Telehealth platforms
Providers are responsible for providing their own dial-in instructions or link ahead of the session and can use Headway telehealth or another compliant platform (like Doxy.me, HIPAA compliant Zoom, or HIPAA compliant Google Meet).
Keeping sessions compliant
The telehealth platform you use must:
- Be HIPAA (Health Insurance Portability and Accountability Act) compliant
- This law is designed to provide privacy standards to protect clients' medical records and other health information provided to health plans, doctors, hospitals and other health care providers. A BAA (Business Associate Agreement) must be signed between you and any platform that stores PHI (Protected Health information)
- Use the https protocol (i.e. the URL starts with “https://” instead of “http://”)
- This indicates that the web session information is encrypted between yourself, the client, and the platform’s servers; encrypting data stops bad actors from potentially intercepting sensitive information as it's being transmitted over the web
- Offer a default private room or a waiting room setting so that you control when/who joins the call
- This ensures clients will never overlap
- This ensures clients will never overlap
Additionally, all sessions must include an audio and video component. Audio-only sessions are not permitted on our platform. Most insurer contracts do not allow reimbursement for audio-only services, and we maintain this standard across the board to ensure compliance and consistency.
Adding your telehealth video link to Headway
Add your unique telehealth platform to link sessions directly through Headway. Here’s how:
- Go to your calendar
- Within Settings, visit the Locations tab
- Paste in your default telehealth link, You'll have the option to add specific instructions for clients to read prior to joining sessions
- Within your chosen telehealth platform, set up a default waiting room to ensure clients never overlap
We'll include your telehealth link in client communications (session reminders and appointment confirmations) and the appointments page in their Headway account.
This link will also be accessible to you directly from your Sigmund portal within each calendar event. If you've exported your Sigmund calendar to another platform, you'll also have access to the link directly in the external calendar.
Seeing clients via telehealth in multiple states
You must be licensed and credentialed on Headway to practice in the state where your client is located during each session.
Every time you confirm a telehealth session, you'll be required to submit your client's location (where they joined the session from).
Managing client locations
To add a new location for your client:
- Visit your Clients tab
- Click on the name of the client you'd like to add a new location for
- Navigate to the Billing tab
- Next to Virtual session locations, click New location
Ensuring continuity of care
It's important to us that you have the option to continue care with your client(s) uninterrupted. Below, you'll find guidelines around what to do if your client does not live in a state you're licensed in and credentialed with on Headway.
If your client’s location during your session is in a state where you are credentialed on Headway:
- Update your client’s location
- Select this location when you confirm the session
If you’re licensed in but not credentialed on Headway where your client is located, you can now get credentialed across multiple states. Begin the credentialing process to continue care for your client through their insurance on Headway.
If you’re not licensed where your client is located, you’ll need to refer them to a different provider licensed in their state.
- If your client IS NOT covered by an insurance with which Headway is in-network, you can see them via private pay.
- If your client IS covered by an insurance with which Headway is in-network, you'll need to refer them to a new provider.