European YEP Insurance

A Rotary International compliant insurance package

Claims procedure (2)

Rotary Youth Exchange Program claims procedure 2014/2015 
(applicable for INBOUND and OUTBOUND Students)

There are 4 types of claims for one claims form to be fullfiled (download).
The information hereunder will help you to complete the Ace claims form.

Section 1 of the claims form

Don’t forget to mention

  • the insurance contract number BEBST.....  mentioned on the Insurance Policy you received by mail after payement of the premium on line.
  • the full bank account number Iban and BIC code where the repayment can be made.

Section 2 of the claims form

The general rule is that Insurer Ace reimburses the covered medical costs after the allowance refunded by the health fund of the student or any other Insurance contract. Additional info under section 4.

Section 3 of the claims form

Short summary of what happened, mainly to use for damages to third parties or in case of theft.

Section 4 of the claims form

  •          Prepare 2 files (one for Ace Europe and a copy for you) with the proven of amounts to be reimbursed  (claims forms Ace, detailed account of costs paid, scan of the original bills) and mail it or send it to: This email address is being protected from spambots. You need JavaScript enabled to view it. or Ace Europe: 9-31 avenue des Nerviens Box 7, 1040 Brussels, Belgium
    Also mention the number of your home Rotary district:
  • start date of your YEP program                                                                                          -   the circumstances of what happened (where, when, how, whom)                                -  for Theft claims: copy of theft declaration to local policy COMPULSORY

Point 4 of the claims form:  important instructions complementary to information to provide

                      a. Accident/Illness WITHOUT HOSPITALIZATION:

     (by hospitalization insurer means overnight stay or one day clinic operation).

    • The accident/disease claims form has to be filed in and signed by a medical authority.
    • The medical costs have to be paid directly and in full by the YEP Student.
    •  Please verify  before your departure if your basic mutual healthcare cover effectively  offers reimbursement of  medicals costs made in your country of destination.                                   °If NO: asks them a written confirmation (to be added to your file for Ace Europe).                   °If YES: send all proofs payment of the bills to your parents so they can manage their reimbursement  with their basic mutual healthcare cover.

Ace Europe will pay the proven non-reimbursed amounts less the deductible if applicable.

·       Prepare a file with the non-reimbursed amounts (medical claims form ,  general claims forms, detailed account of medical costs paid, scan of the original bills) and mail it or send it to: :   This email address is being protected from spambots. You need JavaScript enabled to view it.                                                             Ace Europe : 9-31 avenue des Nerviens Box 7 1040 Brussels  Belgium             Mention also :   -    the number of your home Rotary district                                                                   -    the start date of your YEP program

  a’ Accident/Illness  WITH HOSPITALIZATION

·      In case of hospitalization( overnight or one day clinic operation) we advice you to          contact  ACE Assistance (multilingual call center 24h/24) : +32 2 541 9131 

    • Prepare the following information:Product code number: 000 50 42 381 and the insurance policy number you received when you applied for the Ace Insurance cover.                      Your identity and phone numbers to join in case of emergency 
    • IMPORTANT: express formally to Ace Assistance  at the moment of your entry to the hospital that Ace Europe confirm to the hospital the direct payment of the hospital expenses.          Ace Assistance will help you in all the procedure.

·       For all other medical costs not linked to the hospitalization please refer you to point a.

                        

Point 5 of the claims form: declaration for luggage claims ( read general conditions 10,11)

Point 6 of the claims form:  assistance and extraordinary costs

Need of non medical assistance (see the various types of services)

    • Contact ACE Europe Assistance (multilingual call center 24h/24) ) : +32 2 541 9131                   
    • Prepare the following information:

- Product code number: 000 50 42 381 and de insurance policy number BEBST .....        you received     when you applied for the Ace Insurance cover.                                           - Your identity and phone numbers to join in case of emergency 

·     Express clearly your request for the non medical assistance

In case of emergency

Contact CHUBB Assistance

This multilingual call center is at your service 24h/24 to help you in case of emergency.

  • Hot line: +32 2 516 98 15
    (mention product code 0005042381)

Contact DAP Brussels

In case you need to file a claim or ask a non urgent question, please contact Fréderic Bekeart (This email address is being protected from spambots. You need JavaScript enabled to view it.)

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