Confirming sessions

Confirming a session

Once you've had the session:

1. 1. Click on the session in your calendar
   2. Click Confirm session details
   3. Fill out the relevant session information, including:
      • Actual start time
      • Actual stop time 
      • Session location (virtual or in-person location)
        • If telehealth is selected:
          • Type of telehealth session 
          • Your location during the session 
          • Client's location during the session 
      • Applicable CPT code(s)
      • Applicable diagnosis code(s)
   4. Fill out, upload, or attest to saving a progress note for the session 
      • For information on writing compliant progress notes, visit: Writing compliant documentation
      • For information about filling out Headway's templates, visit: Keeping progress notes on Headway

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:

1. 1. Click the session on your calendar.
   2. Click Modify session details.
   3. 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. 

• Missing client information
• Provider bank account not connected
• Progress note option not selected / filled out