Transferring 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.

Transferring clients 

To add a new client: 

1. Click on the Clients tab
2. Click the Add client(s) dropdown
3. Fill out their information 
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

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!