Understanding the LTCi Claims Process: Step-by-Step Guide

The Long-Term Care Insurance Company Claims Process (and How We Help)

Filing a claim with your LTCi company can feel like jumping through hoops, but we’re here to make it easier. We get it—it’s complicated, time-consuming, and often overwhelming. At CareWorks, we know the system inside and out because we’ve been on the other side. We used to conduct RN assessments for LTCi companies, so we understand exactly what they’re looking for and the tactics they use to delay decisions.

Here’s the deal: knowing how LTC insurance claims work can help you avoid unnecessary headaches and get the benefits you deserve faster. Let’s break it down step by step.

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The LTC Insurance Claim Process

Here’s what typically happens:

Step 1: Initial Call and Policy Review (1 Hour)
The process starts when you call your insurer to open a claim. You’ll verify your benefits and review your policy details. Don’t stress—we join you on this call to make sure all the important info is covered.
Step 2: Insurer Sends Claim Forms (3-10 Days)
The insurer will send you a claim packet to complete. Want to skip the wait? Use our LTCi Claim Form Library to download the forms and get started right away.
Step 3: Submit Forms and Documentation
The insurer will need completed claim forms, doctors’ notes (sometimes), care provider information, Power of Attorney (POA) if this applies, etc. This is where we step in—our SimpliClaim Team collects, submits, and manages all the paperwork for you.
Step 4: RN Assessment Scheduled
The insurer arranges for an RN to assess your ability to perform ADLs (like bathing or dressing) and check for cognitive impairments. This evaluation determines eligibility and recommends care hours. The RN uses a form that can be 20-35 pages long, but we’ll help you prepare so nothing gets missed.
Step 5: RN Assessment Submitted
The completed assessment and care plan go to the insurer. Their case manager reviews it to decide how many hours of care to approve.
Step 6: Delays and Clarifications
This is where things can slow down. Insurers might ask for more documents or blame “management approval” delays. We know how to keep things moving and submit everything they need upfront to avoid excuses.
Step 7: Claim Decision (1 Week to ?)
The insurer will approve, deny, or partially approve your claim. If it’s denied or incomplete, we dig into the reasons and work to resolve the issues.
Step 8: Care Notes and Invoices
This is the tricky part—insurers often look for reasons to deny payments here. Our proprietary process ensures all care notes and invoices are accurate and complete to avoid unnecessary delays.
Step 9: Payment Processing (4-6 Weeks)
Even approved claims can take weeks to pay out. If payments are partial or delayed, we figure out the issue and submit what’s needed to get things moving.

Let us take it from here—File your claim today!

FAQs About Payment of Benefits Not Being Paid or Fully Paid

Here are some frequently asked questions to help you understand and address these issues:

Why was my LTCi claim denied?
Claims can be denied for various reasons, including incomplete documentation, not meeting policy eligibility requirements, or the RN assessment doesn’t find help is needed with 2 ADLs or cognitive impairment. It’s crucial to review the denial letter carefully to understand the specific reasons.
Why isn’t my LTCi benefit being paid?
Sometimes insurers withhold payments due to missing documents, at least two ADLs are not checked off or matching care plan in care notes, missing signatures, invoices don’t match care logs, unresolved questions about eligibility, or more. Double-check that all required paperwork has been submitted. If everything is in order, the delay could be due to internal processing issues—or, frankly, stalling tactics.
What should I do if my benefits aren’t fully paid?
Start by reviewing the Explanation of Benefits (EOB) to see why the full amount wasn’t paid. It might be due to policy limits, missed documentation of ADLs/ IADLs, incorrect billing details, or errors on the insurer’s side. Or, the LTCi requires a new assessment or care plan from your provider. If it doesn’t add up, contact your insurer to clarify. We can help investigate and resolve the issue for you.
How can I get my insurer to process payments faster?
Submit care notes, documents and invoices every Monday by 12pm. Get yourself on a submission schedule so if payments slow down or stop, you know relatively soon and where it happened. Insurers are quick to use “missing information” as a reason for delays. If there’s no valid reason for the hold-up, we suggest filing a complaint with your state’s insurance commissioner to get their attention. Document every call, who you spoke with, time, instructions the claims rep asked you to do, track all documents with confirmation of acceptance.
What if the long term care insurance company keeps asking for the same documents over and over?
This is a common stalling tactic. Keep detailed records of everything you’ve submitted and the dates. Treat every claim for payment submission as if it’s the first time you have ever interacted with the LTCi. Resend the requested documents and let them know you have proof of earlier submissions. We help track and manage this to avoid unnecessary back-and-forth.
Can I take action if my claim payment is denied or delayed without reason?
Yes, you can. First, you can appeal by submitting a reconsideration. If the insurer is unresponsive or unjustly withholding payment, you can escalate by filing a formal complaint with the insurance commissioner in your state. In some cases, legal action may be an option if their actions violate your policy terms.

If you’re In Orange County, CA and dealing with unpaid or partially paid benefits, CareWorks SimpliClaim Services is here to help. We handle the follow-ups, paperwork, and disputes, so you don’t have to. Let’s get your benefits back on track!

When LTC Insurance Denials Lead to Lawsuits: What You Should Know

Long-term care insurance denials have led to some big lawsuits against major insurers. For example, Continental Casualty, usually called CNA, refused to cover more than 49 hours a week, despite O’Brien’s doctor deeming it medically necessary. Here’s a list of long-term care insurance lawsuits being monitored by Dentons law firm: LTC Insurance Litigation Survey.

If your claim has been denied, it’s worth digging into your policy details and considering legal help to push back. These cases show you’re not alone—and that insurers don’t always get the last word.

We Handle the Hard Part, So You Don’t Have To

From start to finish, we’re in your corner. CareWorks’ SimpliClaim Services simplify the entire claims process, so you can focus on your family instead of fighting insurance headaches.

We take the stress out of this process by managing every step for you. Our team knows the tricks insurance companies use and how to overcome them. With our SimpliClaim Services, we:

Prepare you for RN assessments, so you know what to expect.
Handle all the paperwork and submissions to avoid delays.
Follow up with the insurer to keep your claim on track.
Advocate for you to ensure you get the benefits you’re entitled to.

If you’re in Huntington Beach, Laguna Hills, or anywhere in Orange County, we’re here to help. Don’t let the process overwhelm you—let’s make it simple and straightforward.

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