Insurance for Medical Hair Loss

Some medical hair loss is covered by insurance. This page explains how that process works at Kelly Maxwell Hair Extensions, what we handle for you, and what you need to do. There are two paths below. One is for clients. One is for the stylists who refer them.

For Clients For Stylists

Before anything else: the client needs a medical diagnosis from a qualified medical provider. Without that diagnosis we cannot begin the insurance process.

If You Are a Client

Your stylist starts this for you. From there, our Insurance Department handles the paperwork with your insurance company. Here is the whole process.

  1. Complete the medical insurance intake form

    Your stylist will give you a link or a QR code. The form asks for your contact information, your insurance information, and the medical information we need to verify your benefits. It goes straight to our Insurance Department.

    Open the medical insurance intake form

  2. We verify your benefits

    Our insurance specialist contacts your insurance company and checks what your plan covers. This usually takes about a week. Some carriers take longer.

  3. We review the results with you

    We call and email both you and your stylist. You will find out whether your plan includes cranial prosthesis benefits, what percentage it may cover, and anything else your insurance company told us.

  4. You decide whether to move forward

    Once you know what your benefits look like, the decision is yours.

  5. Payment

    Payment is collected before your installation appointment. Your stylist is paid in full, the same as any other installation, and orders your hair through Kelly Maxwell Hair Extensions.

    If you would rather pay over time, financing may be available through Affirm, Klarna, or Afterpay.

  6. Your installation appointment

    Your stylist completes your cranial prosthesis installation. Our insurance team records the date. Claims cannot be submitted until the installation is finished.

  7. We submit your claim

    Our Insurance Department files your claim, usually the same day as your installation or the next business day.

  8. Reimbursement

    Insurance companies typically issue reimbursement 30 to 40 days after the claim is submitted. If approved, your insurance company sends it directly to you, based on your plan's benefits.

If You Are a Stylist

Joining the insurance program

Before you can refer a client, you need to be on file with us. This is a HIPAA requirement, not a formality. It exists because you will be part of a process that touches your client's protected health information.

  1. Tell us you want in

    Email our Insurance Department and say you would like to join.

    insurance@kellymaxwellhairextensions.com

  2. Sign the two documents

    Both are signed electronically. There is nothing to print or scan.

    • KAM Stylist Partner Agreement (HIPAA BAA). Required because you will handle protected health information. This is the agreement that lets us submit claims on your client's behalf. Sign the Partner Agreement
    • HIPAA Acknowledgment. Confirms you understand how client medical and insurance information has to be handled. We email this one to you, so watch your inbox.

  3. We file them

    Our Insurance Department records your signed documents and adds you as an approved participating stylist.

  4. You are cleared

    Once you are on file, you can start sending clients through the process below.

Please note: you cannot refer clients into the insurance process, and client insurance information cannot be shared or processed, until your signed Business Associate Agreement and HIPAA form are on file with us.

What you do for each client

Your part is short. Two forms, both during the consultation or the appointment.

1. Have your client complete the insurance intake

Give your client the insurance link. It takes them to our secure medical insurance intake form. This is the only client-facing insurance step you are responsible for.

Client medical insurance intake form

2. Complete the stylist order form

During the same visit, submit the stylist order form with your client's full name, the total quoted price for the complete cranial prosthesis system, and the Kelly Maxwell Hair order number once the hair has been ordered.

After that form is in, our insurance team takes over.

Stylist order form

Important Information

  • Insurance benefit verification is not a guarantee of payment.
  • Final reimbursement amounts are determined solely by your insurance company.
  • Clients are responsible for all payments due at the time of service.
  • Insurance reimbursement is issued after the claim has been processed and approved by your insurance carrier.
  • Processing times vary depending on your insurance provider.

Questions

Reach our Insurance Department at any point in the process.

insurance@kellymaxwellhairextensions.com