Proper documentation ensures smooth processing of your Takaful claims while maintaining transparency and Sharia compliance. This guide outlines all documentation requirements for Watania Takaful members.
General Documentation Principles
Language Requirements
- Documents must be in Arabic or English
- Other languages require certified translation
- Arabic preferred for Sharia Board reviews
- Medical terminology acceptable in English
Document Authenticity
- Original documents or certified copies required
- Provider stamp and signature mandatory
- No alterations or corrections accepted
- Digital documents must have e-signature
Document Validity Periods
| Document Type |
Validity Period |
Special Notes |
| Medical prescriptions |
7 days |
3 days for controlled medicines |
| Lab test results |
30 days |
14 days for time-sensitive tests |
| Pre-approvals |
14 days |
Extensions available |
| Medical reports |
3 months |
6 months for chronic conditions |
| Invoices for claims |
30 days to submit |
From treatment date |
| Maternity documents |
Full pregnancy term |
Until 42 days post-delivery |
Service-Specific Documentation
Outpatient Consultation
- ✓ Doctor's report with diagnosis and treatment
- ✓ Itemized invoice showing breakdown
- ✓ Prescription (if medicines prescribed)
- ✓ Referral letter (Basic plan for specialists)
- ✓ Gender preference request (if applicable)
Diagnostic Tests
- ✓ Doctor's request with medical justification
- ✓ Test results report (signed by pathologist/radiologist)
- ✓ Itemized invoice for each test
- ✓ Pre-approval for MRI/CT/PET scans
- ✓ Images/films (for radiology)
Hospital Admission
- ✓ Admission report with diagnosis
- ✓ Discharge summary (detailed)
- ✓ Final itemized bill
- ✓ Operation report (for surgeries)
- ✓ Anesthesia record
- ✓ All investigation reports
- ✓ Nursing notes (if requested)
- ✓ Pre-approval reference
Emergency Treatment
- ✓ Emergency room report
- ✓ Proof of emergency (ambulance report, police report if accident)
- ✓ Treatment summary
- ✓ Itemized emergency charges
- ✓ Notification to NAS within 48 hours
Specialized Service Documentation
Maternity Services
| Stage |
Required Documents |
| Registration |
Pregnancy confirmation, Expected delivery date, Maternity card |
| Prenatal |
Visit reports, Ultrasound results, Test results |
| Delivery |
Admission report, Delivery summary, Newborn examination |
| Postnatal |
Mother's discharge, Baby's reports, Vaccination record |
Mental Health Services
- ✓ Psychiatrist/psychologist qualification proof
- ✓ Initial assessment report
- ✓ Treatment plan (Sharia-compliant approach noted)
- ✓ Session notes summary
- ✓ Islamic counselor credentials (if applicable)
Alternative Medicine
- ✓ Practitioner license/certification
- ✓ Treatment type (Hijama, Herbal, etc.)
- ✓ Medical justification
- ✓ Pre-approval for prophetic medicine
- ✓ Session/treatment records
Dental Treatment
- ✓ Dental chart/X-rays
- ✓ Treatment plan with costs
- ✓ Pre-approval for major work
- ✓ Before/after photos (if requested)
- ✓ Lab work invoices (crowns, bridges)
International Treatment Documentation
- ✓ All standard medical documents PLUS:
- ✓ Passport copy with entry/exit stamps
- ✓ Emergency certificate (if emergency)
- ✓ Currency exchange proof (official rate)
- ✓ Translated documents (certified)
- ✓ Travel insurance coordination (if any)
- ✓ Local registration (if required)
Sharia Compliance Documentation
Special Circumstances Requiring Additional Documents:
| Situation |
Additional Requirements |
| Cosmetic procedures |
Medical necessity letter, Photos, Psychological assessment (if applicable) |
| Fertility treatment |
Marriage certificate, Treatment protocol, Sharia compliance certificate |
| Gender preference |
Written request, Religious justification (if needed) |
| Accident claims |
Police report, Witness statements, Confirmation of lawful activity |
Document Submission Guidelines
Quality Requirements:
- Clear, legible copies (no blurry text)
- Complete documents (all pages)
- Proper orientation (not sideways/upside down)
- High resolution for digital uploads (min 200 DPI)
- Color scans for stamps/seals
Organization Tips:
- Arrange documents chronologically
- Group by service type
- Number pages if multiple
- Include cover sheet with summary
- Keep copies for your records
Digital Documentation
Online Submission Specs:
- File formats: PDF, JPEG, PNG
- Maximum size: 2MB per file
- Total submission: 10MB
- Naming convention: MemberID_DocumentType_Date
- Compressed files not accepted
E-Document Features:
- Digital stamps accepted from verified providers
- E-prescriptions with QR codes valid
- Blockchain-verified documents preferred
- Electronic health records acceptable
Missing Document Procedures
If unable to obtain required documents:
- Contact provider for duplicates (fees may apply)
- Submit explanation letter with claim
- Provide alternative supporting documents
- NAS may verify directly with provider
- Sharia Board may accept sworn declaration
Document Retention Requirements
| Document Type |
Retention Period |
Purpose |
| Claim documents |
2 years |
Audit and surplus calculation |
| Pre-approvals |
1 year |
Reference and renewal |
| Major surgery |
5 years |
Medical history |
| Chronic condition |
Lifetime |
Ongoing treatment |
Common Documentation Errors
- ❌ Unsigned medical reports
- ❌ Missing provider stamps
- ❌ Expired prescriptions submitted
- ❌ Partial invoices without breakdown
- ❌ Non-certified translations
- ❌ Altered or corrected documents
- ❌ Missing pages from reports
Document Support Services
- Document Help Desk: 800-4408 (Option 3)
- Email Queries: documents@neuron.ae
- Translation Services: List of approved translators available
- Sharia Documentation: Islamic advisory team assistance
Important: All documents are kept confidential and used only for Takaful claim processing in accordance with Islamic principles of trust (Amanah).
