Completing baseline assessments for Michigan clients

Updated

Starting June 17, 2026, Headway is introducing a baseline assessment requirement (PHQ-9 or GAD-7) for every new client before their first session.

This requirement currently only applies to providers seeing clients in the state of Michigan.

 

Why we're asking for this

Health plans are increasingly expecting more baseline assessments from Headway to understand clients' starting point for care across their network. PROMs (i.e., PHQ-9 or GAD-7) give them a network-wide picture of how their members are doing, which is what lets us keep advocating for strong rates on your behalf — especially in markets like Michigan, where outcomes data is already tied to the rates we're able to deliver.

Health plans view this type of requirement as one of the most effective ways to improve care in their network. For example, measurement-based care is recommended in major depression guidelines (CANMAT) and is linked to higher treatment completion and greater symptom reduction. 

For more information, visit our MIC care course.

What's required

  • Who: Every new Michigan client over 18 added to your Headway caseload.
  • What: One PHQ-9 or GAD-7 — only one is needed
  • When: Completed before the end of the client's first session with you on Headway
  • Other states: This requirement applies to Michigan clients only for now

You'll be prompted in-product to enter a reason to keep the appointment fully covered. If there's a reason your client is not a good fit for assessments, we'll give you the option to exclude them going forward. Your answer stays with Headway and helps us improve our reminders

 

What counts as a completed baseline

Any of the following satisfies the requirement:

  • The client filled out the assessment themselves (sent by Headway via email, SMS, or in the telehealth waiting room)
  • You and the client completed it together in session
  • The client completed a PHQ-9 or GAD-7 outside Headway and you entered the results on their behalf

Note: Clients don't need to log in to complete the assessment — they can fill it out directly from the link in their email or SMS.

 

How to complete a baseline

Option 1: Complete ahead of session

When you add a client through the "Add client" flow, Headway will prompt you to send a PHQ-9 or GAD-7 to your client. They'll receive the assessments via email and SMS before your appointment. You will also be able to select and send any additional assessments from our library at this time.

  1. Add the client from your Clients tab.
  2. Select either PHQ-9 or GAD-7 when prompted.
  3. Confirm completion: the assessment status updates on the client's profile and in your appointment view.

 

Option 2: Complete in session

If the client hasn't filled out the assessment ahead of time, you can complete it together at the start of the session. Headway will flag any missing assessments in your calendar.

  1. Open the client's profile from your Clients tab.
  2. Select the Assessments tab.
  3. Start the assessment and walk through the questions with your client.

The completed assessment logs immediately in the client's profile.

Note: If you are using Headway's Telehealth platform clients complete their assessment in the telehealth waiting room.

 

Option 3: Backfill an off-platform assessment

If your client already completed a PHQ-9 or GAD-7 outside of Headway — in your EHR, on paper, or elsewhere — you can enter the results on their behalf.

  1. Open the client's profile from your Clients tab.
  2. Select the Assessments tab.
  3. Click the three dots next to the relevant assessment and select Fill out on behalf of client.
  4. Enter the scores as documented from your off-platform assessment.

 

Ongoing assessments after baseline

The intake baseline is the only required assessment under this program. After it's complete, you can continue recurring sends or add other assessments based on what's clinically appropriate for your client.

Other assessments available in Headway's library:

  • PCL-5 (PTSD)
  • IES-R (traumatic stress)
  • ASRS v1.1 (adult ADHD)
  • DOCS (OCD-spectrum)
  • AUDIT-C (alcohol use)
  • BAM (substance use, repeatable)
  • WHO-5 (well-being)

Turn recurring sends on or off from the Manage Assessments page in the client's profile.

 

Your clients' data

Your information and your clients' information stay protected. Health plans are HIPAA-covered entities held to the same 'minimum necessary' standard Headway follows, which requires them to use only the smallest amount of information needed for a permitted purpose. They must also follow their established prior authorization processes and policies when authorizing or determining whether to cover care.

In Michigan specifically, as a partner with the Michigan Health Information Network Services, insurers may periodically validate assessment results with individual-level data. This information is never shared publicly.

Questions

Get in touch via the contact form, or chat with Headway's virtual assistant.

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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