Adding current clients to Headway

Seeing your current clients on Headway

You can see your own clients through Headway to take advantage of our competitive rates, billing support, and lower payments for your clients. Just add them into your portal and start scheduling.

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.

If you'd prefer your clients to sign up and enter their information on their own, send clients your Headway booking link (you can find this in your Profile settings). 

 

Adding clients 

1. Click on the Clients tab
   
2. Click the Add client(s) dropdown
   
3. Fill out their information; we'll ask for their: 
   • First and last name, email, and phone number 
     
   • Billing information (insurance or private pay)
     
   • Client telehelath location
     
4. If you choose to notify, we'll email them to add their insurance and billing information, which is how they'll finish setting up their account
   
5. Lastly, you can select the assessments that will be sent to your client
   

To see what your client will owe for Headway sessions:

1. Click their name on your Clients tab
2. Navigate to the Billing tab
3. Scroll down to Pricing to view their estimated cost per session based on their specific plan

To start scheduling:

1. Visit your calendar
2. Click anywhere to add a session

 

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.)

 

Client information that can be imported

You can import a client’s first name, last name, email and phone number. Please note that you won't be able to import their insurance or payment information and this must be added in manually afterwards.

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!

 

Importing your clients and documents from SimplePractice (solo providers only)

To use this feature, you’ll need a .zip export of your clients and documentation from SimplePractice. 

If you haven’t done that yet, you can find instructions from SimplePractice: Data export: Exporting client information. Be sure to uncheck “require a password” before downloading your export.

 

How to import your clients and documents

Step 1: Prepare your SimplePractice export

Before you get started on Headway:

1. Log into your SimplePractice account
2. Generate a client export (.zip file)
3. Make sure “require a password” is unchecked

Keep in mind: It may take a little while for the file to fully generate. 

For step-by-step instructions, visit SimplePractice's guide: Data export: Exporting client information. 

 

Step 2: Upload your SimplePractice export to Headway

1. Log into the provider portal and navigate to Settings
2. Click on the Import tab
3. In the top right corner, click Import
4. Drag and drop your .zip file, or click to upload it from your device

We’ll start analyzing your file right away, which usually takes just a few seconds.

 

Step 3: Review and verify your client list

You’ll now see a list of clients pulled from your export. For each client, review and confirm whether you'd like to import them:

• If it's a new client (not already on Headway)
  • Check the box next to their name to confirm import
  • A new client profile will be created on Headway
• If it's an existing client (already on Headway)
  • We’ll match them automatically by name and email
  • Their documents will be added to their existing profile
  • The checkbox will be selected by default
• If there’s missing or mismatched info, we may not be sure if the client already exists on Headway
  • You’ll see a badge next to their name flagging the issue (like a missing email or name mismatch)
  • The checkbox will be unchecked by default
  • You'll have 2 options:
    • Manually match the client using the dropdown if you’re confident it's the same person, OR
    • Update their email in SimplePractice and re-upload the file to generate a clean import

 

Step 4: Finalize the import

Once you’ve reviewed your client list:

1. Click Import to complete the process
2. You’ll see a confirmation screen showing how many clients were imported
3. Click Go to client list to view your updated list
4. Click on a client to view their imported documents under the Clinical tab → Attachments

 

Step 5: Add billing info for new clients

If you're importing clients who are new to Headway, you'll need to set up their billing information before you can start seeing them.

• For insurance clients: Visit their Billing tab to add their insurance and payment info.
• For private pay clients: Visit their Billing tab to add their payment info.

You can also let them know you’ve switched platforms by sending a welcome email directly from Headway.