Setting up your profile in the provider portal

Accurately setting up your profile in the provider portal will ensure that you’re ready to start seeing clients as soon as your credentialing is complete. Below are the key steps in setting yourself up for success. 

Before proceeding, have your Headway provider account ready, or join Headway.

 

Main components that need to be set up before seeing a client 

• Your provider profile (including photo and bio) 
• Phone consultation vs. full intake
• Setting up your telehealth link 
• Adding in availability
• Adding your bank account information

Adding a photo to your profile 

Your Headway profile photo is one of the first things prospective clients see when they come across your profile in search. A warm, professional photo can help you build trust, convey approachability, and make a strong first impression.

Adding a profile photo is also one of the first steps in getting your profile ready to accept new clients, so we recommend taking and uploading one early in the process, while setting up your profile.

To upload a photo to your Headway profile

1. Visit your Settings in the provider portal 
2. On the Profile tab, scroll down to Photo 
   • There, you’ll see some helpful tips and tools to help you upload the best photo 
3. Click Upload photo and select your profile photo from your files 
4. Click Save

For more tips on attracting clients with the right photo, visit our article: Optimizing profile for referrals.

Writing your bio and filling out your profile

For tips on writing your bio, visit our Resource Center: How to write a great bio for your therapy practice. 

 

To upload your bio to your Headway profile

1. Visit your Settings in the provider portal 
2. On the Profile tab, scroll down to Build your bio 
3. Fill out your answers to the three questions listed: 
   1. What should your client know about you?
   2. What is your approach to therapy?
   3. What can clients expect to take away from sessions with you?
4. Once you’ve filled out the sections, click Save

Your answers to these questions, your bio, will show up on your profile under Intro, and look like this: 

To fill out the rest of your profile

1. Visit your Settings in the provider portal 
2. On the Profile tab, fill out the following sections by clicking in each related box and selecting answers: 
   1. Focus treatment areas 
   2. Treatment areas 
   3. Treatment approaches 
   4. Languages 
   5. Style attributes
   6. Education
   7. Demographics 
3. Once you’ve filled out all sections, click Save 
   
    

Years of experience

We will display Years of experience on your profile, under your name. 

By default, your years of experience are based on the earliest license start date we have on file. If that doesn’t reflect your independent experience, you can enter an alternate start date. This should reflect the first date you were legally allowed to independently see patients like the ones you see today, as required by your licensing history.

To edit your years of experience: 

1. Visit the Settings tab in the provider portal
2. On the Profile page, scroll to Years of experience
3. Click Edit start date
4. Enter a new date 
5. Click Update
    

Setting calendar availability

Your calendar availability will set the times that new clients will be shown to book sessions with you. The more availability you have, the more likely you are to receive referrals. 

 

To add your availability

1. Visit your Settings in the provider portal 
2. Click on the Calendar tab
3. Set your working hours 
4. Click Save
   
    

For more detailed steps on adding in working hours, visit our article: Managing your calendar.

Adding session locations, including telehealth 

Whether you see clients in-person, via telehealth, or both, you’ll need to add in your session locations before beginning to see clients. 

 

To add in a virtual (telehealth) location

1. Visit your Settings in the provider portal 
2. Click on the Locations tab
3. Next to Virtual (telehealth), insert your telehealth link
   • Note: If you use individual links for each client, please share those directly before each session
4. Next to Telehealth instructions, you can add instructions for your clients on how to join virtual sessions
    

For more information on what constitutes a compliant telehealth platform, and how seeing clients virtually on Headway works, visit our article: Telehealth / teletherapy / virtual sessions. 

To add in a physical practice location

1. Visit your Settings in the provider portal 
2. Click on the Locations tab
3. Next to Practice locations, click Add address
4. In the pop up, enter the address of the physical office you’ll see clients at, and click Save 
5. Enter any telehealth session information 
6. Click Save
    

Adding in your payment information

Setting up your payment information before you begin seeing clients is important to ensure you’re paid on time. 

To learn more about setting up your bank account, visit our article: Getting paid.
 

Setting your profile up to accept new referrals

To set your profile up to accept new referrals

1. Visit your Settings in the provider portal 
2. Go to the Referrals tab 
3. Make sure the toggle next to Search visibility, that says Accept new clients is turned on
4. Fill out the rest of the information on the page 
5. Click Save
   
    

To require a phone consultation with new clients, before they can book a full-length intake session

1. Visit the Referrals tab in your profile settings 
2. Next to Client booking preferences, turn the toggle to Require consultation call
3. Click Save
    

Once the required phone consultation setting is turned on, new clients visiting your Headway profile will only be given the option to book a 15-minute phone consultation with you. They will not see the option to book a full session. 
 

Similar providers

You may notice a module on your profile called Similar providers. This is a feature we’re testing to help prospective patients avoid feeling "stuck" or "lost" if they reach the bottom of a profile without booking.

If you are directing patients to your profile via your own marketing (e.g., QR codes or paid ads), we recommend using the specific profile URL found in your portal under Settings > Profile. This URL suppresses Similar providers to ensure prospective clients stay focused on your practice.