User guide · Employees and account holders submitting or following a claim
Submit and track a claim in the Wellbytes app
Submit a claim in the Wellbytes app by choosing the covered person and benefit, entering the expense details, uploading readable documents and reviewing before Confirm. Then use Claim Management to check the status, inspect details and read any decline reason.
Before you start
- An account with access to the relevant benefit and the employer’s plan summary.
- The correct covered person, service type, claim amount and service date.
- An itemized receipt or invoice and any required prescription, certification or other supporting evidence.
- The other insurer’s benefit statement when claiming an eligible amount left unpaid by insurance.
- The plan’s coverage dates, available allowance and claim-submission deadline.
At a glance
From expense details to a claim you can follow
Enter the claim
Choose the person and benefit, then add the service, amount, date and documents.
Review and confirm
Check every field and readable image before completing submission.
Track the result
Use Claim Management for review, transfer status and any decline reasons.
Choose Submit A Claim
Open the app and select Submit A Claim in the illustrated interface. Follow the current official app labels if your screen differs.
Prepare a claim for an expense already incurred under the plan’s effective dates. An active login alone does not confirm that a particular expense or amount is eligible.
Select the covered person and benefit
Choose yourself or the eligible covered dependant whose expense you are claiming. Check the dependant’s record first if their eligibility or review status is unclear.
Select the actual benefit type available in your plan. A Health Spending Account (HSA), Wellness Spending Account (WSA) and separate insurance can have different expense and tax rules.
Enter the expense information
Select the appropriate service type and enter the amount you are requesting. Use the date the service was received for the service-date field.
Check the eligible-expense and plan requirements for that service before continuing. If another insurer paid part of the expense, claim only the eligible unpaid amount and include its benefit statement.
Upload readable supporting documents
Upload the itemized receipt or invoice and any prescription, certification or other evidence required for the particular expense. Check that every image is readable.
A doctor’s note does not make an otherwise ineligible purchase eligible. Use the expense directory and your plan information to check conditions before submitting.
Review the claim and select Confirm
Check the covered person, benefit, service type, amount, service date and uploaded images. Select Continue when the information is complete and accurate.
Perform the final review and choose Confirm to finish submitting. Check the app for the submitted record; avoid creating a duplicate while checking whether the first submission succeeded.
Find the submitted claim
Return to the main screen and open Claim Management. The illustrated interface shows claims for the default viewing service.
Use All or the status tabs beside it to narrow the list. Check the relevant service and filter if you cannot immediately find the record.
Open Details and any decline reason
Select Details for the claim you want to inspect. Review the information recorded for that submission.
For a Declined claim, open the Reason(s) tab. Use the stated reason when checking the expense, documentation or plan requirements; ask support which next action applies rather than assuming a particular resubmission process.
Understand the four claim statuses
Wellbytes reviews submitted claims against eligible-expense requirements, participant coverage, plan limits and supporting documents. Approved reimbursements proceed to the employee’s verified bank account when the required employer funding and payment-processing steps are in place.
The illustrated app uses the following status labels. In particular, approval and a completed bank transfer are separate stages.
| Status | Meaning in the illustrated workflow |
|---|---|
| Pending | The claim was submitted and is waiting for review. |
| Declined | The claim was denied; inspect Details and the Reason(s) tab. |
| Approved | The claim was approved and is awaiting the final bank transfer. |
| Completed | The claim was approved and the final bank transfer is complete. |
Check coverage dates and deadlines
The service date, plan eligibility period and submission deadline are different checks. Review them even when an allowance is still displayed.
Year-end carry-forward, termination-use and claims-submission rules depend on the employer’s accepted plan. Ask the plan administrator about an unclear date before relying on a claim being payable.
Follow payment and notifications securely
Check the app and the contact channels enabled for your account for updates. Notification availability and delivery depend on the current settings and service terms.
A reimbursement also requires the selected verified bank account and applicable employer funding. Keep receipts and medical documents in the official claim or authorized support process rather than posting them publicly.
Before you finish
- The intended claim appears in Claim Management without a duplicate.
- The covered person, amount, service date and documents are correct.
- You understand the current status and can find the claim’s Details.
- Any decline reason or request for information has a clear next action.
Resolve a problem
| What you see | What to check |
|---|---|
| You cannot find a submitted claim. | Check the relevant service, All filter and submitted record before creating another claim; contact support if submission remains unclear. |
| The claim is Declined. | Read Details and Reason(s),check the stated requirement and ask support how to address that specific issue. |
| The claim is Approved but payment has not arrived. | Check whether the status has reached Completed and verify the selected bank account; ask support about the applicable funding or transfer step. |
| A notification did not arrive. | Check the app’s claim record and your enabled contact settings rather than treating a missing message as a claim decision. |
