Session locations and network coverage

Billing locations indicate all the addresses where you can see your client based on the client’s insurance and your credentials. On each client’s page, you’ll see locations where you can see your client in person and virtually. 

In-person locations are addresses where you have a listed office location on Headway and you’re credentialed with your client’s insurance in that state. If you see clients in person at multiple locations, please add all relevant addresses by going to Settings > Locations > Add address location in your provider portal. 

Virtual locations are addresses where you are credentialed with your client’s insurance plan, regardless of your office locations. Your client must be located in a state where you are credentialed and compatible location with their plan at the time of a virtual appointment.

Checking location eligibility  

If you’re a client

Your network status tells you whether a provider is in-network for you — meaning your sessions are covered by your insurance plan at your in-network rate.

Network status depends on two things: your insurance plan, and where you are located during your session. Because some plans cover different areas differently, the same provider can be in-network at one of your addresses and out of network at another. That’s why we ask for a location for telehealth sessions.

1. To check your network status:
2. Log into your Headway account
3. Navigate to the Benefits tab
4. Scroll down to the Session locations section 
5. Each of your saved locations shows its own status: In-network, Not covered, Virtual not covered
   1. In-network; you are able to continue care with this provider at this location 
   2. Not covered; you are unable to see your provider at this location and will be blocked from scheduling
   3. Virtual not covered; you are unable to see your provider at this telehealth location however you have an in person location that is in-network

If a provider shows as Not covered or Virtual not covered

• Check that the location on file is where you’ll actually be during your session. Adding or updating a location may change your status — see Changing your address.
• If your status is Virtual not covered, you can still see this provider in person at your in-network location
• You can search for another provider who is in-network at your location.
• If you’ve already been seeing this provider as in-network, reach out to us — you may be eligible for transition sessions while you find a new provider.

If you’re a provider

Follow the below steps to check the network status of your clients at each of their unique locations as well as your practice location; 

1. Login to your Headway account 
2. Navigate to Clients tab
3. Select the client you are inquiring about
4. Below their personal details, select the billing subtab 
5. Scroll down to Session locations 

When a client’s plan has coverage that depends on location, you’ll see a network status badge next to each of their saved addresses. 

• Not covered means out of network at that address and scheduling will be blocked.
• In-network means they are able to proceed with care at that location 

What happens when a client's location is out-of-network

As of August 10, 2026, Headway enforces location-based network rules at the time of scheduling. If your client is located at an address where you're not credentialed with their insurance plan, you won't be able to schedule or confirm you won't be able to schedule or confirm new sessions at that location after August 31, 2026.

If you have a client whose location is currently out-of-network, a few reminders in advance of August 31:

• Check for an in-network address. Use the Session locations section in Sigmund to see if your client has another address where you are in-network. If they do, ask them to update their address in their Headway account.
• You will be able to confirm sessions for patients up until 8/31 

After August 31:

• Use transition sessions. If no in-network address is available, you may be eligible for up to two transition sessions to give your client time to find a new in-network provider. When using transition sessions, your client pays your private pay rate upfront, and Headway refunds them the difference between that rate and their usual session cost.
• Switch to private pay. If your client prefers to continue care with you outside of insurance, you can switch them to private pay on Headway.

Medicare and Medicaid clients are eligible for one waived session (no upfront payment) instead of two transition sessions. They are ineligible to continue with private pay.

Changing your address

If you’re a client

If you’re being seen virtually (via telehealth), you’ll need a location on file in your Headway account. We use this information to confirm your provider’s license is eligible for each location.

To add an address for telehealth:

1. Log into your Headway account
2. Navigate to the Home tab
3. Scroll down to Locations
4. Click Add location
5. Enter your address in the pop up
6. Click Save location

To remove an address for telehealth:

1. Log into your Headway account
2. Navigate to the Home tab
3. Scroll down to Locations
4. Next to the address you’d like to remove, click the three-dot menu, then click Remove