Client management

Adding clients to Headway

Clients who message you through Headway will automatically be in your client list when you go to schedule an appointment.

To add a client who has not messaged you through Headway, click the green “Add client(s)” button in the top right-hand corner of your Clients tab in Sigmund.

If you have their insurance information, you can add this here, too. If you don't have their insurance info, we'll reach out to collect it from your client after you schedule an appointment with them.

 

Transferring your existing clients to Headway 

If you are bringing an existing client onto our platform, the first step is to add them to your client list.

You’ll need to add their full name and email address to set them up in our system. If you have their insurance info (Insurance Company, Member ID, and date of birth), you can add that now too, but if you don’t we’ll reach out to them.

Once a client is added, we’ll send them an email to ask them to:

• Verify their account
• Add their insurance info
• Add a form of billing
• Acknowledge our standard billing and privacy forms

We need all of this information updated before you can confirm an appointment with them.

 

Bulk importing existing clients to Headway’s platform

To expedite the process of adding your existing patients to Headway, you can import multiple patients' details at a time via Sigmund. We are able to accept .vcf, .csv, and .xlsx files. There are two ways you can do this:

1. You can custom-make your own .csv or .xlsx files as long as they have the correct column names labeling the client data. If the required column names are not present, we can not upload the information.

   Required Column Names

   • First Name
   • Last Name
   • Email

   Optional Column Name

   • Mobile Phone

2. You can export data from other external platforms (i.e. SimplePractice) and use that to import your client data onto Sigmund.

   Examples Instructions:

   • TheraNest (.xlsx file)
   • Jane (.csv file)
   • SimplePractice (Choose “Contacts” from this list and uncheck the checkbox for password protected files.)

First name, last name, and email are required. Phone number is optional—if it’s not included, the import won’t be impacted, but if it exists, we will save it!

 

To upload your client list in the provider portal

1. Visit the Clients tab
2. Click the Add client(s) button
3. Select Import client list from the dropdown
4. Follow the steps on the pop-up screen to add your client list 

 

 

Removing a client

If you want to remove/delete a client from your client list, you'll need to archive them in your account.

To archive a client:

1. Visit the Clients tab
2. Click the Archive button to the right of the client's name
   

To view archived clients: 

1. Visit the Clients tab
2. Click the three dots, next to the Add client(s) button
3. Select View archived clients from the dropdown 
   

 

Editing/updating client information

If your client's email is already verified, updates and changes can only be made on their end. They can edit their information (legal and preferred name, email, phone number, insurance information) directly in their Headway account. 

If your client's email is not verified yet:

1. Visit your Clients list in the provider portal
2. Click on the name of the client you'd like to edit 
3. Click Edit in the upper right corner of the screen (next to Message) 
4. Modify the information 
5. Click Save

If your client's email address is not verified yet, and you're still having trouble updating their information, please contact us. 

 

Messaging clients 

To message a client: 

1. Visit your client page in the provider portal
2. Click on the name of the client you'd like to message
3. Click Message in the upper right corner of the screen to visit your messages with this client

 

Discharge summaries

A discharge summary outlines the care provided, supports continuity of care, and meets legal and clinical documentation requirements.

For step-by-step instructions, see our guide to client discharge. For step-by-step guidance on navigating this part of care, visit our guide to client discharge.

Discharge summary templates

Discharge summary templates are currently only available to providers credentialed with Medicare & Medicaid. For all others, you may choose to write or upload your own discharge note.

To complete a discharge summary:

• Option 1: Archive the client and you'll you’ll be automatically prompted to fill out the discharge summary. 
• Option 2:
  1. Navigate to the Clients page
  2. Click on the Clinical tab
  3. Scroll down to Chart notes
  4. Select Discharge summary
     
     

You’ll then be guided through Headway’s discharge template, which includes:

• Treatment start and end dates
• Reason for care 
• Clinical course
• Aftercare plan

Once signed, the summary becomes part of the client’s official medical record.

Please note: Using Headway’s discharge template is required for Medicare and Medicaid clients. For all others, you may choose to write or upload your own discharge note.

 

Sticky notes for administrative reminders

You can seamlessly track key administrative details on the Client Page. Add helpful reminders—like preferred scheduling days or personal preferences—to support more personalized care, all in one location. 

These notes will remain pinned to the top of the Client page for quick access and can be updated at any time. 

Please note: This section is intended for non-clinical information only and will not be included in the official client record.