Member Policy.
- In Member Identification, start typing the member's name and pick them from the drop-down list.
- Choose the Insurance Provider, then type the Policy Number (the box suggests "For example: ABC-990-112").
- Set Effective FROM and Effective UNTIL — these are the cover dates you read off the member's card.
- Leave Policy is currently active and eligible for claims ticked, and press Add cover.
- Next time you create or renew that member's membership on the Subscriptions screen, the insurance panel appears on its own. On a new subscription the box is labelled Apply Insurance Coverage; on a renewal the same box reads Pay with medical insurance. Tick it, choose the policy from Select insurance policy..., and finish the subscription as normal.
- Open Invoice Report and you will see that invoice with the insurer named in the Insurance Details column.
Good to know
Kazafit does not talk to any insurer. Nothing is submitted, checked or claimed. This is your own record of what the member told you and what their card says. You still deal with the insurer exactly as you do today.
Nothing tracks whether the insurer has paid. When the money lands, marking that invoice as settled is a manual job. Kazafit will not do it for you, and it will never remind you that you have not.
The unpaid amount is recorded against the member, not the insurer. Kazafit books the full membership cost as member debt, so insured members show up on your debt list and in your debt totals alongside genuine late payers. There is no flag separating "waiting on an insurer" from "member owes you". Check the Insurance Details column on the invoice before you chase anyone.
Cover dates are only as good as your typing. Nothing checks them. Type the wrong expiry and the red date will not appear when it should.
Nothing chases an expiry. No reminder goes to you or the member when a policy is about to run out. You have to look at the list.
Nothing stops you billing an expired policy. The insurance panel on the Subscriptions screen lists every policy on file, including expired and inactive ones, showing only the insurer and policy number — no dates, no warning colour. Kazafit will attach a lapsed policy to an invoice without a murmur. Check Members Cover first.
Active and expired are unrelated. The Active tick is something you set by hand; nothing turns it off when the expiry date passes. A row can show a green Active badge next to a red expired date at the same time, and the "Active only" filter will still return it.
You need the Pro plan or higher. On Basic, Medical Insurance opens to a locked screen telling you which plan turns it on. Upgrading is a phone call to Kazafit, not a button — see Your Kazafit Plan and Billing.
The insurer list is owner-only. The Insurance Providers tab, and adding, editing or deleting insurers, is visible only to the owner account. Managers and front-desk staff can open Members Cover and save a record, but the Insurance Provider drop-down comes back empty for them — reading the insurer list is owner-only — so they cannot attach an insurer to it. In practice, the owner has to create or fix any cover record that needs an insurer on it.
A few things that do not work the way you would expect:
- On the Insurance Providers search, if you type a name and choose active or inactive, Kazafit uses the name and quietly ignores the active/inactive choice. Use one or the other, not both.
- The Members Cover filters have no date boxes, so you cannot ask for "policies expiring next month". You can only read expiry dates off the rows.
- Deleting an insurer does not remove the member policies you saved under it — it silently blanks the insurer on every one of them. Those rows then read "Unknown provider", and past invoices lose the insurer name too, with no way to get it back except editing each record by hand. Switch the insurer to inactive instead of deleting.
You cannot add a policy from the Subscriptions screen. The insurance panel only appears if that member already has cover saved. If it is missing, you have to leave, record the cover, and come back.
The Status column says "Unknown" on these invoices. The invoice is correctly held as unpaid and awaiting insurance, but on Invoice Report the Status column shows "Unknown" for it rather than a plain description. This is the same quirk described in Invoices and Branded Receipts. Read the Insurance Details column instead — if an insurer is named there, that bill is waiting on them.