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Overview

The insurance management module allows administrators to create and maintain a catalog of insurance providers (Aseguradoras) that are accepted at your medical practice. This catalog is used when registering patients and processing claims.
Insurance providers configured here will appear in patient registration forms, allowing staff to quickly assign insurance coverage to patients.

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Accessing insurance management

1

Navigate to Insurance Management

From the main navigation menu, select Aseguradoras or the insurance management option.
2

View insurance providers

The system displays all registered insurance providers in a paginated table showing:
  • Insurance company name (Aseguradora)
  • Contact information (Contacto)
  • Active status toggle
  • Action buttons for editing and deletion

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Insurance provider information

Each insurance provider record contains the following fields:
FieldDescriptionRequired
AseguradoraName of the insurance companyYes
URLWebsite URL for the insurance providerNo
ContactoContact person, phone, or emailNo
NotasAdditional notes or important informationNo
ActivoStatus toggle (active/inactive)Yes (default: active)

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Adding a new insurance provider

1

Click Add button

In the Insurance Management page, click the Agregar button in the top-right corner.
2

Enter insurance details

Fill in the insurance provider information:
  • Nombre de la Aseguradora: Enter the full name of the insurance company (required)
  • URL: Add the company’s website if available
  • Contacto: Enter contact information (phone number, email, or contact person)
  • Notas: Add any relevant notes (coverage details, special requirements, etc.)
3

Set active status

Toggle the Activo switch:
  • Green (Activo): Insurance provider will appear in patient forms
  • Gray (Inactivo): Insurance provider is hidden from patient forms but preserved in the system
4

Save the provider

Click Guardar to create the insurance provider record.
The system automatically invalidates cached insurance data when you add a new provider, ensuring patient forms immediately display the updated list.

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Editing insurance providers

To modify an existing insurance provider:
1

Locate the provider

Use the search bar to find the insurance provider by name.
2

Open edit form

Click the pencil icon in the Actions column for the provider you want to modify.
3

Update information

Modify any of the following:
  • Insurance company name
  • Website URL
  • Contact information
  • Notes
  • Active/inactive status
4

Save changes

Click Actualizar to save your modifications.
Changes to insurance providers are immediately reflected in patient registration forms. Ensure information is accurate before saving.

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Managing insurance status

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Active vs. inactive providers

The active status toggle controls whether an insurance provider appears in patient forms:

Active (Activo)

  • Provider appears in patient registration dropdowns
  • Can be assigned to new and existing patients
  • Fully operational for billing and claims

Inactive (Inactivo)

  • Provider hidden from patient forms
  • Existing patient associations preserved
  • Useful for discontinued partnerships

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Quick status toggle

You can change an insurance provider’s status directly from the table:
  1. Locate the provider in the list
  2. Click the toggle switch in the Estado column
  3. The status updates immediately:
    • Green toggle (right position): Active
    • Gray toggle (left position): Inactive
Status changes are automatically synchronized with the patient form cache. Forms will immediately reflect the updated insurance provider list.

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Searching insurance providers

The insurance management interface includes a search feature:
  • Type in the search box to filter providers by name
  • Search is case-insensitive
  • Results update in real-time as you type
  • Pagination resets to page 1 when searching

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Pagination

The insurance provider list displays 10 providers per page:
  • Use Anterior and Siguiente buttons to navigate
  • View current range and total count at the bottom of the table
  • Pagination controls adjust based on search results

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Deleting insurance providers

Deleting an insurance provider is permanent and cannot be undone. Consider setting the provider to inactive instead.
To delete an insurance provider:
1

Click delete icon

Click the trash can icon in the Actions column for the provider you want to remove.
2

Confirm deletion

A confirmation modal appears with the message: “¿Está seguro de que desea eliminar esta aseguradora? Esta acción no se puede deshacer.”
3

Complete deletion

Click Eliminar to permanently delete the provider, or Cancelar to abort.
Best practice: Set insurance providers to inactive rather than deleting them. This preserves historical data for patients who were previously covered by that provider.

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Business unit association

Insurance providers can be associated with specific business units:
  • Field: idBu (Business Unit ID)
  • Optional association
  • Allows different locations to accept different insurance providers
  • Useful for multi-location practices with varied contracts

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Integration with patient forms

The insurance management module directly integrates with patient registration:

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How it works

  1. Active providers only: Patient forms display only insurance providers with Activo status set to true
  2. Real-time updates: Changes to insurance providers automatically invalidate the form cache
  3. Query key: The system uses the activeInsurances query key for caching
  4. Automatic refresh: Patient forms fetch updated insurance lists when the cache is invalidated

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Cache invalidation

The system automatically invalidates cached insurance data when:
  • A new insurance provider is created
  • An existing provider is updated
  • An insurance provider is deleted
  • Provider status is toggled
This ensures patient forms always display current, accurate insurance options.

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Data storage

Insurance provider data is stored in the tcAseguradora table: 
Table: tcAseguradora
- idAs (Primary Key, Text)
- Aseguradora (Text, Required)
- URL (Text, Optional)
- Contacto (Text, Optional)
- Notas (Text, Optional)
- Activo (Boolean, Required)
- idBu (Text, Optional - Business Unit reference)
- updated_at (Timestamp, Auto-updated)

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Best practices

Complete contact info

Include phone numbers, email addresses, or contact person names to help staff quickly reach insurance representatives.

Use notes field

Document important details like coverage limitations, pre-authorization requirements, or billing procedures.

Regular audits

Review insurance provider list quarterly to deactivate providers your practice no longer works with.

Descriptive names

Use full, official insurance company names to avoid confusion (e.g., “Seguros Atlas” instead of just “Atlas”).

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Common use cases

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Seasonal insurance changes

Some practices accept different insurance providers during certain times of year:
  1. Set the provider to Inactivo when not accepting new patients with that insurance
  2. Reactivate when the contract period begins again
  3. Historical patient data remains intact

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Discontinued partnerships

When your practice stops accepting an insurance provider:
  1. Set the provider to Inactivo instead of deleting
  2. Add a note explaining the discontinuation date and reason
  3. Existing patients retain their insurance association for historical records

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Multi-location insurance coverage

For practices with multiple locations accepting different insurance:
  1. Create insurance provider records for each accepted company
  2. Use the idBu field to associate providers with specific business units
  3. Patient forms can filter insurance options based on the selected location

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Troubleshooting

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Insurance not appearing in patient forms

Issue: Newly added insurance provider doesn’t show in patient registration Solution:
  • Verify the Activo status is enabled (green toggle)
  • Refresh the patient form page
  • Check browser console for cache invalidation confirmation

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Cannot delete insurance provider

Issue: Error message appears when trying to delete Solution:
  • Provider may be in use by existing patients
  • Set provider to Inactivo instead
  • Contact your database administrator if deletion is absolutely necessary

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Search not working

Issue: Search doesn’t filter insurance providers Solution:
  • Ensure you’re typing in the search box with the magnifying glass icon
  • Search only filters by insurance provider name (Aseguradora field)
  • Try partial matches (e.g., “Atlas” instead of full name)

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“Error al cargar aseguradoras”

Issue: Error message when loading insurance list Solution:
  • Refresh the page
  • Check your internet connection
  • Verify you have proper permissions to access insurance management
  • Contact your system administrator if error persists

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