Benefits of starting a group practice with Headway
- Efficient and quick credentialing
- Competitive reimbursement rates
- Consistent and simple biweekly direct deposit payments
- No insurance billing or admin burden
- Quick and easy client insurance verification
- Intuitive provider portal with EHR included
- Ability to manage staff clinician’s accounts for them, or allow them access to their limited visibility/capability account to perform basic admin tasks
- Streamlined new client vetting/scheduling via the Headway marketplace
Interested in starting a group practice? Visit our article for instructions: Starting a group practice on Headway.
Access levels within a group practice (Sigmund Lite vs. admin access)
Users in a group practice are assigned as providers, admins, or both.
For a provider in the group without admin access (Sigmund Lite), they will have access to:
- Calendars with full scheduling access and ability to confirm session details (though sometimes group admins will handle this—it's up to you!)
- Client list with the ability to add clients
- Messaging portal
- Insurance status tab
- Profile settings (including photo, name, specializations, languages, highlights, bio, education, demographics)
- Address settings and ability to add a practice location)
- Individual provider intake form
Sigmund Lite users will not have access to financial information, or access to the calendars/profiles of other providers in the group.
Users with admin access will have access to:
- Calendars with full scheduling access and ability to confirm session details
- Client list with the ability to add clients
- Messaging portal
- Insurance status tab
- Profile settings (including photo, name, specializations, languages, highlights, bio, education, demographics)
- Address settings and ability to add a practice location)
- Payments tab, including payment date, amount, and the client it is for
- Ability to choose between being shown in search versus hidden in search
- Intake session length settings
- Client age range settings
- Booking preferences (e.g. defaulting to phone consults or appointments by specialization)
- Billing settings (e.g. cancellation policy, bank account, and ID verification)
- Account settings (e.g. contact email and phone number)
- Rates
Admin users will have access to financial information and access to the calendars/information of other providers in the group.
Setting up existing providers with Sigmund Lite access
To set up an existing provider in your group with Sigmund Lite access, visit the Manage Team tab in your Admin portal to send an invitation directly to the provider's email.
Please have your provider double check their spam and promotions folder for the invitation.
Transferring clients between clinicians within a group practice
- Archive that client from their initial provider’s client roster
- Navigate to the new provider’s client roster
- Select “Add Client"
- Once you populate this client’s email address into the dialogue box, our system will automatically recognize that they have an account and they will be added to the new provider’s client list
Frequently asked questions
Credentialing
Yes – Headway now supports multi-state credentialing. More information and requirements can be found in our Help Center article: Credentialing with Headway.
The length of time it takes to get credentialed with Headway depends on if your clinician is already in-network with one of our insurance carriers. Most panels can take as little as 15-30 days to complete the credentialing process. Other carriers can take 90-120 days, based on the state and carrier. Please note that we cannot guarantee a specific timeline, but do our best to provide the best estimate.
Each clinician does not need their own COI; Headway can credential a staff clinician using the group/business’s policy. However, please make sure there is an employee list with clincan’s name included with the Certificate of Insurance (COI). You can learn more about COI requirements here: Certificates of insurance (COI).
Headway cannot support incident-to billing, or billing sessions on behalf of supervised provisionally licensed therapists. If you currently bill insurance for these types of sessions, you can continue doing so off of the Headway platform.
Billing sessions
Sessions must be entered into our system before the session occurs, and confirmed by the group practice owner, admin, or staff clinician within 30 days. Headway always recommends confirming sessions within 48 hours, so there are no delays in session reimbursement.
Headway pays providers twice a month, on the 15th and on the last day of the month.
Sessions confirmed on the 1st - 15th of the month are paid to you on the last day of that month. Sessions confirmed on the 16th - last day of the month would be paid to you on the 15th of the following month.
Learn more about getting paid through Headway: Getting paid.
Payment and 1099s
The practice/business is paid for all sessions submitted by staff clinicians within the group account. When setting up your group practice account you will be asked to verify the identity of the business (Tax ID/EIN) and add the business bank account, which is where you'll be paid out for all sessions.
Client insurance verification
Each insurance client you anticipate billing sessions through Headway will need to create a Headway account so that:
- We can verify their insurance benefits and coverage (you and the client will have visibility on how much they will pay for therapy)
- We can collect the amount for their sessions (co-pay, session amount, cancellation fee, etc.)
- The client can review and acknowledge our standard forms:
Click here to learn more about Headway's client intake and experience.
Storing documentation on Headway
Headway has an EHR that is free to use. However, if you are currently using another EHR platform for scheduling, communication, tele-therapy, and documentation recording and storage, you can continue doing so. A demo of the platform and additional expectations will be shared on your introductory call. To learn more about storing documentation on Headway, visit the following articles:
Onboarding
No – it's completely up to the group practice stakeholders to determine if they'd like to manage their clinician’s accounts for them or not. As a reminder, we offer two different levels of access (full admin access and Sigmund Lite access).
Headway cannot merge or transfer pre-existing provider accounts into group practices as new clinicians. We will need a net-new clinician account created to ensure we have all relevant details associated with your group and to protect PHI. Any pre-existing credentialing statuses on Headway for a provider will be replicated in the new account within 7 days.
Group practice owners and admins can add new providers directly through the Manage team section of their Headway admin portal. Learn more: Adding a new provider to your group practice on Headway.
Group practice referral bonus
Yes – as soon as a new clinician confirms their first session on Headway, the practice owner or admin will be sent $100 via PayPal (usually sent within two weeks) to the email address associated with the group’s main point of contact. Click here for more information on Headway's provider referral program.