How to Submit a Healthcare Claim (Declaratie)
Step-by-step guide to claiming back healthcare costs from your Dutch insurer — when you need to, what to prepare, and how to avoid common mistakes.
Do You Actually Need to Submit a Claim?
Usually, no. Most Dutch healthcare providers bill your insurer directly — you walk in, show your insurance card, and that's it.
But sometimes you pay upfront and claim it back (this is called a declaratie). That happens when:
- You have a restitutie policy (reimbursement-based, not network-based)
- You saw a provider outside your insurer's network
- You got care abroad — inside or outside the EU
- Your provider doesn't bill insurers directly (common with therapists and small practices)
- You paid for medication at a foreign pharmacy
If you're not sure which situation applies, check your policy or call your insurer. They'll tell you.
What You'll Need
Gather these before you start:
- The invoice (nota or factuur) from the provider, showing:
- Provider's name and practice details
- Date of treatment
- What was done
- How much it cost
- AGB code (a Dutch provider registration number — your provider knows this)
- Proof of payment — a bank statement or receipt, especially for care abroad
- Referral letter from your huisarts, if the treatment needed one
- For foreign care: sometimes a translated invoice or medical summary
Pro tip: Snap a photo of every invoice and receipt right away. Paper gets lost. Phones don't (usually).
Three Ways to Submit
1. Your Insurer's App ⭐ Fastest
Most Dutch insurers have an app. Open it, find "Declaratie" or "Claims," photograph your invoice, fill in a few fields, submit. Done. Processing usually takes 5–10 business days.
2. Online Portal
Log in to your insurer's website (Mijn omgeving), go to the claims section, and upload your invoice. Same idea as the app, slightly less convenient.
3. Paper Form 🐌
Download the declaratieformulier from your insurer's website, fill it in by hand, attach invoice copies, and mail it. Expect 2–4 weeks. Only use this if you have no other option.
How Much Do You Get Back?
It depends on your policy:
| Policy type | What you get back |
|---|---|
| Natura (went out of network) | 60–80% of the Dutch market rate |
| Restitutie | Usually 100% of the Dutch market rate |
| Care abroad (EU) | Reimbursed at Dutch rates — if it cost less, you get the full amount; if more, you get the Dutch rate |
Not sure what type you have? It's on the front page of your policy document, or just ask your insurer.
Tips for a Smooth Claim
- Submit quickly. You technically have 3 years, but don't wait. Do it the same week.
- Check the invoice has all the required details before uploading — missing info is the #1 reason for delays.
- Use the app if your insurer has one. It's faster and you get status updates.
- Keep copies of everything.
- Claim rejected? Don't panic — call your insurer. It's usually a missing detail that's easy to fix.
Mistakes That Slow Things Down
- Submitting without a referral letter when the treatment required one
- No proof of payment for care received abroad
- Assuming everything is covered — check your policy before expensive treatments
- Waiting months to submit — by then you've lost the receipt and forgotten the details