Adding a new provider to your group practice on Headway

Updated

Group practice owners and admins can add new providers directly through the Manage team section of their Headway admin portal.

Please note:

  • This form is for adding clinicians only and is only accessible by Headway admin users.
  • Administrative or support staff should not be added here.
  • Providers with solo accounts cannot be transferred into a group practice.
  • Any existing credentialing status will carry over within seven days once added, but a new credentialing form must still be completed.

 

Provider requirements

Before adding a provider, confirm that they have:

  • An eligible license type
  • An NPI number
  • Active malpractice insurance
  • A CAQH account
     

For psychiatric care providers

Psychiatric care providers must have an active DEA license in each state where they are seeking credentialing.

Nurse Practitioners requirements vary by state:

  • Reduced Practice Authority states (AL, GA, IN, LA, MI, MS, MO, NC, OH, OK, PA, SC, TN, TX, WI): Must have a Collaborative Practice Agreement with a physician.
  • Specialized Collaborative states (AK, CA, CO, CT, FL, IL, KY, MN, ME, MA, NE, NV, NJ, NY, SD, VA, VT, WV): Must meet the state’s specific collaborating physician requirements.

 

Adding a provider to your group

Once you've reviewed the provider requirements:

  1. Log into the Headway provider portal as an admin
  2. From the navigation bar, select Manage team
  3. Click Add provider to open the new provider module
  4. Add the providers details, including: 
    • First and last name
    • Email address (for their clinician login)
    • State of residence
  5. Select whether to give the provider access to Sigmund Lite (Headway's provider portal for non-admin clinicians in a group practice)
    • Selecting Yes will send an invitation email
      Selecting No restricts portal access to admins or practice owners
  6. Enter the provider's license information
    • The provider’s primary licensed state (if licensed in multiple, use their state of residence)
    • The license type (e.g., Psychologist, LCSW, LMFT, LPC, etc.)
  7. (Optional) Choose whether to include the provider in certain insurance programs
    • For Medicare Advantage & Medicaid, leave the following boxes unchecked to enroll the provider:
      • Check “Opt out of Medicare Advantage credentialing” to exclude from Medicare Advantage
      • Check “Opt out of Medicaid credentialing” to exclude from Medicaid
    • For commercial plans, you can exclude providers from specific plans after they’re added to your group during credentialing

 

Once the form is submitted:

  • The provider will receive an invitation to set up their clinician account
  • Their credentialing status will update within seven business days
  • You’ll receive an email confirmation once they’ve successfully completed set up
     
Disclaimer: This document is for educational purposes only and is not intended as professional or legal advice. It may contain errors or missing information, and recent changes in policies, regulations, or payer requirements may not be reflected. Because requirements vary by organization and jurisdiction, please consult legal counsel, the appropriate regulatory or licensing authority or your designated Headway contact for guidance specific to your situation.

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