Ventefri

Do it yourself

This is a practical, step-by-step guide for people who want to run the process without Ventefri. It focuses on planned treatment in another EEA country where you intend to apply for prior authorization and/or reimbursement.

Important: This is not legal advice. Rules and requirements can change, and Helfo always assesses each case individually. Use official sources and decision texts as your reference point.

Before you start: confirm which route applies to your case

There are several systems for treatment abroad. This page covers the most common route: planned treatment in the EEA with reimbursement/prior authorization.

If you are unsure which route applies:

  • Read the official treatment-abroad guidance on Helsenorge
  • Check whether your case is about:
    • planned treatment in the EEA (reimbursement/prior authorization)
    • "medically unjustifiable waiting time" (S2 route)
    • treatment not available in Norway (separate cross-border route)

Tip: Choosing the wrong route early is one of the most common reasons people lose time.

Overview: what you actually need to do (in the right order)

A typical sequence is:

  1. Confirm that you are covered by the scheme (membership/affiliation)
  2. Gather Norwegian documentation (rights assessment + relevant records)
  3. Choose an EEA clinic and obtain a specific written offer
  4. Apply for prior authorization (recommended before travel)
  5. Plan treatment and secure key documentation during the process
  6. Submit a reimbursement claim to Helfo after treatment
  7. Follow up and provide additional documents if requested

Step by step

Step 1: Verify that you can use this scheme

Create a simple YES/NO checklist before investing major effort:

  • Are you a member of the Norwegian National Insurance Scheme / is Norway your competent state?
  • Is this planned treatment (not emergency treatment needed during travel)?
  • Is it a healthcare service equivalent to what you could receive in Norway (typically specialist care)?
  • Do you have, or can you obtain, Norwegian documentation of your condition and treatment need?

If one of these points is clearly NO, this guide may not fit your case. We recommend checking the Legal framework page for broader guidance.

Step 2: Prepare the right Norwegian documentation

Your goal is to document:

  • what the medical issue is (diagnosis/condition)
  • what has been examined and tried so far
  • what Norwegian specialist care has assessed (when relevant)
  • that you are in a specialist-care pathway (rights assessment/invitation/letters)

Typical useful documents (Norwegian side)

  • referrals and discharge summaries/clinical notes
  • imaging/lab results (ultrasound/MRI/blood tests), where relevant
  • assessment from Norwegian specialist care for the same condition (if available)
  • letter confirming right to necessary specialist care, or appointment notice (when relevant)

Avoid over-documenting. Prioritize material that clearly shows indication, assessment, and plan.

Step 3: Choose a clinic or treatment provider in the EEA

When evaluating providers, make sure they can deliver:

  • a written pre-treatment offer with correct content
  • itemized invoice plus receipt/proof of payment
  • discharge summary/report after treatment
  • documentation in a language Helfo can usually process (often Norwegian/Danish/Swedish/English)

The biggest risk is usually documentation flow, not the country choice itself.

Step 4: Obtain a written and specific offer (critical)

The offer should make it easy for Helfo to understand:

  • what treatment will be delivered (clear procedure/contents)
  • diagnosis/condition (as described by the clinic)
  • price (preferably itemized) and currency
  • what is included (surgery, anesthesia, admission, follow-up, etc.)
  • clinic name, address, and date

Simple template you can send the clinic

Subject: Request for written treatment offer (procedure + price)

Hello,
I would like a written offer for planned treatment. To apply for prior authorization/reimbursement in Norway, I need the offer to include:

  • Diagnosis/condition
  • Planned procedure / treatment (exact description)
  • Total price + currency (preferably itemized)
  • What is included (e.g. anesthesia, hospital stay, follow-up)
  • Clinic name, address, date, and your signature/stamp if available

Thank you!
Best regards,
[Name]

Step 5: Apply for prior authorization (recommended)

Why this is usually smart:

  • It lowers financial risk
  • You get a written decision before committing large costs

Common misunderstanding:

  • Even with prior authorization, you often still need to pay upfront and claim reimbursement afterward.

Before submitting the application

Check that you have:

  • relevant Norwegian documentation (assessment/letters/invitation)
  • clinic offer (treatment type + price)
  • authorization/specialist documentation if treatment is outside hospital settings (when required)

Step 6: Plan travel without turning it into a "travel project"

Create a simple plan for:

  • timeline (travel, treatment, follow-up, return)
  • clinic contact person (name, email, phone)
  • payment method (card/bank transfer) and proof of payment handling

Create a pre-travel checklist:

  • save/print offer, prior authorization decision (if granted), and document list
  • confirm how and when you will receive discharge note and invoice before returning home

Step 7: Documentation to secure during and after treatment

Many people fail at this step: they return home without the right paperwork.

Minimum documents you should obtain:

  • itemized invoice
  • receipt and/or other proof of payment (for example bank statement)
  • discharge summary/journal/report describing:
    • treatment date
    • what was actually done
    • who treated you (name/role)
    • complications and recommended follow-up

Practical rule:
Do not leave unless you have clear confirmation of when and how discharge summary and invoice will be sent.

Step 8: Check language and readability before sending to Helfo

Helfo must be able to understand the documentation to assess your claim.
If documents are in an unsupported language, you may be asked to provide translations (normally at your own cost).

If you can choose, ask for documentation in English.

Step 9: Submit reimbursement claim to Helfo

Once treatment is completed and paid, fill in the reimbursement form and attach required documentation.

Typical attachments

  • itemized invoice
  • receipt/proof of payment
  • discharge summary/journal/report
  • referral (when relevant)
  • assessment from Norwegian specialist care (if relevant)
  • letter on right to treatment / appointment notice (when relevant)

Tips:

  • Submit copies you can document later
  • Keep the same attachment naming/numbering as in the form
  • Avoid mixing multiple treatment courses in one chaotic submission if they can be separated

Step 10: After submission, you may receive follow-up requests

It is normal that Helfo asks for:

  • additional medical documentation
  • more precise procedure descriptions
  • extra payment evidence
  • clarification related to affiliation with treatment country (in some cases)

Reply quickly and clearly: "Here are attachments 3, 4, and 5 with labels and explanations."

Step 11: If you receive a rejection (or partial rejection)

Do this in order:

  1. Read the decision closely and identify what is missing / what was assessed
  2. Ask for clarification if reasoning is unclear
  3. Collect documentation that directly addresses the rejection reason
  4. Consider an appeal within the deadline stated in the decision

Do not appeal blindly. Appeals that directly target the rejection basis and include relevant documentation are much stronger.

Checklists

Checklist: "Document package before treatment"

  • Norwegian documentation (relevant assessment/discharge/evaluation)
  • Clinic offer: procedure + price + what is included
  • Plan for discharge summary/invoice/payment proof handling
  • (Recommended) Prior authorization decision if granted

Checklist: "Document package after treatment"

  • Itemized invoice
  • Receipt/proof of payment
  • Discharge summary/journal/report with date + procedure
  • Optional additions: test results/images, where relevant

Still want support?

If you want to reduce the risk of process errors, Ventefri can help. Right now, support is limited to a pilot for a narrower patient group. The current offer is described on For patients. If you want to see what comes next, visit Future services.