Confirming a session
Once you've had the session:
- Navigate to your calendar
- Click on the session you’d like to confirm
- Click Confirm session
- Fill out session details
- Note: You’ll need to include actual start and stop times to minimize claim denials and ensure proper coding. To make this easier, we’ve defaulted actual start and stop times to the scheduled calendar event time.
- Pick the type of progress note you’d like to complete
- Fill out a template on your own OR fill out the template using AI-assistance
- Note: If you choose to write your note using a Headway template (with or without AI assistance), we are offering clawback protection for these sessions, meaning your payments will be protected in the case of an audit.
- Write your progress note
- Attest to the note by clicking Sign note & confirm session
- Note: If you draft a Headway template, you must sign the note before you can confirm the session. If you choose to upload notes or confirm the session without notes, these steps have remained the same.
We'll need a CPT code and a diagnosis to confirm the session and submit it to the insurance companies.
Your client will be billed the day after you confirm the details of your session.
Editing a confirmed session
You can modify session details for 48 hours after confirming by following the below steps:
-
- Click the session on your calendar.
- Click Modify session details.
- Make any changes to date/time/location, CPT or DX code and save.
If the 48 hour window has passed, reach out to us and we can help.
When to confirm a session
You should always schedule sessions in advance and confirm promptly (within 30 days) after the session occurs. It's a provider's responsibility to do this as soon as possible so that:
- Headway can confirm that the client's insurance plan actually covers the session
- The claim isn't denied for being filed outside of timely filing limits
You won't be able to confirm a session or be paid until after a client has their payment method, acknowledgement of standard forms, and a verified insurance plan on file.
While we do ask that you confirm sessions as soon after they occur as possible, per Headway policy, you must confirm sessions within 30 days of date of service (the day the session occurred). After 30 days have passed since the session occurred, you will no longer be able to confirm the session.
When to sign documentation
As a reminder, clinical documentation must be completed and signed within 72 hours of each session. If you're seeing a client through Medicare or Medicaid on Headway, the compliance requirements are more strict, with a tighter deadline of 48 hours after each session.
Learn more: Compliance deadlines for clinical documentation, and why it matters.
Canceling a confirmed session
While you can edit a session within 48 hours of confirming the session, if you need to cancel an already confirmed session, please contact us directly. Our team can take it from there and make sure that the client's claim gets cancelled.
Common session confirmation roadblocks
Below are some common issues that may block session confirmation. Click the links to learn more about each issue and how to resolve.