If you’ve fallen ill or been injured during your trip to Japan, you may be wondering how to get reimbursed by your travel insurance. The good news: the process is straightforward if you follow the right steps and collect the right documents. This guide walks you through the entire claim process — from your first phone call to receiving your refund.
At SAKURA International Clinic Asakusa, we help international patients with travel insurance claims every day. We know exactly what documents you need, and we can prepare them during your visit so you don’t have to come back.
Step 1: Contact Your Insurance Company
Before or immediately after visiting a clinic, call your travel insurance provider. The phone number is usually on the back of your insurance card or in your policy documents (check your email for the confirmation).
How to Make an International Call from Japan
If you need to call a number outside Japan:
- From a mobile phone: Dial + (hold the 0 key), then the country code and number. For example, to call a US number: +1-800-XXX-XXXX.
- Using Wi-Fi calling or apps: If you have Wi-Fi, use Skype, WhatsApp, or your carrier’s Wi-Fi calling feature — this is often free or very cheap.
- From a hotel phone: Ask the front desk for the international dialing prefix (usually 010 or 0033).
What to tell your insurance company:
- Your policy number
- Your location (Japan)
- A brief description of your symptoms or injury
- Ask whether they require pre-authorization before treatment
- Ask if they have a preferred clinic network in Japan (most don’t)
- Ask what documents you’ll need for the claim
Some insurance companies have a 24/7 assistance hotline with multilingual support. Use it — they can guide you through the entire process and sometimes coordinate directly with the clinic.
Step 2: Visit the Clinic
Visit a clinic that can provide English-language documentation. This is critical — insurance companies typically require documents in English, and most Japanese clinics only issue paperwork in Japanese.
At SAKURA International Clinic Asakusa, we provide all documentation in English as standard. No appointment is needed — just walk in. We’re open every day from 9:00 AM to 5:00 PM, located 1 minute from Asakusa Station.
What to bring to the clinic:
- Your passport (for identification)
- Your insurance card or policy details
- Any current medications you’re taking
- A list of your symptoms and when they started
- Any specific forms your insurance company wants the doctor to fill out
Important: In Japan, you typically pay the full cost upfront and then claim reimbursement from your insurance company afterward. Very few insurers offer direct billing (cashless treatment) at Japanese clinics. Our fee is ¥55,000 all-inclusive — this covers the consultation, any diagnostic tests, and medication.
Step 3: Collect Your Documents
After your visit, make sure you receive the following documents. These are what your insurance company will need to process your claim:
- Medical Certificate (English) — A doctor’s report describing your diagnosis, symptoms, and treatment. This is the most important document.
- Itemized Receipt (English) — A detailed breakdown of all charges: consultation fee, tests, medication, etc.
- Prescription Copy — If medication was prescribed, a copy of the prescription or a note listing what was dispensed.
At our clinic, we prepare all three documents during your visit at no additional charge. If your insurance company has a specific form they want the doctor to complete, bring it with you — we’ll fill it out on the spot.
Step 4: Fill Out the Insurance Claim Form
Most travel insurance companies now allow you to file claims online. Log into your insurance provider’s website or app and look for “File a Claim” or “Submit a Claim.”
You’ll typically need to provide:
- Your personal details and policy number
- Date and location of the medical visit
- Description of what happened (when symptoms started, what treatment you received)
- Total amount paid (in JPY and/or your home currency)
- Upload fields for supporting documents
Tip: Be factual and concise in your description. Stick to what happened, when, and what the doctor diagnosed. You don’t need to write an essay — a few clear sentences are enough.
Step 5: Submit Your Documents
Upload or send the following to your insurance company:
- Completed claim form
- Medical certificate
- Itemized receipt
- Prescription copy (if applicable)
- Proof of payment (credit card statement or payment receipt)
Good news: Most insurance companies accept photos or scans of your documents — you don’t need to mail originals. Take clear, well-lit photos of each document with your phone, or scan them at a convenience store (7-Eleven, Lawson, and FamilyMart all have multifunction printers that can scan to USB or email for about ¥30 per page).
Step 6: Wait for Your Reimbursement
Processing times vary by insurance company, but most claims are resolved within 2 to 4 weeks. Some companies are faster (7–10 business days), while others may take up to 6 weeks for international claims.
If you haven’t heard back after 4 weeks, contact your insurance company’s claims department for a status update. Keep your claim reference number handy.
Helpful Tips and Common Questions
Can I Use My Credit Card’s Travel Insurance?
Yes — many credit cards (especially premium cards like Visa Gold, Amex Platinum, or Mastercard World Elite) include travel medical insurance as a benefit. Check if your card covers:
- Emergency medical expenses abroad
- The maximum coverage amount (often $50,000–$250,000 USD)
- Whether you had to pay for the trip with that card to activate coverage
The claim process for credit card insurance is the same as standalone travel insurance. Call the number on the back of your card and ask for the “travel insurance claims department.”
What About Cashless (Direct Billing) Treatment?
In some countries, travel insurance offers “cashless” treatment where the insurer pays the clinic directly. In Japan, this is very rare. The vast majority of clinics — including ours — operate on a pay-first, claim-later basis. Plan to pay upfront and submit your claim afterward.
What Does Travel Insurance NOT Cover?
Most travel insurance policies do not cover:
- Pre-existing conditions — If you had the condition before your trip, it’s usually excluded unless you purchased a “pre-existing condition waiver.”
- Routine check-ups or dental work — Travel insurance covers emergencies, not scheduled care.
- Injuries from extreme sports — Some policies exclude activities like skiing, diving, or bungee jumping unless you have an add-on rider.
- Treatment after returning home — Coverage typically ends when you arrive back in your home country.
Always read your policy’s fine print, or call your insurer to confirm coverage before your visit.
We Make the Paperwork Easy
At SAKURA International Clinic Asakusa, we understand that dealing with insurance while you’re sick and far from home is the last thing you want to worry about. That’s why we prepare all the documents you need — in English, in the format your insurance company requires — during your visit.
If your insurer has a specific claim form that needs a doctor’s signature, bring it with you. We’ll complete it before you leave. If you realize you need additional documentation after your visit, contact us on WhatsApp and we’ll arrange it.
About SAKURA International Clinic Asakusa
1-minute walk from Asakusa Station — open every day, 9:00 AM – 5:00 PM, including weekends and holidays. Walk-ins welcome.
- Languages: English, Chinese, Korean, Japanese
- Cost: ¥55,000 all-inclusive (consultation, tests, and medication)
- WhatsApp: our clinic
- Insurance documents provided: English medical certificate, itemized receipt, prescription copy