Headway is introducing a baseline assessment requirement (PHQ-9 or GAD-7) for every new client before their first session. This requirement currently applies to talk therapist providers and will be rolled out to prescribers and groups in the coming months.
You will see prompts to send a baseline assessment directly in Headway when you add a new client. If you do not see these prompts, no action is needed at this time.
Why we are asking for this
Health plans are increasingly expecting more baseline assessments from Headway to understand clients' starting point for care across their network. Patient Reported Outcome Measures (PROMs), such as PHQ-9 or GAD-7, give them a standardized, 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 where outcomes data is already tied to the rates we are 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 is required
Who: Every new adult client added to your Headway caseload
What: One baseline PHQ-9 or GAD-7. Only one is needed but you can send others as well After that, we ask for at least one completed follow-up questionnaire per client each year.
When: Completed before the end of the client's first session with you on Headway.
If a client does not complete one: You will be prompted in-product to enter a reason that they did not complete one in order to confirm the session If there is a reason your client is not a good fit for assessments, we will give you the option to exclude them going forward. Your individual 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 prior to the session (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 do not 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 will 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.
- Add the client from your Clients tab.
- The PHQ-9 and GAD-7 is pre-checked. Select at least one of them to send (plus any other assessments you would like to send)
- Confirm completion: the assessment status updates on the client's profile and in your appointment view.
Option 2: Complete in session
If the client has not 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.
- Open the client's profile from your Clients tab, or go to your Calendar and click See client summary on the session to open the Session Prep Sidebar.
- Select the Assessments tab (or, in the sidebar, select the assessment directly).
- 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.
Ongoing assessments after baseline
Every adult client completes a baseline PROMs assessment (like the PHQ-9 or GAD-7) when they start care on Headway, and after that intake baseline — the only required assessment right now — the sole ongoing requirement is at least one follow-up assessment per year, with the option to add recurring sends or other clinically appropriate assessments beyond that
Other assessments available in Headway's library to send to clients:
- 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)
- WHODAS 2.0 (functional impairment)
- PROMIS GPH (general health)
- EDE-Q (eating disorder)
- AHC HRSN (social needs)
- PMQ-9 (mania)
- ADNM8 (adjustment disorder)
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.
FAQ
Does this apply to existing clients, or only new ones?
Only new clients added on or after October 12, 2026. Existing clients on your caseload do not need a backfilled baseline under this requirement. However, we ask for at least one completed follow-up assessment per client each year. You will see reminders when an annual follow-up assessment is due for a client.
What happens if I miss a baseline?
The claim associated with the appointment is not automatically denied. You will be prompted in-product to select a reason at session confirmation (this step is required to confirm the session, and is not shared with health plans). If you are routinely skipping completing baseline assessments, you may receive outreach from Headway for non-compliance with the provider agreement
Can I use a different assessment besides PHQ-9 or GAD-7?
For the baseline requirement, PHQ-9 and GAD-7 are the two accepted options as depression and anxiety symptoms are the most common across new patients at Headway. You can always add additional assessments to be sent along with these. After baseline, you can add other assessments from the library based on what is clinically appropriate. We are continually working with our health plan partners to better accommodate other assessments that may better capture specific patient symptoms.
Will this affect my rates?
Higher PROMs adherence strengthens our position with health plans, which is how we continue to advocate for strong rates on your behalf. We will continue to share updates as rate negotiations evolve.
Does the client need to log in to complete it?
No. We removed the login requirement earlier this year — clients can complete the assessment from the link in their email or SMS without creating an account.
What if my client does not want to fill it out?
You can still confirm the session by selecting a reason in the in-product prompt at session confirmation — for example, "client declined" or "clinically inappropriate." Your answer stays with Headway and helps us improve our reminders. The appointment will remain fully covered.
Questions
Get in touch via the contact form, or chat with Headway's virtual assistant.