Using your Employee Assistance Program (EAP) sessions on Headway


The Employee Assistance Program (EAP) is a health and wellness service paid for by an employer. It is designed to provide assessment and referral, as well as a brief counseling intervention for members and/or their families.

Using your EAP on Headway

Headway can enter EAP info for clients with Optum or Cigna plans nationwide.


Providers you can see with an EAP 

Insurance companies have some restrictions put in place when it comes to using EAPs.

For Optum, only master level providers (i.e. master’s level Psychologist, LCSW, LPC, LMHCs) can accept EAPs. Optum does not allow doctoral level Psychologists (i.e. PhD, PsyD), Nurse Practitioners, or Psychiatrists (i.e. MD, DO) to accept EAPs through Headway.

For Cigna, doctoral level Psychologists or master’s level clinicians can accept these EAPs. Cigna does not allow Nurse Practitioners or Psychiatrists to accept Cigna EAPs.


Adding EAP sessions to your Headway account 

Headway can add your EAP sessions into the system for you! We will need you to reach out to your EAP program and obtain the following information in the form of a letter from their insurance company or a screenshot taken from the insurance portal. Typing the EAP details in the body of an email will not be accepted.  Samples of acceptable documents can be found below, and must include the following:

  • Authorization number
  • Effective date
  • Expiration date
  • Valid sessions

Other information to send when reaching out, includes:

  • EAP sponsor (if not clear in the letter)
  • EAP Member ID if different from the primary ID (if encrypted / not visible on the letter)
  • Number of sessions used, if any [For Cigna, if used sessions are with a different provider, a new authorization must be obtained]


We do not obtain EAP information as part of a general benefits verification. Therefore, the above information must be shared with Headway (either directly from you, or by way of your provider) ahead of time to ensure accurate billing.


Sharing EAP sessions

A single EAP is authorized for use for one specific member. The EAP authorization may not be used for multiple family members, even if they are on the same plan.

How billing works while an EAP is active

Even though you won't be charged for sessions covered by your EAP, we require a payment method on file in the event of a late cancellation, which is not covered by insurance.  

After EAP sessions are used, your regular insurance benefits will process automatically, and you will be charged the appropriate patient responsibility.  If you do not have general benefits beyond your EAP coverage, you will need to reach out to your insurance carrier to obtain a new authorization number in order to continue using Headway.

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