Explaining Headway to your clients


Here's the rundown of what clients can expect with Headway:

  • We'll send an email invite to help clients get their insurance and payment info entered and acknowledge our standard forms (see form 1, form 2)
  • Ahead of each session, clients will receive appointment reminders with date, time, and estimated cost
  • Sessions will be charged to the payment method on file afterward and receive an invoice via email


Below is a preview of the welcome email we send to clients:



If you need some more help explaining Headway to your clients, you can reference the snippets below: 


What is Headway:

"I use Headway to manage my billing and admin work so I can place all of my focus on our work together. Headway manages everything related to payments and insurance to make things as easy as possible for you."

What to expect:

"The Headway team will reach out via email to help you set up your account and add your insurance and payment details. You’ll see your cost/session ahead of time and can check your benefits any time here."

How to contact the Headway team:

"You can reach the Headway team directly through their contact form. They can help with any insurance, billing, or account questions."



Following up with clients who have incomplete accounts

We’ll reach out to any clients missing information, but we've found that clients are more inclined to take care of this when their provider asks directly.

We've included a sample email template below that you can copy, paste, and customize.

  Email Template

Hi [client name],

I hope all is well with you! I wanted to reach out to follow up on the change in billing services with my practice. 

As you know, I’ve switched over to a new billing system, Headway, to manage my billing and admin work; Headway manages everything related to payments and insurance.

They’ve sent you an email directly, prompting you to create an account and provide your insurance and payment information for your copay or deductible. To verify your information and finish getting set up with them, please create and complete your account. 

If you have any questions, you can respond to this email or reach Headway's team via their contact form.


[provider name]

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