We've updated our provider agreement, consolidating various entity- and license-specific agreements into one set of terms. Other changes streamline how we handle administrative work, keep us current with state and federal rules, and help us meet evolving health plan expectations. We've also updated our arbitration agreement and platform terms of service.
As a group admin, you are responsible for two actions:
- By November 17, 2026: Accept the updated agreements for your group.
- Within 5 business days of accepting: Share the agreements with your providers. What you share depends on whether each provider logs in to Headway.
This article walks you through both.
Who signs what
| Who | What needs to be accepted | Where |
| Group Admin (on behalf of the group) | Group Practice Provider Agreement, Group Arbitration Agreement, Terms of Service | Admin portal |
| Group Admins who also see clients | In addition to the above, Individual Arbitration Agreement and Terms of Service | Provider portal |
| Group providers who log into Headway | Individual Arbitration Agreement and Terms of Service | Provider portal |
| Group providers without a Headway login | Group Personnel Arbitration Agreement | Document sent via email from Group Admin |
Reminder: Only one admin per group needs to accept the group agreements. That acceptance covers the admin and everyone in your group who provides care through Headway. Once one admin accepts, other admins in your group won't be asked again. Please note that the arbitration agreement is required for all providers with Headway access.
What to email your providers
Within 5 business days of accepting the Headway agreements, send each provider the following:
| Action | Providers who log in to Headway | Providers without a Headway login |
| Attach | Group Practice Provider Agreement |
|
| Inform them | They must comply with the Group Practice Provider Agreement | They must comply with the Group Practice Provider Agreement and the Group Arbitration Agreement |
| Ask them to | Log in to their provider portal and accept their own Arbitration Agreement and Terms of Service | Sign the Group Personnel Arbitration Agreement and send it back to you |
| Inform them of the deadline |
|
Not set by Headway. Collect signatures and keep them on file. |
| What’s required from you (the admin) |
Check your Manage Team tab to ensure providers have signed the Headway agreements. Anyone who hasn't accepted shows "Agreements unsigned." |
Keep each signed form, and any opt-outs, for 6 years. Share copies with Headway within 5 business days if asked. |
Step-by-step instructions
Step 1: One Group Practice admin must sign Headway Agreements on behalf of the group
- Log in to your Headway admin portal.
- If you’re a new admin, the agreements will open automatically. If you’re an existing admin, click the banner at the top of your home page.
- Review each agreement. You'll need to scroll to the end of each one before you can accept it.
- Click Accept on each agreement.
- You'll get a confirmation email once you're done.
If you have more than one open task: You'll find the Headway agreements task in the right-hand panel of your portal.
If you also see clients: Access your provider portal and accept your own Arbitration Agreement and Terms of Service the same way.
Step 2: Download your signed copies
- In your portal, click your name at the bottom left.
- Go to Rates & Agreements.
- Download your signed copies.
Step 3: Share the agreements with your providers
Within 5 business days of accepting, share the agreements based on how each provider uses Headway. If your group has both types of providers, follow both paths.
Providers who log in to Headway:
- Email them a copy of the Group Practice Provider Agreement and let them know they must comply with it.
- Let them know they need to log in to their provider portal and accept their own Arbitration Agreement and Terms of Service by November 17, 2026.
Track progress: In your Manage Team tab, any provider who hasn't accepted yet will show "Agreements unsigned."
Providers without a Headway login
Send each provider a written notice that includes copies of:
- The Group Practice Provider Agreement (they must comply)
- The Group Arbitration Agreement (they must comply)
- The Group Personnel Arbitration Agreement (for them to sign)
Once they sign, keep a record of each provider's signed form, and any opt-outs, for 6 years. If Headway asks for copies, you'll need to share them within 5 business days.
Frequently asked questions
Have you emailed my providers directly? No. We're relying on you to share the agreements with your providers, using the steps above.
Why do my providers need to sign their own arbitration agreement? Your signature covers the Group Practice Provider Agreement and Group Arbitration Agreement for everyone. Providers still accept individual arbitration agreements to cover themselves.
Are rates changing? No. This update doesn't change your per-session rates, which you can always see in Rates & Agreements.
What changed between the old and new agreements? Because we’re not able to offer legal advice, we can’t summarize or interpret the agreement for you, but we’d encourage you to take some time to review it in full. If any questions come up afterward, feel free to discuss your questions with an attorney.
Still have questions? Contact us at care.headway.co/contact.