Insurance Records: Replaced Policies Are Now Retained
Release v2026.10.1
What changed
Replaced policies (If more than two of the same insurance exist, one active and one inactive) are now archived. They're hidden from the student's insurance profile, so the view stays clean and current, but the record is retained in full.
Why it matters
Insurance coverage changes mid-year regularly — a family switches plans, a carrier updates a member ID, a policy is corrected after a data-entry error. Under the old behavior, each of those replacements erased the prior record.
That caused problems in three places:
Claims and billing history. A claim submitted under the old policy had no corresponding record once that policy was replaced. If a payer queried it later, there was nothing to point to.
Error recovery. If a policy was replaced by mistake, the original was gone. The only option was to re-enter it from the physical card, assuming anyone still had it.
Audit. There was no way to demonstrate what coverage a student held at a given point in time.
Archived records resolve all three — the history is preserved even though it isn't displayed.
What users will see
Very little, which is intentional. The workflow is unchanged: add a new policy, confirm the replacement when prompted, done.
Two differences:
- The confirmation message now says the policy will be removed from the student's insurance list, rather than erroring and saying an insurance already exists for the student
- The profile shows only current, active policies, so the list doesn't accumulate clutter
- They can now see a small tag next to each insurance indicating if it is 25-26, or 26-27.
Retrieving an archived policy
By design, there is no self-service way to restore an archived policy. Retrieval is handled by the database and billing teams on request.
This is deliberate. Archiving exists for billing continuity and audit, not as an undo button. Keeping it behind a request means a deliberate decision gets made before a superseded policy is brought back into play, rather than someone reinstating outdated coverage by accident.
If a customer needs a replaced policy recovered, route it through the normal support request process with the student's name and roughly when the replacement happened.
Related improvement in the same release
Insurance is now correctly separated by academic year. Previously, saving a policy for one school year could deactivate a student's active coverage from a different year, which caused students to appear uninsured when they weren't. A student can now hold active coverage in 2025-2026 and 2026-2027 at the same time, and each policy card displays its year.